Work | Cristo Rey

Annual, on the move.

Who

The Cristo Rey Network® is the only network of high schools in the country that integrates four years of rigorous college preparatory academics with four years of professional work experience. Comprised of 35 Catholic, college- and career-preparatory schools that serve 12,012 students across 22 states, Cristo Rey delivers a powerful approach to inner-city education.

What

Located in a different host city each spring, the annual meeting is designed to bring school leaders, board members, special guests, strategic partners, and external facilitators from around the country together for three days of professional learning, sharing of innovative practices, and networking. The goal is to design and manage a seamless gathering that fosters renewed engagement with the mission, showcases Cristo Rey’s best-in-class professional development programming, and sets shared priorities for the year ahead. We also structure evening events to celebrate the accomplishments of the past year, and afford attendees the opportunity deepen personal and professional connections with one another, utilizing venues that highlight unique aspects of the host locale.

STATS

Program: Recurring 3-Day Conference

Timeline: 14 months

Attendees: 250

2019 Location: Atlanta

2019 Event Planning Timeline

13+ Months out :: Setting the stage

As we iron out the details and put the final pieces in place for the 2018 conference, the planning cycle for 2019 kicks into full swing. Each new meeting brings exciting opportunities to partner with, and showcase, a different school, its culture, and its city. We need to establish roles and lines of communication since the bulk of the planning will be conducted from a distance, and begin to design what the attendee experience in Atlanta will be. We will work closely together to ensure that we fulfill expectations and deliver on the promise of providing 250 visitors to the host city with a memorable experience.

Activities

RFP Process
Dates Selection
Site Visits & Venue Contracts
Local Stakeholder Alignment
Budget Analysis & Revisions
Confirm Target Audience

12 months to go :: building the foundation

Putting all of the strategic and programmatic structures in place this far in advance is critical to ensure an efficient planning process over the next twelve months. In order to take the first steps forward, however, we need to look back at the recently completed conference to inform our thinking and determine our approach. Now that we know the when and where for 2019, this is the time to identify the who and what. Everything that comes next is all about how it comes together.

activities

Save the Dates
Feedback Cycle
Set Program Framework
Secure Speakers & Special Guests
Vendor Sourcing & Selection
Identify Sponsorship Opportunities
Develop Communications Plan

6 MONTHS And counting :: content development & communication strategies

Locations are under contract and vendor lines of communication have been established. Special guests and session facilitators are secured. It’s time to build out the details through structured and collaborative internal agenda planning, set up the annual meeting information-sharing platform, open up the registration process, and follow through on the participant communications plan to maximize attendance while generating excitement.

activities

Content Development & Internal Alignment
Publish Program & Participant Information
Launch Registration & Event Platform
Manage RSVPs
Execute Communication Plan
Transportation Needs

ONE month left :: putting it all together

It’s time for the many months of hard work, starts and stops, program adjustments, attendee communications, and diligent attention to detail to come together in a cohesive, collaborative, and consistent lead up to the 2019 convening. It’s been a year since we started putting all of the critical pieces in place, and we’re starting that process all over again for 2020. This is an exercise in big picture thinking while maintaining a narrow focus, setting one vision while executing another.

activities

Agendas & Session Descriptions
Final Site Visits & Walkthroughs
Design Event Collateral & Signage
Internal Deadlines & Specs
Print, Pack, and Ship
2020 Location

on the ground & Post-Event

The success of every event is largely determined before the first guest arrives. Final touches are underway onsite as we prepare to welcome attendees coming in from across the country and launch the 2019 annual meeting. It’s all about the diligent execution of each and every aspect, large and small, to ensure a seamless guest experience. This is where the real work gets done and the content shines. This is where the mission gets center stage and comes to life. There’s no room for wasted moments - it’s time for leaders to come together to share, celebrate, and plan, without the unnecessary distraction that a poorly orchestrated gathering ca bring. We’ll have fun and get things done; then we’ll follow up to see what went well, what we can do better, and where you can go from here.