Event Planning, Scheduling Work Group Meetings and Special Events

To schedule a meeting date/time/location, call The NYS Forum Executive Assistant at (518) 438-7414. Most work groups develop a schedule for the entire program year (October 1 - September 30) for their monthly meetings to convene on a certain day/time of each month and at a certain location. Once space is reserved, the Executive Assistant will notify the Work Group Co-Chair and Technical Coordinator, who will post the date/time/location to The Forum's online calendar of events http://nysforum.org/calendar/ and individual work group web page. If your Work Group meets in one of the IT Corporate Roundtable offices and those arrangements are made by the IT Corporate Roundtable Co-Chair, please let the Executive Assistant know so that a notice can be posted to the online calendar of events and individual Work Group web page.

Scheduling Special Events

Work Groups are encouraged to develop special events specific to their area, making that information available to a broader audience. Whenever possible, we encourage Work Groups to collaborate on such events. In all cases, corporate presenters will be first solicited from members of the IT Corporate Roundtable. The Special Event Request form was developed as a tool for planning these events. See page 6 for the form template which will be available online at a Forum website location TBD. The following steps should be taken when planning a special event:

  • Work Group Co-Chair contacts Executive Director and/or Executive Assistant to discuss the suggested special event and obtain permission to go forward.
  • Identify a Work Group member to act as Primary Contact for the event. The Primary Contact is one who will take responsibility for coordinating the needs of the special event and communicating those needs to The Forum staff via the Special Event Request form.
  • Determine, with your Work Group, the possible dates you would like to hold your event.
  • Determine with your work group, potential government and corporate speakers.
  • The Primary Contact calls the Executive Assistant at (518) 438-7414 to see if there are any event/meeting conflicts.
  • Once it's determined that there are no date conflicts, the Primary Contact completes the Special Event Request form electronically and submits it to the Executive Assistant.
  • The Executive Director reviews the Special Event Request to approve the event priority, timing and fiscal requirements.
  • The request is then marked "approved" by the Executive Assistant, returned to the Primary Contact for the continuation of planning through conclusion of the event.