Specifications include, but are not limited to: Conference Pre-Planning Meetings Schedule virtual planning meetings and ensure the Planning Group is notified at least ten (10) business days prior to the scheduled meeting date. Ensure planning timelines and other deadlines are communicated to the Planning Group in order to gain necessary information to meet the timelines and deadlines. Prepare and distribute planning meeting agendas to the Planning Group at least one (1) business day prior to the scheduled meeting. Prepare and distribute planning meeting minutes to attendees no later than five (5) business days after the meeting date. Minutes shall detail planning and implementation tasks, due dates, and persons responsible for completing individual tasks. Provide appropriate levels of administrative and support staff for all conference-related activities including planning meeting support, and to facilitate the development, delivery, and evaluation of individual conference goals and objectives. Collaborate with the Planning Group to identify target audience needs. Conference Advertising and Participant Support Advertise and promote the Statewide Infectious Disease Conference by: Designing, editing, producing, and printing “Save the Date” electronic and printed notices, announcements, brochures, and promotional materials. Disseminating “Save the Date” materials by initiating and facilitating timely distribution of requested postal mailings and through a variety of electronic-based distributions. Ensure conference marketing and promotion includes: Electronic-based promotion with direct email conference notifications and downloadable brochures; Bulk and limited first-class mailings upon request; and Additional distribution of materials to select groups based on information provided by the Planning Group. Initiate and facilitate mass mailings. Provide pre-conference support to potential Participants by phone and e-mail.
