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2013 Summer Forum Timeline and Reference Pages

2013 Quick Reference Page
2013 Pricing Summary
 Date  What Who
 How Much?
 3/18 - 4/19

 Advance Registration
Event Day Volunteers (up to 10)
Past Presidents offer? or
VIP invites (if any) per committee
 3/18 - 4/19 Bulk Purchase Option AFP, AEBI, PGRTAZ members, FPA, ONE, EVEPC, Alliance, Lodestar, any collaborators may spread this word and offer this packet
 3/18 - 5/24 Sponsors'
Extra Attendees option
ACF: up to 10 (grandfathered)
US Trust + two more : up to 2 (6)
Breakout Sponsors: up to 1 (12)
 4/20 - 5/24
 Early Registration Opens
 PGRTAZ members
 AEBI Participants registering singly
 Up to 5 marketing collaborator members (honor system)
 4/20 - 5/24
 Early Registration
 Non Members
 5/25 - 6/7
 Standard Registration
 PGRT members
     Non Members
 6/8 - 6/12
 At the Door Registration
 Members $160
     Non Members
A few notes:
Any bulk pricing rates end on April 19th. Every  other "special offer" :  AEBI, FPA, or marketing collaborator courtesy rate or sponsor extra guests at $110, ends May 24th. 

Starting May 25th, there are only two rates:  member, and non member.

Committee Member and Contact Information

SF committee meetings will be via Conference Call on the 2nd Monday of every month, at 3:30 pm.  Conference call number, unless/until changed, is 888-296-6500, guest code 334997

Melissa Kemp
John House progr
Russ Goldstein
Jackie Palmenberg
Beth Salazar
at large, LAL
Zee Peters
AFP liaison
 Ed Knight
 Sierra Kamela
     Board or Philanthropist
 Nicole Powers
   End of Day Giveaways

2013 Summer Forum Primary Goals
 Minimum Net Profit
 New PGRTAZ members (7/31/13)
12/31/12 active members: 90ish.

Should be at 110 by 8/31/13
 New PGRTAZ annual sponsors
 New Marketing Collaborators
Financial Planning Association
Center for Planned Giving
PGRTAZ Southern AZ
 Establish Volunteer hours tracking mechanism
 Staff will track and estimate
 Find/Confirm 2014 SF Chair
 Claudia unable to take this on, still seeking
 Maintain 2012 Sponsor revenue, pricing levels
 sales in process, 2/14/13:  15,000 raised toward $39,000 goal
3/11/13: 22,500  conf:
25,500 on the expected
4/30/13:  32,000

2013 Summer Forum Committee Meeting Minutes
 12/10/12 call notes
 1/14/13 call notes accepted
 2/11/13 Call notes accepted
 3/11/13   agenda
 4/8/13  agenda
 5/13/13  agenda
 6/3/13  agenda
 6/28/13 debriefing lunch
 Event Day Volunteers Training Call
 Event Day Volunteers Debriefing

2013 Reference Tools
 Prospective Sponsorship List

 Sponsorship Call list as of
 Sponsorship Call list as of

Key Target Dates and Deadlines

Committee De Brief
Summer Forum
Assemble Conf Book/Name Tag/Flash
Community Lounge Materials at PCC
Speaker Flash Drives ordered  6/5/13  
Standard Registration Ends

Final Speaker Outlines Turned In
Conference Book to Printer
Last possible date for Ads
Speaker/Sponsor Adds due, Bios In: Last Call  5/24/13  
Early Bird Registration Ends
Early Bird Opens
4/20/13  done
Advance and VIP Registration closes
alt: 4/30/13
Advance and VIP Registration Opens - Web
Alt: 3/21/13

Registration Flyers Distributed  3/18/12
Alt: 4/4/13
Registration Flyers to Printer
Alt: 3/31/13
Deadline for Sponsors/Speakers in Reg Flyer
Alt: 3/21/13
Confirm Collaborators: start Press Releases
Alt:  3/15/13
 in process
 Headliners Booked   2/15/13  done
 Best Possible Visibility and PR
Coordinated sponsorship follow up
Upgrade website to community or higher
 in process
All Speakers desired INVITED 1/31/13  2/22 cttee meeting
Settle on program topics/list of headliners 1/15/13  2/12/13: keynotes identified
Outreach invite to Collaborators for 2013 12/31/12  done
Save the Date Notice posted to website and ready to go to print
12/31/12  done
Begin work on look/feel graphic options
Mass Sponsorship Appeal out 12/31/12  done
Budget, Theme, Logo, Committee OK  12/12/12  done
Board basic OK: budget/theme/goals  11/15/11 done

Archives: Downloads and Forms and lists from prior Summer Forums
 2013 Budget (as drafted)
 Sponsor Letter
 2013 Sponsor Levels and Benefits
 2013 Committee DeBrief
 2013 SF Evaluations
 2013 Master Summary Spreadsheet as of 3/10/2013
 2013 Run of Show
 2012 Budget
 2012 Sponsor Letter
 2012 Sponsor Levels and Benefits  
 2012 Committee DeBrief
 2012 SF Evaluations
 2012 Master Summary Spreadsheet
 2012 Run of Show
 2011 Budget (approved)
 2011 Sponsor Letter
 2011 Sponsor Levels and Benefits
 2011 Final Report
 2011 SF Evaluations
 2011 Speaker Letter
 2011Master Summary Spreadsheet
 2011Run of Show

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