Purpose: This is an Executive Board document to follow for smooth consortium operations. Please develop a habit of checking this document weekly, and update it as processes change. It is ultimately the President’s responsibility to ensure that everything contained herein gets done. Tasks are color tagged by position.
JULY
Beginning
- New Year begins with new and current Board members (All VPs).
- Set up systems for the year (All VPs).
- Create email regarding registration for membership renewal (VP Membership).
- Create and test registration link for membership renewal (VP Membership).
- Create and test registration link to PayPal form and homepage welcome banner (VP Technology).
Mid
- Send out “Save the Date” for Fall conference (VP Communications).
- Solicit program presenters for Fall CLASIC (VP Programs).
End
- Solicit program presenters for Fall and Spring CLASIC Conferences (VP Programs).
AUGUST
- 8/01: 3rd marketing push – Member Registration (VP Membership). Confirm dates, times, and locations for Fall, Winter & Spring CLASICs (VP Programs).
- 8/07: 4th marketing push – Member Registration (VP Membership). Finalize program presenters and honorarium details for Fall, Winter & Spring CLASICs (VP Programs).
- 8/15: 5th marketing push – Member Registration (VP Membership). Email Fall CLASIC complete program description, including location details, to VP Communications (VP Programs). 1st reconciliation of member registrations on Google Docs with PayPal (VP Finance).
- 8/23: 6th & final marketing push – Member Registration (VP Membership). Finalize program presenters for Spring CLASIC (VP Programs). Create Fall CLASIC Registration Google form, PayPal form, and event description (VP Technology).
SEPTEMBER
- 9/01: 1st marketing push – Fall CLASIC (VP Communications). 2nd & final reconciliation of member registrations on Google Docs with PayPal (VP Finance). Touch base with Fall CLASIC host school and point them to host school instructions webpage (VP Programs).
- 9/07: 2nd marketing push – Fall CLASIC (VP Communications). Finalize name of host school administrator who will give brief welcome at Fall CLASIC (VP Programs).
- 9/15: 3rd marketing push – Fall CLASIC (VP Communications).
- 9/23: 4th marketing push – Fall CLASIC (VP Communications).
OCTOBER
- 10/01: 5th marketing push – Fall CLASIC (VP Communications). 1st reconciliation of Fall CLASIC registrations on Google Docs with PayPal (VP Finance).
- 10/07: 6th & final marketing push – Fall CLASIC. Create program agenda (President).
- 10/15: Registration deadline – Fall CLASIC. 2nd & final reconciliation of Fall CLASIC registrations on Google Docs with PayPal (VP Finance). Touch base with Fall CLASIC host school and confirm event setup details, catering count, final instructions (VP Programs). Pick up gift cards for drawings & honorariums for presenters (VP Finance). Print copies of program agenda for attendees (President).
- 10/24: Fall CLASIC! President facilitates event. President & VP Finance distribute drawings gift cards & honorariums to presenters.
NOVEMBER
- 11/01: Create Winter CLASIC Registration Google form, PayPal form, and event description (VP Technology).
- 11/07: —
- 11/15: 1st marketing push – Winter CLASIC (VP Communications). Touch base with Winter CLASIC host school and point them to host school instructions webpage (VP Programs).
- 11/23: —
DECEMBER
- 12/01: 2nd marketing push – Winter CLASIC (VP Communications). Finalize name of host school administrator who will give brief welcome at Winter CLASIC (VP Programs).
- 12/07: 3rd marketing push – Winter CLASIC (VP Communications).
- 12/15: 4th marketing push – Winter CLASIC (VP Communications).
- 12/23: —
JANUARY
- 1/01: 5th marketing push – Winter CLASIC (VP Communications).
- 1/07: 6th marketing push – Winter CLASIC. 1st reconciliation of Winter CLASIC registrations on Google Docs with PayPal (VP Finance). Create survey for next year’s program topic ideas and host school volunteers – print, distribute & collect at Winter CLASIC (President).
- 1/15: 7th & final marketing push – Winter CLASIC. Create program agenda (President).
- 1/23: Registration deadline – Winter CLASIC. 2nd & final reconciliation of Winter CLASIC registrations on Google Docs with PayPal (VP Finance). Touch base with
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Winter CLASIC host school and confirm event setup details, catering count, final instructions (VP Programs). Pick up gift cards for drawings & honorariums for presenters (VP Finance). Print copies of program agenda for attendees (President).
FEBRUARY
- 2/06: Winter CLASIC! President facilitates event. President & VP Finance distribute drawings gift cards & honorariums to presenters.
- 2/07: Create Spring CLASIC Registration Google form, PayPal form, and event description (VP Technology).
- 2/15: 1st marketing push – Spring CLASIC (VP Communications). Touch base with Spring CLASIC host school and point them to host school instructions webpage (VP Programs). Create Board Member nomination form, voting ballot using Google Forms, and email Board Member nomination form to all members (VP Membership).
- 2/23: 2nd marketing push – Spring CLASIC (VP Communications). Finalize name of host school administrator who will give brief welcome at Spring CLASIC (VP Programs). Board Member nomination form deadline (VP Membership).
MARCH
- 3/01: 3rd marketing push – Spring CLASIC (VP Communications). Email Board Member voting ballot to all members (VP Membership).
- 3/07: 4th marketing push – Spring CLASIC (VP Communications). Email Board Member voting ballot again to all members (VP Membership).
- 3/15: 5th marketing push – Spring CLASIC (VP Communications). Board Member voting ballot deadline (VP Membership).
- 3/23: 6th marketing push – Spring CLASIC. 1st reconciliation of Spring CLASIC registrations on Google Docs with PayPal (VP Finance). Board Member election results announced via email (VP Membership).
APRIL
- 4/01: 7th & final marketing push – Spring CLASIC. Create program agenda (President). Schedule annual Board Meeting with incoming and outgoing board members (President). Submit IRS tax form to retain not-for-profit status, due April 15[!] (VP Finance)
- 4/07: Registration deadline – Spring CLASIC. 2nd & final reconciliation of Spring CLASIC registrations on Google Docs with PayPal (VP Finance). Touch base with Winter CLASIC host school and confirm event setup details, catering count, final instructions (VP Programs). Pick up gift cards for drawings & honorariums for presenters (VP Finance). Print copies of program agenda for attendees (President).
- 4/10: Spring CLASIC! President facilitates event. President & VP Finance distribute drawings gift cards & honorariums to presenters.
- 4/23: —
MAY
- 5/01: —
- 5/07: —
- 5/15: —
- 5/23: Renew web hosting contract and update credit card number on account on www.register.com, expires June 3[!] (VP Finance).
JUNE
- 6/01: Web hosting contract on register.com expires on June 3.
- 6/07: —
- 6/15: Annual Executive Board meeting, typically hosted at President’s university. Determine program plan and host schools for Fall, Winter, and Spring CLASICs.
- 6/23: —
Source: Mark Matthes, CLASIC President, 2012-2014