January
- January 7: Returned contract agreement to the Friday Center: $5,175 for estimated 100 people
February
- February 1: Email from Amy Sample Ward about NetSquared Camps
- February 4: NetSquared Camps conference call
- February 11: Completed NetSquared survey about Camps
- February 11: Meeting at United Way of the Greater Triangle to do initial planning. Added Happy Hours (reception), 5-7pm. Set up committees: Leaders, Program, Logistics, Financs, PR (website). Notes.
- February 18: Google Groups set up for the committees: Leadership, Logistics, PR, Program, FinanceAndLegal.
- February 18: Logistics committee met at the Friday Center. Nancy's notes are at nccommunities.org/node/216
- February 19: Judy emailed NTEN and NetSquared asking them to pencil in the conference; NetSquared hopes to have someone at each of their Camps
- February 22: FreeConferenceCall, drafted the survey
- February 25: NetSquared conference call on local camps
March
- March 2: nctech4good.org registered with Deltaforce
- March 3: Meeting at United Way. Tagline: NCTech4Good Conference: Solving the puzzle ... Technology pieces to advance your mission. Nancy's notes have an attached Tasklist.
- March 3: Logistics checklist posted
- March 10: First draft conference registration and reception registration available for testing on test.nccommunities.org.
- March 11: Meeting at United Way. Discussed two logos Leandra prepared. Determined conference agenda, track titles, ideas for sessions. Notes, updated Tracks and sessions, and started time-slots for agenda
- March 12: Updated Friday Center Event Plan — added 13 exhibit tables at for profit rate of $100
- March 12: Finalized logo
- March 12: Simple save-the-date page at nctech4good.org
- March 12: Survey finished and info emailed to N.C. Center for Nonprofits list
- March 14: Survey info emailed to lists for NCTech4Good, 501TechClub Triangle, InternetWorkers, Triangle Linux Users Group, RTPnet members and friends, RTPnet board and advisors, RTPnet Triangle Area Centers for Technology (folks who attended previous RTPnet conferences),
- March 14: Received NetSquared-Contractor Agreement
- March 15: Letter to sponsors drafted
- March 15: Starting agenda
- March 16: Created Google group for recording sessions — Recording
- March 19: Survey reminder emailed to N.C. Center for Nonprofits list
- March 19: Program committee ReadyTalk conference call — flushed out the agenda with topics and potential speakers
- March 19: VerticalResponse account set up so that we can maintain a conversation with prospective and actual conference participants
- March 21: Started gathering hotel information
- March 22: Sent requested changes to NetSquared for contractor agreement.
- March 22: Survey reminder emailed to NCTech4Good list
- March 22: Sponsorship levels, sponsorship form, and list of potential sponsors drafted
- March 25: Program committee ReadyTalk conference call to find keynoter(s)
- March 25: Received NetSquared Camp Contract v2
- March 26: Emailed NetSquared with concerns about the contract
April
- April 2: Session topics and presenters/panelists planned
- April 2: Letter to sponsors, sponsorship levels, and list of potential sponsors finished
- April 2: Start recruiting presenters and sponsors
- April 6: Export registration information from test.nccommunities.org and import to software for name tags tested
- April 7-10: NTEN conference.
- April 12: Reception food, drinks planned with cost estimate. Total conference cost estimated
- April 13: Logistics conference call
- April 16: Evaluation form(s) drafted (paper and online -- do we also want twitter?). Do we want one for the conference or one for each session, one for reception, one for conference overall, etc., etc.?
- April 16: Registration fees and and cutoff dates established. Scholarship criteria, if any, established
- April 16: Confirmation information to registrants checked
- April 16: Sponsor packets complete (letter, sponsorship levels, registration form, and list of potential sponsors
- April 16: Presenters (and what they will talk about) and sponsors confirmed.
- April 16: Evaluation form(s) ready.
- April 23: All materials ready for the website and other publicity.
- April 23: Last chance to cancel with the Friday Center -- 50% charge after. Establish estimated attendance. Need to stay within 75%. Minimum is 35.
- April 23: Online registration process complete and thoroughly tested (4 forms, regular attendee, scholarship, sponsor, reception only).
- April 23: Online evaluation form(s) complete and thoroughly tested.
- April 23: Hotel information complete.
- April 26: Registration form ready for testing.
- April 26: nctech4good.org still has a simple save-the-date page
- April 26: "Budget"
May
- May 4: Program committee call
- May 11: Start recruiting sponsors
- May 14: Website (http://nctech4good.org) is live
- May 17 - May 31: Early-bird registration
- May 26: Asked authors for a free book for exhibit and for the drawing
- May 28: Asked presenters for presentation needs and to register -- by June 1, if attending, June 10 otherwise
- May 29: Email to many lists -- lots of PR
- May 30: Added hashtag, #nct4g2010, to home page
June
- June 1 - June 10: Regular registration [Changed June 18 to June 10]
- June 2: $3,035 coming in, $6,500 going out, 19 paid, 16 pay-by-check (none received), 11 scholarships, 3 guests
- June 4: Plans to use Flip cameras and tripods to record sessions
- June 5: Added a static Google map to http://nctech4good.org/attendees
- June 8: Sample name tags
- June 10: Who's going to greet the speakers?
- June 10: 23 paid by credit card, 17 pay later by check (not all paid yet), 14 scholarships, 7 guests.
- June 12: List of contact info for use during conference
- June 13: Draft list of registrations
- June 14: Long phone conversation with the Friday Center. The only thing we can bring is laptops -- no Flip cameras, tripods, projection systems. Ordered a second projection system and screen for one room. They provide video recording as a fee-based service. Also ordered handheld mics and a table at the front of each room.
- June 14: Ordered food and punch for reception
- June 14: Program drafted
- June 15: Check in call
- June 16: Car pooling info for Greensboro
- June 17: Requested confirmation that those who had not sent check would actually come (by email)
- June 17: Evaluation form online, SurveyMonkey
- June 17: Program to printers for 110 copies, as .pdf and .doc
- June 18: Numbers: 90 for the conference, 70 for the reception
- June 20: Sent email (8 things you should know about the NCTech4Good Conference) to all attendees
- June 21: Started Google doc: Things to do different next time
- June 21: Added lav mics for each room
- June 22: Submit final registration count to Friday Center by 11:00 for seating and food preparation. Number can increase but not decrease. Cannot fall below 75% of booked number.
- June 22: Presentation materials submitted for loading on presentation computers
- June 23: Load onto presentation computers and test
- June 23: Complete nametag preparation and complete list of registrants
- June 23: Keynote presenter can't come, shuffle/shuffle, she's back on June 24
- June 23: 100 people, 80 for reception, increased reception food, final event plan from the Friday Center.
- June 24: People still asking to register.
- June 24: Ordered PA system for reception and drawing
- June 25: Cancel session The Online Money Funnel: Taking Donations Online and Selling Downloadable Goods, the presentation isn't ready
- June 25: Conference
July
- July 1: Thank-you notes to sponsors
- July 17: The site www.nctech4good.org now provides a record of the conference.
- July 19: Received invoice from the Friday Center (dated July 14)
- July 20: Conference debriefing phone call
August
- August 10: Friday Center paid