Calendar for XYZ Meeting
This automated calendar allow you to enter a date (cell B3 -- the red date) and it will automatically calculate the deadline dates leading up to it. Note: simple numerical date formatting can be entered (5/9/01 for May 9, 2001). Thanks to Lisa Shimuzu, Corporate Meeting Planner for Milliman & Roberston, Inc., who contributed this sheet.
Meeting date	May 9, 2001	Task	Person in Charge
One year	May 9, 2000	Summarize results of overall and inidivual session surveys from previous meeting
6 months	November 10, 2000	Contact office contacts and prepare attendee list.  Create group mailing list for email
6 months	November 10, 2000	Site visit to resort.
5 months	December 10, 2000	Survey attendees for topic ideas and interest
5 months	December 10, 2000	Prepare preliminary agenda and events.  Send to coordinator.
4 months	January 9, 2001	Compile list of topics and make session recommendations to Session Chair (SC)
4 months	January 9, 2001	Get SC approval for topics, agenda, events.
4 months	January 9, 2001	Confirm activities and events.
3 months	February 8, 2001	Confirm session chairs and request session descriptions
3 months	February 8, 2001	Contact outside speakers and confirm dates, fee and expense arrangements.
3 months	February 8, 2001	Prepare final agenda, sessions and descriptions
3 months	February 8, 2001	Develop signup database.
3 months	February 8, 2001	Office staff conference call to discuss meeting and schedule.
2 months	March 10, 2001	Send registration database to attendees.
2 months	March 10, 2001	Design program and collateral materials.
2 months	March 10, 2001	Send message to speakers regarding handouts and AV requests.
1 month	April 9, 2001	Confirm all meeting space and meal locations for program.
1 month	April 9, 2001	Develop session survey forms to include in program.  Overall session evaluation will be done on Notes.
1 month	April 9, 2001	Develop archive and survey database.
1 month	April 9, 2001	Send attendee list and agenda to Communications to make signs and nametags.
3 weeks	April 18, 2001	Request travel information.
3 weeks	April 18, 2001	Send all banquet and event orders, meeting resume and flight manifest to hotel and DMC.
1 week	May 2, 2001	Ship supplies, programs, nametags, signs, handouts to hotel.
Post meeting		Review evaluations and write meeting summary.
Post meeting		Prepare estimate budget for meeting.
Post meeting		Review final costs and prepare budget report for SC.