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The minimum lead time is four to five months. Less than that and you will be improvising on the day in ways that show. (In 2025, Tod created the Infusion up out of nowhere with a joke just over 3 months in advance of the date. We don’t wish that kind of stress on anyone!)

Here is a rough schedule that helped us out:

Five months out from your Infusion Weekend:

• Lock in your core team (three to five people).
• Have Phone Call #1
• Choose your dates.
• Set up ✅ The Email List
• Confirm your venue and any permits required.
• Pick your gathering location for The ‘Family Photo’

Four months out

• Start the The Discord Server .
• Build the basic website (a single page is enough at this stage).
• Approach Local Groups and brief them.
• Record and release Your Announcement Video

Three months out

• Recruit Discord Moderators
• Invite people to be The Info Tables Hosts
• Begin actively promoting on social media (Here are some Ideas for Social Media Videos)
• Start Working With Local Media (newspapers, radio, community TV)