Organizers

Tasks & forms

Tasks & forms

 

As a PC or LAC, you are responsible for completing each of the following tasks prior to the deadline. You can begin most tasks on September 28, 2017 when the Congress Request System goes live. The chart below indicates the tasks, relevant dates, and links to documents to assist you with these tasks. More information on each task can be found in the Planning Guide, Planning Meeting video and Planning Meeting PowerPoint slides, all of which are available on the Reference documents page. A shorter PDF task list is available for download.

***Deadlines in red are passed***
Tips remain available on the Reference documents page

 Date

 Action/Deadline

 Submission

 How-to tips

 September 28

Planning Meeting at the University of Regina, SK

 

 

 September 28

Congress Request System opens and usernames and  passwords are emailed to you

 

 

 September 29

ACTION: begin requesting rooms for conference spaces

Request System

Planning Guide p. 18
Association Data Overview > Contact us at
organizers@ideas-idees.ca for your copy

 October 13

DEADLINE: submit the Association Signing Authority Form

Request System

Planning Guide p. 12

 October 27

DEADLINE: submit the Association Conference Fees Form

Request System

Planning Guide p. 15

 October 27

DEADLINE: submit your association's membership mailing list

Email us the completed list at 
organizers@ideas-idees.ca

Planning Guide p. 34
Mailing list template

 November 10

DEADLINE: request rooms for conference spaces

Request System

Planning Guide p. 18
Association Data Overview > Contact us at 

organizers@ideas-idees.ca for your copy

 November 17

DEADLINE: submit your Association Conference Details Form

Request System

Planning Guide p. 30
Tips and sample description

 December

ACTION: prepare your preliminary conference program. Keep the theme “Gathering diversities” in mind and remember to include your President’s Reception, and other events that are open to all attendees. 

 

Planning Guide p. 30
Association programming tip sheet
Association conference schedule
Big Thinking lectures
Career Corner sessions
University of Regina programming
President's receptions

 December

ACTION: verify that the information posted online about your association at www.congress2018.ca/associations is complete and up-to-date

Email requested changes to organizers@ideas-idees.ca

 

 December 1

DEADLINE: apply for funding from the International Keynote Speaker Support Fund

Request System

Planning Guide p. 12

 January

Congress registration opens

Register

 

 January

ACTION: monitor your association’s registration list to ensure all participants in your association’s conference register properly

Request System Planning Guide p. 16

 January 26

DEADLINE: apply for funding from the Aid for Interdisciplinary Sessions Fund

Request System

Planning Guide p. 13

 February 12

ACTION: begin viewing your room allocations

Request System

 

 February 16

DEADLINE: submit the Association Greeting Table Form

Request System

Planning Guide p. 22

 February 23

DEADLINE: review room allocations

Request System  

 February 23

DEADLINE: submit Complimentary Pass Form

Request System

Planning Guide p. 17
List of allowable complimentary passes

 February 26

ACTION: begin submitting catering, AV and furnishing requests in your allocated rooms

Request System

Planning Guide pp. 19-21
Catering menu
AV & Equipment menu

 March 2

DEADLINE: submit the Open Event Listing Form

Online

Planning Guide p. 31
Instructions & FAQ

 March 9

DEADLINE: submit the Hire an Association Assistant Form

Request System

Planning Guide p. 23

 March 16

DEADLINE: submit preliminary conference program (PDF) for posting on the website

Upload it here

Planning Guide p. 32
Association programming tip sheet

 March 16

DEADLINE: submit Open Event Change Form (if applicable)

Online

Planning Guide p. 31
Instructions & FAQ

 March 31

Early-bird registration for Congress ends

 

 

 April 6

DEADLINE: submit catering, AV and furnishing requests in your allocated rooms

Request System

Planning Guide p. 19-21
Catering menu
AV & Equipment menu

 April 20

DEADLINE: submit final conference program (PDF) for posting on the website

Upload it here

Planning Guide p. 32
Association programming tip sheet

 May

ACTION: review your association’s registration list to verify that all participants in your association’s conference have registered (including conference organizers, speakers, presenters, panelists and those chairing or attending a session)

Request System Planning Guide p. 16

 May 11

DEADLINE: confirm event orders from university for all meeting rooms

 

 

 May 25

On-site registration opens

 

 

 May 26

Congress officially starts

   

 July 13

DEADLINE: submit International Keynote Speaker Support Fund and Aid for Interdisciplinary Sessions Fund post-event reports

Email it to organizers@ideas-idees.ca

Planning Guide p. 12-13
Report template

 Summer

DEADLINE: review Congress 2018 invoices

You will be contacted.