AAfPE Conference Planning Timeline

January - February 2025: Early Organization

Week of January 20: Assemble the planning committee and assign roles, including sponsorship and WHOVA app coordination.
Week of January 27: Outline the conference theme, goals, and key focus areas.
Week of February 3: Develop a preliminary budget and allocate resources for the app, sponsor outreach, and attendee logistics.
Week of February 10: Begin setting up the WHOVA app with basic event details, branding, and navigation framework.

March 2025: Sponsorship Outreach and CFP Launch

Week of March 3: Finalize sponsorship packages and benefits; create a sponsorship prospectus.
Week of March 10: Open the "Call for Presentations" (CFP) and distribute promotional materials.
Week of March 17: Begin outreach to potential sponsors, including law firms, legal tech companies, and education providers.
Week of March 24: Coordinate with the WHOVA team to ensure sponsor content can be displayed effectively in the app.

April 2025: Session Logistics and App Development

Week of April 7: Start assigning session rooms at the Amway Grand Hotel based on anticipated attendance.
Week of April 14: Plan and draft the conference agenda structure for upload to WHOVA.
Week of April 21: Begin collecting sponsor logos and promotional content for the app.
Week of April 28: Coordinate with hotel staff on logistical needs for rooms and catering.

May 2025: Submission Review and Sponsor Coordination

Week of May 5: Close CFP and start reviewing submissions.
Week of May 12: Notify accepted speakers and request bios and presentation materials.
Week of May 19: Finalize room assignments and ensure alignment with the agenda.
Week of May 26: Upload initial sponsor content and session descriptions to the app.

June 2025: Agenda Finalization and App Updates

Week of June 2: Confirm all session topics and speakers.
Week of June 9: Finalize the conference agenda and ensure it is complete in WHOVA.
Week of June 16: Test the app’s functionality with sample attendees and sponsors.
Week of June 23: Begin creating a digital floor plan/map for upload to the app.

July 2025: Marketing and Engagement

Week of July 7: Promote the conference and WHOVA app features to attendees and sponsors.
Week of July 14: Highlight key sessions and sponsor activities through newsletters and social media.
Week of July 21: Conduct further app testing for usability and navigation.
Week of July 28: Ensure the floor plan/map and all logistical details are nearly final.

August 2025: Final Preparations

Week of August 4: Send reminders to speakers about the Oct. 3 deadline for bios and materials.
Week of August 11: Confirm room setups and catering needs with the hotel.
Week of August 18: Finalize and test the app content, including the agenda, floor plan/map, and session materials.
Week of August 25: Prepare help guides for attendees to navigate the app.

September 2025: Final Checks

Week of September 1: Collect all speaker bios and presentation materials by the Oct. 3 deadline.
Week of September 8: Conduct a final review of the app to ensure all details are correct.
Week of September 15: Send pre-conference communications, including instructions for accessing and using the app.
Week of September 22: Confirm all logistical details with the venue and sponsors.

October 2025: Conference Execution

Week of October 1 (Oct. 1-7): Upload final speaker materials and perform a full app walkthrough.
Week of October 8 (Oct. 8-14): Share the finalized app content with registered attendees.
Week of October 15 (Oct. 15-21): Conduct a venue walkthrough and test A/V setups.
Conference Week (Oct. 22-25): Oversee the conference, ensuring smooth transitions and app-based navigation.

Post-Conference: November - December 2025

Week of November 3: Use WHOVA’s survey tools to collect feedback from attendees and sponsors.
Week of November 10: Analyze feedback and compile a report for AAfPE leadership.
Week of November 17: Send thank-you messages to all participants and contributors.
Week of November 24: Prepare recommendations for the next conference.