Committee Milestones
(Note these times are months before Symposium) and are the minimum estimated times.

1. Accommodation Committee

a. 20-24 months - Select 2-4 hotels as potential meeting sites.
b. 20-23 months - Request pricing, guarantees, accommodations, etc..
c. 20 months - Receive proposals.
d. 19 months - Inspect all facilities.
e. 18 months - Select meeting site and sign contract after approval by the Society’s Executive Committee.
f. 6 months - Provide publication committee with Hotel reservation forms and hotel information.
g. 6 months - Reconfirm hotel reservation, check on availability of meeting rooms, etc..
h. 2 months - Check on hotel reservations, etc..
i. 4 weeks - Ask for count of reservations.
   2 weeks - “ “ “ “ “ “ “
j. 2 weeks - Reconfirm all hotel functions.

2. Registration Committee

a. 12 months - Develop registration plan of action .
b. 10 months - Develop registration and record-keeping plan.
c. 7 months - Preliminary draft of brochure.
d. 6 ˝ months - Return with comments on preliminary draft.
e. 5 ˝ months - Final rough draft of brochures for preparation of printers draft*.
f. 5 months - Printer’s draft sent to Symposium Chairman.
g. 4 months - Report to Symposium Chairman on registration status.
h. 4 ˝ months - Brochure sent to printer.
i. 4 months - Printer to complete and deliver brochure for labels.
j. 3 months - Report on registration status.
k. 3 ˝ -3 months - Mail symposium brochure and place announcement in .
Marine Technology and SNAME News.
l. 2 months - Report on registration status.
m. 1 month - Confirm registration personal.
n. -1 month - Prepare report on symposium registration.
o. -2 month - Submit final report to Secretary/Treasurer.

(*) In many cases a simpler announcement format will be used. ( See Appendix A)
The Minus (-) means months after the symposium

3. Technical or Papers Committees

a. 24 months - Appoint committee members.
b. 20 months - Solicit potential authors and issue Call for Papers in Marine Technology and SNAME News after approval of Symposium granted by National Executive Committee.
c. 18 months - Develop plan of action.
d. 12 months - Submission and review of abstracts.
e. 10 months - Notify authors of acceptance of abstract.
f. 6 months - Draft manuscripts due.
g. 4 months - Authors to provide camera-ready copy for printer and audio/visual requirements for their presentation needs.
h. 4 months - Determine discussers.
i. 3 months - Camera-ready copy to printer and preliminary copies of paper sent to potential discussers. Arrange for audio/visual needs for meeting site with Accommodation Chairman.
j. 2 weeks - Receive papers from printer and deliver to meeting site..
Commence receiving discussers comments and send to authors
k. -1 month - Receive typed copy of authors response to comments.
l. -2 months - Assemble masters of discussers comments, luncheon or important speaker addresses, authors’ closures, and any other important.
function to be recorded in a supplementary Symposium proceedings volume to send to printer -4 months - Send supplementary volume to Headquarters and people that attend Symposium..

4. Pulicity and Publications ( See Registration Committee above)

a. 24 months - Designate committee members.
b. 18 months - Develop plan of action.
c. 1 ˝ months - Develop a plan for publicity of the Symposium and establish liaison with cosponsoring groups or societies.
d. 12 months - Implement publicity plan at National and Sections meetings Develop a plan for publicity releases to trade journals, magazines and other media..
e. 10 months - Implement local Section publicity.
f. 4 months - Write local and national press releases and arrange for photo media coverage. Obtain graphics for name badges, signs, etc..
g. 3 months - Send final manuscripts for printing. Determine number of copies required for Symposium..
h. 2 months - Arrange printing of badges, signs, ribbons, etc..
i. 2 weeks - Print update of schedule, papers, social programs if there are changes in those of brochure.
j. 1 week - Reconfirm media coverage

5. Social events (optional)

a. 18 months - Choose Committee Members.
b. 16 months - Develop plan of events.
c. 14 months - Define all social events.
d. 12 months - Develop alternative social functions and sign contracts.
e. 6 ˝ months - Finalize all details, make logistic arrangements and prepare a write-up for the brochure, including a firm pricing of social events.
f. 3 months - Arrange coffee breaks head tables, etc. and finalize all details and notify Accommodation Chairman..
g. 1 week - Check registration for a count of those attending each social event to firm up guarantees.

6. Secretary / treasurer

a. 24 months - Determine first budget estimate based on committee chairperson reports and open bank account.
b. 18 months - Set committee budgets-determine hotel or meeting site costs, meals, meeting rooms, tours, special functions, etc. (These are needed to finalize the budget)
c. 14 months - Establish a financial record keeping procedure and revise budget
d. Every month - Review expenditures and revise budget as necessary
e. 2 months - Set up billing method with hotel for meals, meeting rooms, coffee, etc.
f. -1 month - Audit records after receipt of all bills
g. - 2 months - Prepare and submit final financial report

7. Steering Committee

a. 24 months - Set dates and firm meeting location ( have alternate location in mind)..
b. 23 months - Develop overall framework of meeting and events. Submit a letter to National Executive Committee for approval of symposium. Site location and dates should be included in request..
c. 20 months - Propose luncheon speaker(s) and alternates.
d. 19 months - Invite luncheon speaker(s).
e. 12 months - Confirm luncheon speaker(s).
d. 10 months - Confirm luncheon speaker(s).
g. 1 month - Have meeting to finalize plans for Symposium.