Overview
This phase covers the initial planning and pre-production work for ALTA meetings and events — from the moment a meeting is approved through the final weeks before the event opens for registration.
Responsibilities
- Meeting Staff: Event strategy, venue selection, vendor contracts, agenda development, speaker coordination
- IT: Technology setup, AV requirements, virtual/hybrid platform configuration, registration system testing
- External Vendors: Convention/venue partners, AV vendors, housing bureau, travel management
Step-by-Step Process
- Receive meeting approval from leadership or board committee
- Identify and contract the venue (hotel/convention center) — typically 2–3 years in advance for large events
- Negotiate and execute the housing bureau contract (room block, attrition, cut-off dates)
- Set the event dates and create the event in re:Members (copy from prior year's event where possible)
- Define the event structure: tracks, sessions, speakers, pre-conference workshops
- Issue speaker invitations and collect speaker agreements, bios, and session details
- Develop the preliminary agenda in coordination with program committee
- Create the registration pricing matrix (Early Bird / Regular / Late / Member / Non-Member / One-Day)
- Set up discount codes with correct accounting codes and date ranges
- Configure the event in the ALTA website CMS to display on Upcoming Meetings
- Coordinate sponsor and exhibitor opportunities with the Business Development team
- Submit IT ticket for AV/technology requirements at the venue
Key Deadlines Checklist
| Milestone | Typical Lead Time |
|---|---|
| Venue contract signed | 2–3 years out |
| Housing bureau contract | 18–24 months out |
| Event live in re:Members | 6–12 months out |
| Registration opens | 4–6 months out |
| Early Bird deadline | 6–8 weeks before event |
| Housing cut-off | 30 days before event |
Tools & Systems
- re:Members (Impexium): Event creation, pricing, registration management
- SharePoint: Planning documents, vendor contracts, agenda drafts
- ALTA Website CMS: Public-facing event pages
Key Contacts
| Role | Name | Contact |
|---|---|---|
| Meeting Lead | meetings@alta.org | |
| IT Support | it@alta.org | |
| Housing Bureau |
Related Pages
This page is part of the Meeting Process Lifecycle documentation. Content needs review from Meetings team — use "Draft with DASH A.I." to expand.