• Click on the name of your workshop on this future meeting page to review your meeting information
• Double check:
1. The name of the workshop
2. The organizers names & email addresses
3. The dates of your meeting
4. The purpose statement
5. The location
6. Registration cost
7. If you are planning on having catered lunches ($22/person/day), it needs to be included in your registration fee. Catered lunches cannot be added once the registration for your workshop opens.
8. TSRC will only organize group dinners that are covered by the organizer or workshop sponsor.
• Email Mark if any changes need to be made (mark@telluridescience.org)

Now thru September-30, 2016: Send "Formal Invitations"

• Formally invite your participants. TSRC can provide you with a sample letter or you can write one yourself. They are simple.
• Include:
1. Registration Opens in the fall for 2017 meetings
2. Name of meeting
3. Organizers names & contact information
4. Purpose statement of meeting
5. Dates of meeting
6. Approximate size of meeting
7. A “commitment deadline” (so you can invitee others in their stead if they cannot come & so you make your schedules on time).
8. TSRC contact information - Executive Director Mark Kozak, mark@telluridescience.org, 970-708-4426, and Managing Director, cindy@telluridescience.org, 970-708-5069.
9. Logistical information about lodging, registration, invitation letters for VISA purposes, student scholarships, etc. to include with the invitation (coming soon).
10. TSRC strongly encourages all participants to register and book lodging as early as possible. Booking immediately is always the best choice. Booking lodging early ensures that your participants have access to the best lodging options.

Check Registrations

• Monitor who registers for your workshop by going to TSRC website at http://www.telluridescience.org/meetings/current, and clicking on the name of your workshop. Keep that URL bookmarked so you can go to it directly. This information is always up to date.
• If you do not get a response from an invitee, write them again. You will want to know if they cannot come so that you can a) invite their post doc to come in their stead, or b) replace them with someone else. TSRC cannot extend early-bird pricing because someone was invited late in the game.

Uninvited Registrants

• If someone registers who has not been invited, you can decide to include him or her if you wish. If you do not wish them to attend, please notify Mark Kozak, mark@telluridescience.org immediately so that he will not process payment.
• Then notify the uninvited registrant that your meeting is over-subscribed and that unfortunately they cannot attend the meeting and importantly, copy Mark Kozak on that email mark@telluridescience.org
• You can inform the "uninvited" registrant that they failed to contact you before registering and that on your meeting description it notes: "If you are interested in attending a meeting, but have not received an invitation, please contact the workshop organizer about availability before registering."

Know your own Early-Bird Deadline: Send Early-Bird Deadline Notifications to Your Invitees Twice
The early-bird pricing deadline for all meetings is January 15th, 2019 & 2020. The goal is get participants to register as soon as possible in order for them to secure their preferred lodging. Lodging in Telluride becomes increasingly competitive every year.

• Inform your participants one month before the early-bird deadline of the approaching early-bird registration deadline
• Again, inform your participants one week before the early bird deadline
• TSRC cannot honor any requests for early-bird pricing extensions, so invite your participants early and often

Ask Invitees for the titles of their talks
Know when you schedule is due to TSRC and request talk titles from your invitees a month in advance or more

Nominate a Town Talk Speaker from your group
TSRC hosts weekly Town Talks throughout the summer on Tuesday nights. If you have a participant who knows how to communicate with the lay public, please nominate him or her as a Town Talk speaker. Contact Mark. Do not contact the nominee. You may feel free to nominate yourself!

Four Months Prior, Send "Draft Meeting Schedule" to Mark

DOWNLOAD SAMPLE WORKSHOP SCHEDULE

Deadlines for getting TSRC your draft-meeting schedule varies depending upon the month of your meeting. This draft schedule should include speaker names. If you do not have a complete schedule, you can leave some as TBAs. Getting schedules out early is important for folks making plane reservations and for staffing purposes.

• For meetings starting in June, send your draft schedule to TSRC by March 1st
• For meetings starting in July, send your draft schedule to TSRC by March 1st
• For meetings starting in August, send your draft meeting schedule to TSRC by April 1st.
• The draft will be posted on our website.

Scheduling Parameters

• Morning meeting start times can be 8:00am, 8:15am, 8:30am, 8:45am, or 9:00am, however these start times are on a first-come, first-serve basis. The organizers who get their schedules in first have the greatest choice of start times. You may be assigned a start time. Start times should be consistent throughout the week.
• Schedule breakfast 30-minutes prior to your meeting start time only. TSRC offers breakfast from 7:30 am to 9:00 am on the mornings of workshops.
• Picnics are now held Wednesday evenings from 6:00 pm to 8:00 pm at the Telluride Intermediate School, under the tent.
• Town Talks are held Tuesday nights from 6:30 pm to 7:30 pm (cash bar starts at 6:00 pm) throughout the summer at the Telluride Conference Center in Mountain Village. It is roughly a 35 minute commute from the Intermediate School to the Conference Center.
• Schedule frequent coffee breaks.
• Many organizers like to schedule group hikes. TSRC staff can assist with suggested trails and meeting places.
• All five-day-meetings must end by noon on the last day.
• You may schedule evening meeting sessions on most days, but subject to approval, so that an evening session does not conflict with the picnic or the Town Talk.

Important Information to be Included on Your Schedule:

• The name of your meeting
• The names of organizers
• The dates of your meeting
• TSRC Hosts: Mark Kozak, 970-708-4426
• The meeting address: Telluride Intermediate School located at 725 W Colorado Ave, Telluride, CO 81435. FYI, the meeting address is different from the meeting location for the 2015 and 2016 seasons
• The Picnic address: under the tent outside of the Telluride Intermediate School located at 725 W Colorado Ave, Telluride.
• The Town Talk address: Conference Center in Mountain Village from 6:30 pm to 7:30 pm (cash bar starts at 6:00 pm). It is roughly a 35-minute commute from the Intermediate School to the Conference Center.
• Include "Breakfast at TSRC meeting site" on mornings you are meeting, and schedule them 30-minutes before your session starts.

Send your "Final Meeting Schedule" to TSRC no later than one month before the start date of your meeting

• This is critically important for your participants and staff.
• TSRC can remain flexible once your meeting starts in Telluride. You must however inform TSRC about any scheduling change 24 hours in advance. Otherwise, we may not have enough breakfast for your group. Your room might not be clean, etc.

• TSRC can support restaurant group dinners that will be paid for by the organizers or workshop sponsor. TSRC will make the reservation and pay the restaurant on your behalf and either send you a bill or charge your credit card for the group meal (let us know which you prefer). TSRC will add a 3% administration fee to process payment.
• As an alternative to a restaurant dinner, TSRC can provide a group pizza and salad dinner with alcoholic beverages under the tent for $45/person. We tested these pizza dinners during the summer of 2016 with great success. Participants stated that it was not only more affordable but they preferred it to the often noisy restaurant setting.
• Onsite catered lunches are available for $22/person/lunch. The cost of lunches must be added to the meeting registration fee and paid for at the time of registration. Aemono Fine Foods is TSRC's lunch caterer and can adjust the lunch menu to accommodate dietary restrictions. If a lunch is added after the registration opens, the cost must be covered by the organizer and it must be added to the schedule before the start of the workshop.