CALENDAR

Abbreviations:
BL Bulletin editor
LRP Long-Range Planning Committee
CM Conference manager
NO Nominations Chair
DE Development chair
PB Publicist or PR Chair
ED Executive director
PC Program Chair for conference
EX Executive committee
PR President
FC Finance Committee
SE Secretary
HR Honors chair
TR Treasurer
LA Local arrangements chair of annual Conference
UIP Univ of Illinois Press
LO Lowens Award chair
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At board meeting in the spring:

Honorary & distinguished service honors for following year decided.
Dues set for following year
Orientation held for new board members

At Board meeting in the fall:

Budget approved
Conference budget and financial plans approved

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NOTE: Many deadlines depend on the date of the Conference and will change from year to year. See Conference Planning Guide, page 10 for schedule of conference deadlines.

January
10 Winter Bulletin mailed
Last date for Directory changes
SE Ballot count, slate notified, new board sent recent minutes and handbook
PC Call for papers for next year's conference to Bulletin
PB Press releases of election results.

The spring conference and annual meeting is held between February 25 and April 7 if possible.
1 Month before Conference:

LA Conference program to printer
SE All reports in to Secretary for board and Annual Meeting
TR Annual Financial report completed
SE board packets mailed 14 days before board meeting, in hand 10 days before

February
1 LA Conference final program copy deadline
5 PR Appointments to be made and notified by incoming president
ED&SE Certificates and recognitions ordered
SE [or 8 weeks before meeting] preliminary board Agenda,
call for committee and board reports
ED 2nd dues reminder; send membership lists to ED for Directory
22 ED Bulletin and Directory labels printed. Include all current
and immediate past year members

March (Air fares usually go up March 1)
1 PB Notify newsletters and press of conference a year hence
ED Directory copy sent to printer
15 BL Spring bulletin copy deadline
15 ED Prepare list for order of American Music subscriptions

April
1 UIP American Music mailed
SE Preliminary minutes mailed to PR & ED for correction before
mailing to whole board
PR,SE Action on board decisions, appointments
10 Spring Bulletin mailed
15 ED District of Columbia Incorporation Report due

May
1 SE Minutes corrected and forwarded to full board
TR IRS return due

June
1 UIP American Music mailed
FC Finance Committee deadline for budget requests

July
1 CM Full financial report of conference to treasurer

Aug
15 BL Fall Bulletin copy deadline

Sept
1 UIP American Music mailed
15 Fall Bulletin in mail
UIP American Music prices set
SE Board agenda circulated, reports requested
LRP Meeting of long-range planning committee, or executive committee
Preliminary financial projection drawn by finance committee, in consultation
with UIP. Dues changes authorized by executive committee if necessary
HR Call for nominations for honors and awards for conference
18 months hence to bulletin, to be presented at spring board mtg.
PC2 Call for papers for conference 18 months hence, sent to PB
PC1 Deadline for papers for conference 6 months hence; deadline for
requests from Interest Groups to have protected meeting times
LA Request meeting times for Spring conference from chairs of committees
& interest groups for room assignment, AV needs, and listing in announcement
LA Conference budget & financial plans set; basic information
concerning meeting plans, honorees, and citations sent
to PB for promotional releases.
15 DE Consult with ED on wording and form of dues billing re: requests for contributions.
Fall Board Meeting

October
1 NO Nominations process completed, names and biographies sent to PR, SE & ED
PR Ballot approved by board via email/fax/phone
ED Design fall membership mailing, ballot, directory info etc.
ED 1st dues bill sent; ballots due back by 1 January
PB Begin sending out call for papers for conference 18 months hence, according to publication schedules of selected newsletters
20 CM Send out publicity to potential exhibitors for spring conference

November
PC Preliminary conference program to local arrangements chair
PR Honorary member honorees notified.
20 PB Releases on conference mailed
LA Conference announcement to printer

December
1 CM Conference flyer in mail, first class, 12 weeks before conference
1 UIP American Music mailed
10 ED Labels for conference announcement mailed to LA: order past 3 years names
LA Announcement of conference to BL
15 BL Winter Bulletin copy deadline

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