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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	$110
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	$440

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)	$110
4/20 - 5/24	Early Registration Opens	PGRTAZ members AEBI Participants registering singly Up to 5 marketing collaborator members (honor system)	$125
4/20 - 5/24	Early Registration	Non Members	$150

5/25 - 6/7	Standard Registration	PGRT members	$140
		Non Members	$175

6/8 - 6/12	At the Door Registration	Members	$160
		Non Members	$195

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	ch	melissa@PremiumOrganization.com
John House	progr	john@coyotefinancial.com
Russ Goldstein	spons	russell.goldstein@ustrust.com
Jackie Palmenberg	Vol	palmenbergj@gmail.com
Beth Salazar	at large, LAL	esalazar23@cox.net
Zee Peters	AFP liaison	zpeters@gabrielsangels.org
Ed Knight	Progr	eknight@azfoundation.org
Sierra Kamela		communications
		Board or Philanthropist
Nicole Powers		End of Day Giveaways

2013 Summer Forum Primary Goals

Minimum Net Profit	$6,000
New PGRTAZ members (7/31/13)	20 12/31/12 active members: 90ish. Should be at 110 by 8/31/13
New PGRTAZ annual sponsors	2
New Marketing Collaborators	3 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	agenda
1/14/13 call notes accepted	agenda
2/11/13 Call notes accepted	agenda
3/11/13	agenda
4/8/13	agenda
5/13/13	agenda
6/3/13	agenda
6/28/13 debriefing lunch	agenda
Event Day Volunteers Training Call	agenda
Event Day Volunteers Debriefing	agenda

2013 Reference Tools

Prospective Sponsorship List	12/12/12

Sponsorship Call list as of	2/14/13

Sponsorship Call list as of	3/13/13

Key Target Dates and Deadlines

Committee De Brief

6/28/13

Summer Forum

6/12/13

Assemble Conf Book/Name Tag/Flash

6/9/13

Community Lounge Materials at PCC

6/10/13

Speaker Flash Drives ordered

6/5/13

Standard Registration Ends

6/7/13

Final Speaker Outlines Turned In

6/5/13

Conference Book to Printer

6/3/13

Last possible date for Ads

5/31

Speaker/Sponsor Adds due, Bios In: Last Call

5/24/13

Early Bird Registration Ends

5/24/13

Early Bird Opens

4/20/13

done

Advance and VIP Registration closes

4/19/13
alt: 4/30/13

done

Advance and VIP Registration Opens - Web

3/18/13
Alt: 3/21/13

done

Registration Flyers Distributed

3/18/12
Alt: 4/4/13

done

Registration Flyers to Printer

3/11/13
Alt: 3/31/13

done

Deadline for Sponsors/Speakers in Reg Flyer

3/7/13
Alt: 3/21/13

done

Confirm Collaborators: start Press Releases

3/1/13
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

1/1/13-
1/31/13

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

12/15/12-
12/31/2012

done

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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