1.5-2 Months out
Ask God for his vision to see the eternal significance of all the preparations you are making for your event. It can be exhausting at times, but pray that he would give you the stamina and drive to pull off your forum with excellence.
Meditate on Proverbs 16:1-3,9
Section Overview: Let's Recap
By this point a lot has happened! The date, venue, and catering have been settled. Your speakers have committed, table hosts are set, and list of student leaders is compiled. Now it’s time to take care of a few more logistical touches before we finish this section with the conference call to get all parties on the same page.
BOOK SPEAKER ACCOMMODATIONS
Some of your speakers may be coming from out of town in order to participate in your forum. If this is the case, be sure to contact your speakers and ask if they will be needing accommodations between the first and second day of the forum. If so, it is the responsibility of the local EII Forum Coordinator to make the proper arrangements.
EDIT MINUTE-BY-MINUTE DOCUMENT
As details continue to be filled in, in order to be more organized as a coordinator, it will be helpful to fill out the Minute by Minute form. This document, found here, lays out the specifics for arrival, classroom speaking times, Dinner speaking times, weekly meeting details, and brunch details. Filling this out will be most helpful for the upcoming conference call.
SET ONECARD LIMIT
This event is going to use up more money than what you would normally use on your Onecard. As such, you are going to need to talk to your Regional Financial Professional in order to raise your limit on your Onecard to $3000 for this event so that you can purchase the necessary items.
CREATE STUDENT RSVP PROCESS
Before you print out your Dinner invitations, you will need to create an RSVP process for students. As you will see in the invitation sample below, this can be done by simply having students call/email the local forum coordinator or through something like a Google Form. Either way, brainstorm and finalize this process so that you can put the correct information on the invitation! If you decide that your RSVP process will be by phone call, be sure to have the correct individual change his/her voicemail accordingly.
Using the Dinner Invitation Sample file, it’s time to create the student invites for your forum! For PC, download this document; for Mac, download this document. Edit the details for the specifics of your event, and have them printed. We recommend using nicer stock paper for this. If you don't yet have the names of your speakers, you may use this document. However, it is up to you to determine which invitations you use. For instance, if you are planning to invite students who are education majors because they are campus organization leaders, but none of your three Forum speakers has any background in education, you might consider printing for them invitations with no speaker names. Otherwise, they may be inclined to look at the speaker list and decide that they have nothing to learn from three business people.
PLAN INVITATION PARTY
With much of the programming of your forum either well in the works or completed, it’s time to start thinking more about securing your audience! This requires invitations and an invitation process. As such, with your staff team, choose a date for a 30-45 minute invitation party with your student leaders. This should be somewhere between 4-6 weeks before the date of your event. After you have selected a date, be sure to email your student leaders with a calendar invite as soon as possible. The details for this will be explained in the next pillar.
SET CONFERENCE CALL
Many of the vital details are now in place. As such, it is time to contact either your Regional EII Forum Coordinator or your Regional FDND in order to set a conference call between yourself, the FDND, your speakers, and (if applicable), your regional EII Forum Coordinator. This call should be set for anywhere between 2-4 weeks before the date of your event.The details for this will be explained in Pillar 6.