Satellite Conference Planning Timeline

Author: Dr. Albert Powell, Colorado StateUniversity.

If you plan on producing or participating in a satellite teleconference, here is a planning timeline.

Note that this is intended to be a "best case" planning schedule. There are almost infinite variations; some programs are produced in a matter of weeks. Not all programs have one year lead time; not all have printed publicity materials; not all have evaluations. However, regardless of the schedule, if you're going to have a successful event, someone has to take care of every one of the functions named.

Functions are just that: things to be done. In many cases, more than one function is carried out by a single person. For instance, the producer, video producer and instructional designer may all be the same person.

If this leaves you with questions, contact me with the email link at the bottom of this document.

The Functions involved are noted next to each step.

Functions Key:

• C=Content Expert
• P=Event Producer
• V=Video Producer
• D=Instructional Designer
• E=Publications Editor
• N=News Writer

12 months (or more) ahead

• Create general concept/outline of program - C/ P
• Build event budget and timeline with conference producer - C/P
• Budget and plan educational support materials (print, web, audio, video) - C/P/V/D
• Confirm funding - C

11 months ahead

• Begin writing publications - C
• Plan video production schedule - P/V
• Schedule any seasonal shoots which require early production - P/V
• Plan and begin creating registration/publicity materials - C/P/E
• Make initial contacts with host and guest speakers, if known - C/P

7 months ahead

• Finalize and print registration/publicity materials - E/C
• Create and gather & create materials for Web site - C/D
• Finalize air date (for release in publicity) - C/P
• Determine who will handle registration process (for release with publicity) - P

6 months ahead

• Release initial registration/publicity materials - E/N
• Make Web site active - P/D
• Confirm delivery date for publications - P/E
• Buy satellite time and schedule uplink - P
• Schedule TV studio - P

5 months ahead

• Confirm schedule with host and all speakers - P/C
• Schedule all remaining video shoots - V/P
• Confirm that educational print materials are nearing production - E/P

4 months ahead

• Re-release registration/publicity materials - N
• Update Web site (continual updates begin) - D
• Notify A*DEC and any other scheduling services - P
• Double-check that all video and print material is on schedule - P/E/V

3 months ahead

• Set rehearsal date - P/C
• Re-contact speakers to confirm schedule - P
• Write news stories and release to magazines - C/E
• Send packets to site coordinators - P

2 months ahead

• Re-confirm studio and uplink - P
• Mail last registration/publicity materials - N
• Send news releases to newspapers - N
• Send site packets (if any) with support materials to all downlink sites - P

1 month ahead

• From outline, create draft of program rundown - P
• Get still visual requests from all speakers; produce - P/V

2 weeks ahead

• Send out last print news materials - N
• Collect scripts from all speakers; integrate into rundown - P
• Complete all videotape roll-ins -V
• Confirm that all still visuals are ready - P

1 week ahead

• Send final rundown to TV Director - P
• Release radio news stories, if any - N

Day Before Air

• Studio dress rehearsal in studio: rehearse program open & close, check all tapes and visuals and rehearse all speaker transitions - P/C

1 week after Air

• Meet with TV studio crew for post-event evaluation - C/P
• Send thank-you letters as appropriate - C/P

1 month after Air

• Compile evaluations from event - C/P
• Prepare evaluation report and release - C/P

Back to the Satellite Training and Reference page.
Copyright 1997, Dr. Albert E. Powell, Jr.
Please request permission to re-use or reproduce this document.