Suggested Timeline for Preparations
| Time Before Teachers' Day | Task |
| 6 months or more | Identify key people who will process applications, produce mail merged letters and lists, etc. Set date for the event. Make preliminary list of prospective presenters. Identify meeting site. Begin contacting AAPT section officers and faculty in local universities to find hands-on workshop presenters. Contact local state science teacher associations to put notice of Teachers' Day in newsletter or on web site. Contact local science supervisors of large districts and arrange for mailing to their teachers. |
| 4 months | If possible, finalize hands-on workshop presenters; identify their audio-visual needs. Begin search for research speakers and lunch guests Purchase mailing labels from AAPT and NSTA. Identify meeting rooms. |
| 3 months | Send mailing to teachers. Provide as much information about the program as possible. |
| 9 weeks | Prepare agenda. Contact AAPT to obtain the form for Continuing Education Credits (they will need the draft agenda to prepare the form) |
| 8 weeks | Begin contacting prospective luncheon guests. As teachers accept, send immediate e-mail acknowledgement. |
| 4 weeks | Send presenters of research talks a letter suggesting ways to make their talks effective. Prepare evaluation forms. Here is a sample. Mail participants agenda, directions, and map, with covering letter. |
| 3 weeks | Finalize luncheon guests; send each an e-mail explaining their role. |
| 1 week | Print badges and name-tents for lunch guests. Prepare packets for participants. Print sign-in sheet. |
| 5 days | Ship materials (packets, tents, etc.) to meeting site. |
| 1 day | Check for last-minute acceptances from teachers or luncheon guests. Update sign-in sheet and badges. |
| After Teachers' Day | Write thank-you letters to presenters and lunch guests. Compile results and prepare summary of evaluation forms. |
