Putting On A Human Trafficking Awareness Convention (HTAC)

12 Months Out

• Identify partner/co-chairs
• Choose a date
• Outline event  (keynote speakers, panel speakers, workshop providers, fair trade expo participants, emcee)
• Make tentative budget
• Choose and confirm 501c3 status through local church/NGO
• Begin fundraising by researching and applying grants/funding cycles/corporate sponsors (usually have to apply an entire year in advance)

9 Months Out

• Choose venue
• Contact speakers in order to confirm their participation and speaking/travelling fees
• Identify key volunteers that will help you generate interest
• Consult with local human trafficking NGO’s about partnerships

8 Months Out

• Review budget
• Begin generating community interest through a movie night (choose venue, post flyers, get word out about it, show h.t. documentary, bring in local speakers for Q&A, have treats, provide childcare, have sign-ups for conference volunteers…website designer/manager, fundraisers, conference promoters etc.)
• Generate interest through other churches, campuses through announcements…begin talking about conference in community

6-7 Months Out

• Begin talking about possible moderators for event
• Continue to secure funds for event
• Begin creating website (home, schedule, partners and speakers, expectations, statistics, register/donate--workshop and lunch options)
  
• Identify and invite possible Fair Trade Expo participants
• Choose registrar and caterer

5 Months Out

• Design brochure and materials
• Re-confirm with speakers (add/subtract, make changes, etc.)

4 Months Out

• Finalize brochure
• Prepare for online registration
• Make posters of h. t. victims
• Order books for event

2-3 Months Out

• Print brochures
• Begin to distribute immediately
• Open up online registration
• Host another movie night (ask for speaker hosts to volunteer as well as setup and breakdown)
• Rally volunteers to help get the word out/confirm work for conference
• Book flights with/for speakers
• Develop media campaign/plan (get list of media contacts)

1 Month Out

• Create handouts for folders and purchase materials necessary
• Put together media release for print, television and radio (launch media campaign)
• Finalize budget
• Confirm with caterer, speakers and fair trade expo participants
• Invite speakers to speaker breakfast
• Meet at venue and review logistics/layout…GET A MAP!
• Get AV support to help with setup, the day of and breakdown
• Turn in receipts/invoices to accountant
• Review budgets
• Order signage (banners, foam core)
• Secure music
• Get it in church bulletins
• Partner with NGO’s, policing institutes, churches, college campuses, Dept. of Corrections and other govt. agencies to get on their list serves and advertise for you at events
• Attend other h. t. events and promote conference (Call and Response movie, HTAS, etc.)
• All last month monitor online registrations (working with registrar and website manager for double registrations/refunds, comps, questions, etc.)
• Email family and friends repeatedly inviting them to conference and asking them to spread the word

3 Weeks Out

• Host volunteer meeting to review responsibilities, identify committee leaders for each job position (guides and greeters (should be identifiable day of), table representatives, registrars,             speaker ambassadors, runner, lunch committee, breakfast committee, conference promoters, AV support, setup/breakdown, speaker hosts)
• Compare AV prices for rental equipment for workshops (projectors, screens, audio)
• Hang up flyers in coffee shops, distribute brochures, talk up the conference
• Don’t freak out…everyone registers last minute!  NO, IT’S TRUE!

2 Weeks Out

• Create script for emcee’s
• Make nametags
• Email speakers with details and agenda reminders, as well as confirm their participation at the breakfast and their AV needs
• Make hotel and car reservations for speakers
• Write honorarium checks to be given day of
• Create master list of workshop rooms and AV needs
• Give media interviews
• Reserve AV rentals

1 Week Out

• Put together folders
• Go shopping for all food, paper items, coffee, etc.
• Secure donations
• Confirm order with caterer (a few days out…include extra lunches for speakers and those you are comping)
• Create map of venue based on workshop logistics
• If needed, order trashcans for day of
• Pick up signage

Day Before

• Set up venue (AV equipments, chairs and tables, FTE, signage)
• Drop off materials (sign-in sheets, nametags, pens, highlighters, bags of supplies, books, folders, food, posters, master list of all speakers cell phone numbers)
• Confirm registrar to bring final registration lists
• Pick up folks from airport