6 months prior to the conference (if not part of your approved proposal)

In consultation with the Program Officer:

• Create list of invitees (see * at “6 weeks prior to conference” for details of information required by conference office at the Foundation)
• Develop preliminary agenda

4 months prior to the conference (at the latest)

• Prepare letter of invitation to include:
• Conference overview, goals, and expectations
• Conference logistics
  • How travel and lodging costs are being covered
  • How participants are to make their travel arrangements
  • Inform that The Johnson Foundation will send registration information to participants to obtain their travel & other necessary information
  • Explain that The Johnson Foundation will arrange ground transportation to and from the Milwaukee airport
• Invitation response deadline 10-12 weeks prior to the conference
• Prior to mailing, send copy of letter to Program Officer for review
• Maintain contact with Program Officer regarding agenda, budget issues, and other conference development issues

7-8 weeks prior to the conference

• Follow up with non-responsive invitees; invite appropriate substitutes if needed
• Confirm start and end times and send complete draft agenda to Program Officer

6 weeks prior to the conference

• Send list of confirmed participants to Program Assistant
  (*Include full name, title, organization, address, phone, fax, and e-mail)

3-4 weeks prior to the conference

• Maintain contact with Program Officer regarding changes to agenda, conference participants, room set-up, and other arrangements
• Maintain contact with Program Assistant regarding status of participants, billing procedures, A/V needs, and other conference logistics

1 week prior to the conference

• Finalize agenda with Program Officer
• Finalize list of participants with Program Assistant