Updated as of July 13, 2015 July-August 7/17-18/15 Denver Leadership Mtg. will meet to discuss timeline, responsibilities & overview of committee. Discuss sponsorship / Week of 7/27 Request any updates from for CME approval standards Request COI Disclosure from offerings & planning calls. will advise co-chairs & HL staff of any changes- to be discussed separately from call Week of 7/27 Current COI or if it has been if updated updated? Week of 8/3 Weekly Planning Calls begin Weekly conference call meetings begin. Discuss timeline Topics for plenary & breakout sessions; potential speakers 8/6/15 Submit Sponsorship Package for approval from ABA General Council 8/24/15 or sooner Approval due for sponsorship from ABA General Council 8/25/15 Ask chapter authors to update chapters September 9/14/15 Approval back from ABA General Council; send out email letters to past and potential sponsors, 9/14/15 Begin assigning to plenary & breakout session 9/21/15 to check availability of potential speakers do not formally invite until we receive approval 9/21/15 Submit tentative programs & speakers for approval from the Programs Executive Denise Glass & Jay McEniry 9/ 28/15 or sooner Programs Executive feedback & approval due October 10/2/15 Conference PPT template is developed 10/ 5/15 - Reach out to speakers to confirm and formally invite once Programs Executive has approved will submit; ABA General Council takes 14 business days to review. members to solicit Sponsorships from their firms and/or any potential sponsorship will follow up Adrienne & Kathy D. members to solicit Sponsorships from their firms and/or any potential sponsorship. Review Sponsorship, Topics for plenary & breakout sessions; potential speakers Executive Programs to get back to by September 28, 2015 or sooner Any questions or concerns Programs will contact Co-Chairs PPT template same as brochure cover & save the date to email Danielle/Nancy speaker contact information to send out speaker packets & COIs once they have confirmed Page 1 PLI Co- Chairs, & / / Co-chairs /
October 10/5/15 Website Creation Set up speaker portal & program in Personify 10/12/15 Danielle/Nancy to send out speaker packets and cc: member assigned Include COIs & request for ten post-test questions. needs to submit signed COIs to / 10/12/15 PPT Template for conference is sent to speakers with speaker packets 10/12/15 to give sponsorship LOAs to staff 10/16/15 Session info due (title, session description & speaker) 10/19/15 Develop CME Global Objectives submit to Haydee due back from Haydee 10/24/15 Due Date (12-1) is listed on speaker packets for written material & PPT Email the sponsors the LOAs to sign / Due date is based on having one page flyer available at EMI & brochure ready by end of March Assign committee member to write the CME global objectives 10/19/15 Sponsorship emails to go out All past sponsors, members, Section leaders. Due back on 3/9/16 10/19/15 members to solicit Sponsorships from their firms and speaker s firms 10/23/15 CME Global Objectives due back from Haydee November 11/2/15 members to reach out to their speakers for final approval of session titles & descriptions members to solicit Sponsorships from their firms and/or any potential sponsorship to approve the Global Objectives COIs need to be submitted by & speakers 11/2/15 Write forward for the book Due on 2/2/16 Adrienne /Kathy? 11/3/15 Danielle/Nancy to follow-up We need signed COIs for all /Speakers with missing speaker packets speakers 11/3/15 COI Disclosures sent to All signed COIs sent to / 11/3/15 All must submit a signed must sign a COI disclosure form / COI to Danielle/Nancy for December 12/1/15 Written material & PPT due from speakers Kathy & Adrienne 12/7-8/15 Washington Health Law Summit begins Kathy and Adrienne will determine which session is covered in the bok chapters 12/14/15 Golf Start to identify golf courses for golf outing 12/14/15 Nancy to start to put draft brochure together Simeon Page 2
January 1/11/16 Epromo 1: Save the date Danielle/Nancy Sent to past attendees, HLS, cosponsors 1/11/16 Need size for web banner from & AAPL Nancy/Danielle 1/11/16 Send & AAPL save the Partners are able to put save the date email date on their websites 1/18/16 to apply for CME CME approval must be given before we can market conference or brochure to go to print 1/18/16 Web Banner sent to & Web banner sent to both partners /APPL/ HL /AAPL/ HL AAPL 1/25/16 Papers due to Wes for editing Chapters are due to Wes February 2/2/16 Place ad in Chicago Medicine Chicago Medical Society Give to 2/2/16 CME is approved CME is approved 2/10/16 Papers and bios due to ABA Papers for the chapter book due to Wes Publishing/ Jeff Salyards Jeff check with Jeff 2/15/16 Website Update Include cover page with graphic, conference description with topics, past attendee quotes, and registration links 2/16/16 Obtain all CME information Nancy/Danielle to receive CME Haydee for brochure from Haydee/Ted 3/7/16 Apply for MCLE credit Jason/ Danielle March 3/2-3/5 EMI Begins 3/2-3/5 Program publicized at EMI Flyers or brochures 3/9/16 Sponsorships due back Need sponsor logos All 3/9/16 to reach out to speakers & Based on mailing brochures on All sponsors 3/31 3/10/16 Information submission to PDF due back from designer 3/15 the designer 3/15/16 PDF Proof Submission to the First round of edits with revisions from due to designer 3/18 3/18/16 Edits due to designer 3/18/16 Internal production Brochure and drop time production time (1 week) 3/22/15 Designer submits final PDF reviews final draft / brochure 3/30/16 Final Approval & Proof returned by noon Send the changes to the designer Page 3
March 3/28-4/ 1/16 Social Media Week, Web & Technology and Health Law Section Leaders April 4/1/16 Designer submits to printer 4/11/16 Brochure is Mailed Printer 4/13/16 Reminder email to speakers to book their hotel rooms and with cc to Planning 4/13/16 Speakers conference will register all speakers only. Danielle registration 4/18/16 Email Blast 2: Check your Mailbox will need to register Check your mailbox email to Section members/aocs and link to brochure online 4/18/16 Planning Contact speakers to review Outreach to speakers conference details 4/18/16 Planning email Email to Planning with update updates and early bird deadline 4/20/16 Email blast 3: Speakers and Promote speakers and program Agenda agenda 4/27-5/1/16 Social Media Week, Web & Technology and Health Law Section Leaders May 5/6/15 Email blast 4: Early Bird registration closing on 5/20/16. Send reminders to book hotel and register if necessary. 5/9/16 Invite local law students to attend Diversity session & reception Verify all speakers and currently registered attendees included in room block. Verify speakers and planning committee members are registered. 5/11/15 Submit BEOs and Game Plans Nancy to submit to hotel to hotel 5/11/15 Send brochure /highlights to media relations Priscilla Totten 5/11/15 Email blast 5: Room Block Room Block closes on 5/18 closes on 5/18 5/18/16 Room block closes Room block closes 5/18/16 Email blast 6:Early Bird closes Early Bird Closes on 5/20/16 Page 4
May 5/20/16 Email Blast 7: Highlight keynote speakers to nearby states and local law schools 5/20/15 Early Bird registration closes June 6/3/16 Close online registration 6/3/16 Attendee email Attendee email w/general conference information and link to program materials 6/6/16 Messenger/ship materials from ABA offices on 6-6 & stored in meeting room office 6/8/16 Books must arrive at the hotel 6/8-10/16 Program dates Email blast if needed: Room block closing Page 5