Timeline

E4K 2014 completely removed the phase registration system in favor of a single general registration period. There were no noticeable negative impacts on registration, and this change made operations slightly easier for webmasters. A trend emerged in E4K 2012 and 2013: only ~60-70% of registrants actually showed up on the day of the event for various reasons. E4K 2014 committee set a cap on registration to 600 in order to compensate for this pattern in hopes of increasing actual participation to ~400, but this cap was never attained. The following is a timeline of events for contacting schools in 2014.

Before Winter Break

  • Collect Elementary School contact information through web searches
  • 60 schools targeted: suggested increase to >80 for the future.

Over Winter Break

  • Prepare advertisements: fliers, counselor and parent letters

2nd and 3rd weeks in January (when elementary schools return from winter break)

  • Advertise to schools (send them fliers, counselor and parent letters detailing registration code)

January 30

  • Registration opened

March 11 (6 days before E4K 2014)

  • Send out Attendee information, waiver forms, maps

March 17 (right after E4K 2014)

  • Send out Attendee Questionnaire for feedback

Below is an archive of the school contacting timeline for E4K 2013 and earlier.

Before Winter Break

  • Collect Elementary School contact information
  • Target schools for Phase 1 registration

Over Winter Break

  • Prepare advertisements: fliers, counselor and parent letters

2nd and 3rd weeks in January (when elementary schools return from winter break)

  • Advertise to Phase 1 schools (send them fliers, counselor and parent letters detailing registration code)

January 30 to February 12

  • Phase 1 Registration
  • Advertise to Phase 2 schools (send them fliers, counselor and parent letters)

February 13 to March 9

  • Phase 2 Registration
  • Form Waitlist
  • Periodic updates to registered/waitlisted students.

March 12 (5 days before E4K 2012)

  • Confirm registration status (registered/not registered from waitlist)
  • Send out Attendee information

March 20 (right after E4K 2012)

  • Send out Attendee Questionnaire for feedback