- A press release should be mailed to interested societies, newsletter editors, etc., approximately three months before the conference, giving its dates, location, theme, and special guest speakers.
- The registration brochure should be mailed to the sponsoring organization's mailing list six or seven weeks before the conference. This may be separate from, or as a part of, that organization's newsletter.* If brochure is mailed separately, be sure to check if that cost must come from conference budget.
- If it is feasible to have participants indicate workshop preferences on their registration forms, that advance information can help planners select an appropriately sized room and the amount of supplies needed for each workshop. (Understand that some participants will feel free to alter choices once there.)
* Such as FL District W&R Womanspirit.