Timeline
| Lead time | Task | |
| 24 months | decision of club to host the gathering | |
| 18 months | select chairperson/ form committees steering committee meets:discuss objectives, budgets decide theme, design logo choose recipient of benevolence secure venue select/contract speaker inform this year’s host to include in program book design flier to distribute at this year’s “Gathering” |
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| 12 months | steering committee approves budget discuss any remaining issues committee heads establish timeline and report attend this year’s gathering |
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| 10 months | committees meet as needed mail vendor invitations/contracts |
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| 8 months | steering committee meets monthly w/progress reports from committee heads prepare and mail registration packets to quilt clubs distribute fliers contract w/caterer solicit door prizes solicit goody bag items solicit Ads for program order commemorative pin line up sponsors |
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| 3 months | contact clubs/individuals for quilt exhibit (list in program book) set program |
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| 2 months | name tags/registrations completed...mail 2 weeks out get program to printer begin to assemble goody bags/include program book confirm prizes for contests & door prizes confirm volunteers |
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| Month Of | final meeting for loose ends finish up goody bags make signage confirm set up requirements w/venue confirm menu w/venue...caterer have commemorative pins delivered (will need cash box w/ change) |
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| Week Of | gather quilts for show last minute details...any unanticipated panic |
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| DAY BEFORE | set up: registration area door prize area, contest area, stage area, hang quilt show, hang signage and move-in vendors | |
| DAY OF | registration shopping! AM program lunch & more shopping PM program tear down quilt pick-up vendor move-out clean-up |
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| Follow up | meet within two weeks...evaluate, update, make a date w/ next host club to pass on “the records” and wish them luck! |