2. Event Planning: Steering Committee

1. Convene at the discretion of the event leader and keep a record of meetings and decisions.
   
   
2. Set up communication links with the Forestry Outreach Education Office and invite a representative of the Office to attend Committee meetings to offer advice and suggestions on logistical matters.
   
   
3. Establish objectives, scope and format for the event.
   
   
4. Identify target audience and estimate potential number of participants.
   
   
5. Determine issues and topics to be addressed.
   
   
6. Ascertain that there are no potentially competing events locally, regionally, nationally or internationally.
   
   
7. Adopt a suitable title for the event.
   
   
8. Develop a timeline for planning, advertising and conducting the event. (see Appendix d)
   
   
9. Set date and venue; avoid conflicts with major holidays and busy seasons; consider season and potential weather impact on field trips and participant and speaker travel.
   
   
10. Determine event financing (fees, grants, contributions or a combination) and understand limitations placed on various funding sources.
    
    
11. Design event format and agenda.
    
    
12. Select and confirm speakers and moderators.
    
    
13. Designate individuals or subcommittees to accomplish particular tasks (program, poster session, contribution solicitation, field trips, local hosting of speakers and moderators etc.). Establish communication links between these individuals and subcommittees and the Forestry Outreach Education Office.
    
    
14. Adopt a format for handouts and other publications (abstracts, extended abstracts, biographical sketches, proceedings, book, journal series, etc.).
    
    
15. Consider ancillary events (pre-event dinner for speakers and moderators, pre-and post-event tours and workshops, press conference, news media briefing, local recreational and tourist opportunities, accompanying guest activities, public forum, etc.).
    
    
16. Establish guidelines and protocols for conducting the event (scholarships, honorariums, per diem support for speakers, complimentary registrations, contribution solicitation, press relations and publicity, security precautions, commercial vendors, single-day registrations, fielding questions from the audience, etc.).
    
    
17. Cooperate with the Forestry Outreach Education Office in developing an event budget. (see Appendix e).
    
    
18. Solicit external sponsors and financial support.
    
    
19. Determine method(s) and format(s) of event evaluation adapting standard College questionnaire if desired. (see Appendix f).