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SWA Yearly Planning Cycle

Last update: July 21, 2005


Assumptions:

Five Game-a-thons per year: Feb, Apr, Jun, Aug, Dec (Assume the 14th of each month)

  • Goal: Events finalized 5 weeks prior
  • Goal: Promotional Materials to go out 4 weeks prior
  • Goal: Update Web Page listing 4 weeks prior

Council each October (Assume 14th)

  1. Goal: Mail GM Invitations 16 weeks prior
  2. Goal: Contact Gaming Magazines 6 months prior for free listings
  3. Goal: Mail Initial Flyers 12 weeks prior
  4. Goal: Contact Pre-Reg book Advertisers 12 weeks prior
  5. Goal: Contact Game Companies for freebies 12 weeks prior
  6. Goal: Finalize Events 10 weeks prior
  7. Goal: Pre-Reg Booklet to printer 9 weeks prior
  8. Goal: Mail Pre-Reg Booklet 8 weeks prior
  9. Goal: Promote via Web/Internet Resources 8 weeks prior
  10. Goal: Contact Local Media 4 weeks prior


Implications:

Based upon the assumptions above, every year we have the following "Deadline Cycle":

Jan 7 Finalize February Game-a-thon Events Dickerson & Bachman Jan 10 Finalize Game-a-thon Flyer & PDF Paperman Jan 14 Distribute February Game-a-thon promo materials

Paper flyers to local stores Romeo
PDF to regional stores Haggett
PDF to regional clubs Murphy
Post to web sites Cuatt
Post to Internet news groups TBD
Post to SWA web site calendar Bachman
Update Web Site listing Cheng


Feb 14 February Game-a-thon



Mar 7 Finalize April Game-a-thon Events Dickerson & Bachman Mar 10 Finalize Game-a-thon Flyer & PDF Paperman Mar 14 Distribute Game-a-thon promo materials

Paper flyers to local stores Romeo
PDF to regional stores Haggett
PDF to regional clubs Murphy
Post to web sites Cuatt
Post to Internet news groups TBD
Post to SWA web site calendar Bachman
Update Web Site listing Cheng


Apr 14 April Game-a-thon



May 7 Finalize June Game-a-thon Events Dickerson & Bachman May 10 Finalize Game-a-thon Flyer & PDF Paperman May 14 Distribute Game-a-thon promo materials

Paper flyers to local stores Romeo
PDF to regional stores Haggett
PDF to regional clubs Murphy
Post to web sites Cuatt
Post to Internet news groups TBD
Post to SWA web site calendar Bachman
Update Web Site listing Cheng


May 14 Contact Gaming Magazines for convention calendar listings Paperman


June 14 June Game-a-thon



June 14 Mail GM Invitations for Council Cheng


July 7 Finalize August Game-a-thon Events Dickerson & Bachman July 10 Finalize Game-a-thon Flyer & PDF Paperman July 14 Distribute Game-a-thon promo materials

Paper flyers to local stores Romeo
PDF to regional stores Haggett
PDF to regional clubs Murphy
Post to web sites Cuatt
Post to Internet news groups TBD
Post to SWA web site calendar Bachman
Update Web Site listing Cheng


July 14 Mail Initial Council Flyers Various
Contact potential Pre-Reg Book Advertisers Whitehead
Contact Game Companies for freebies (tie-in with advertising request) Whitehead


July 28 Finalize Council Events Cheng


Aug 7 Council Pre-Reg Book to Printer Cheng et al.


Aug 14 August Game-a-thon



Aug 14 Mail Council Pre-Reg Books All Officers
Paper flyers to local stores Romeo
PDF to regional stores Haggett
PDF to regional clubs Murphy
Post to web sites Cuatt
Post to Internet news groups TBD
Post to SWA web site calendar Bachman
Update Web Site listing Cheng


Sep 14 Contact Local Media about Council TBD


Oct 14 Council of Five Nations



Nov 7 Finalize December Game-a-thon Events Dickerson & Bachman Nov 10 Finalize Game-a-thon Flyer & PDF Paperman Nov 14 Distribute Game-a-thon promo materials

Paper flyers to local stores Romeo
PDF to regional stores Haggett
PDF to regional clubs Murphy
Post to web sites Cuatt
Post to Internet news groups TBD
Post to SWA web site calendar Bachman
Update Web Site listing Cheng


Dec 14 December Game-a-thon


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