Planning Chapter Conferences2nd Edition

Chapter Relations OfficeAmerican Library Association

Revised Fall 2000

Table of Contents

PageIntroduction 4

Conference Planning Basics 5Who Plans the Conference 5Organizing for Effective Conference Planning 6Putting the Schedule Together 6Record Keeping 8Evaluating the Conference & Preparing the Final Report 8

Planning Calendar 10

Site Selection 17Site Selection Checklist 17Negotiating with Hotels 20Typical Hotel Contracts 21Contract Tips 22

Finances/Budgeting 24Insurance 24Conference Funding Sources 24Budget/Financial Checklist 24Fund-Raising Checklist 25Sample Conference Budget 25

Logistical Arrangements 26Meal Functions 27Meal Function Checklist 28Audio-Visual/Computer Equipment 28A-V/Computer Checklist 29Registration Procedures 30Registration Checklist 31Housing, Transportation and Signage 32Conference Supply List 33

Exhibits 33Role of the Decorator/Contractor 34Security 35Promoting Exhibits to Attendees 35Exhibits Checklist 36

Public Relations/Publicity 36 Publicity Checklist 37 Public Relations Checklist 38

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Business Meetings 38Business Meeting Checklist 38

Planning the Conference Program 39The Program Planning Process 39Planning Individual Events 41

Planning Programs 41Planning Special Events 42Planning Tours 42Speakers Selection 43Speakers Checklist 44

Resources 45Publications 45Associations 45Web Sites 46

Appendices

A. Sample Conference Skeleton Schedule 48B. Sample Program Proposal Form 49C. Sample Evaluation Forms (C1-Exhibitor; C2-Program; C3-Post) 55 D. Sample Site Selection RFP 61E. Sample Organizer/Facilitator Instruction Letter 69F. “What to Do If . . .” (Sample instruction information for volunteers) 73G. Sample Advance Registration Form 75H. Collecting Marketing Info from Your Conference Registration Form 78I. Sample Speaker Letter of Agreement 82J. Sample Function Sheet 84

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Introduction

This guide is a revision of and builds upon the excellent “Planning Chapter Conferences: A Guide,” produced in 1990 by the ALA Chapter Relations Committee, ALA Continuing Library Education Round Table, ALA Chapter Relations Office, Patricia Scarry, Project Director and Sandra M. Cooper, Project Consultant. Though much has changed in the ensuing ten years, especially with the advent of the Internet and electronic communication, much of the conference planning basics, both in terms of management and program planning, remains essentially the same.

The revised guide re-caps the basics while recognizing changes in hotel management practices and contracting. Internet and electronic options now available for registration, promotion, exhibits and more are introduced. It is hoped the guide will serve as a resource to both the neophyte staff planner or novice committee member who will benefit from a good overview of the process while at the same time serving as a resource to the experienced conference manager.

The guide begins with an overview of conference planning basics for both the management of a conference and the program planning function. The importance of good planning and organization cannot be over-emphasized! A planning calendar is included with separate sections for conference management and program planning.

Chapters on site selection, financial management, logistical arrangements, exhibits, publicity, and business meetings include checklists on a variety of management activities.

The production of an effective program continues to be the cornerstone of a successful conference from the participants’ viewpoint, so a lengthy section with tips for effective program planning is included. Finally, a list of resources is included, beginning on page 47. The Internet provides a wealth of easily accessible, free information for conference planners and it is hoped the web resources provided will answer any questions not addressed in this guide.

Barbara Macikas, Editor

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Conference Planning Basics

Who Plans the Conference?People working together make the annual conferences of state and regional library associations happen. The effective participation of many is critical for success. And “effective participation” has as many definitions as there are associations.

Conference planners must carry out three important functions: leadership, coordination, and quality control. The person (or persons) responsible for planning conferences should be well-organized and experienced as a member of the conference planning team.

Continuity on the conference committee is important. Many associations appoint conference committee members for two-year terms, with half of the membership changing each year. If possible, identify the conference chair a year in advance so “on the job” training is provided or be sure the new chair the conference committee has served on a previous conference committee.

The conference chair must delegate while maintaining a balanced overview of the planning effort. Delegation and monitoring should be done in writing and include deadlines. Use of e-mail and creation of conference committee e-lists will help immensely. Provide the committee with a good overview of their responsibilities, conference planning documents (proposal forms, speaker agreements, budget) and make sure the committee knows what decisions require prior approval.

No one can do it alone. The multi-task nature of a conference requires many people with varying responsibilities. A variety of sub-committees can make planning and execution of the conference flow smoothly. Examples of sub-committees:

Exhibits Finance/budget Fund-raising Hospitality Internet /Web Page Local Arrangements Meals/Entertainment

Program Planning Promotion/Publications Public Relations Registration Site Selection Tours

Not all chapters will require all sub-committees and some may be subsumed in the responsibility of another. Chapters with paid staff should clearly establish the staff role in planning the conference. Typical roles for staff include: Recommendations for sites and executing all contracts for conference services with hotels,

convention centers, decorators, caterers, audio-visual and computer suppliers, security, florists and transportation (airline, shuttle bus).

Managing all logistical aspects of the conference, working with the Local Arrangements and other subcommittees. This would include but not be limited to:

supplying convention center and hotel(s) with meeting specifications supplying AV and computer suppliers with requirements finalizing all catering arrangements arranging shuttle bus transportation if required

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reviewing tour package and shuttle bus routes and signing off on tour contract making hotel reservations for speakers and VIPs overseeing speaker contracts, communicating with speakers, making hotel

reservations for speakers tracking registration in advance; overseeing on-site registration exhibit management (assignment of booths, communications with exhibitors

and decorators) Assisting with promotion/publicity committee, including but not limited to:

preparation of preliminary program, final program, web content preparation of all promotional materials preparation of exhibits promotion materials

Preparing budget recommendations Managing all finances, including signing speaker agreements, hotel contracts, supplier

contracts, etc.

Organizing for Effective Conference PlanningCareful planning and good organization are the best ways to assure a successful event. A well-organized, early start prepares conference planners for the unexpected, furnishes the time needed for productive decision making, and produces a record of actions for future conference planners.

Use a variety of forms and formats to keep organized. When information is needed from many sources, prepare a form for reporting the required information. Whenever possible, make forms available on the chapter web page. Develop mechanisms to assure that conference committees communicate. Some associations have two or three planning sessions. Create e-mail lists for committees. If resources permit, set up a conference-planning intranet or special section on the chapter web page for conference planning. Include a master calendar/timeline and monitor progress. Be sure to allow enough time for each task and be realistic. If deadlines are real and enforced, they are more likely to be met.

Develop a system of checks and balances for review of information to be publicized. Several key people should review the conference preliminary program, the final program, web information and all press and electronic releases.

Putting the Schedule TogetherA “skeleton schedule” containing all major programming, preconferences, tours and exhibits, should be developed two years in advance of the conference. (See Appendix A for a sample schedule.) The process of developing or revising an existing schedule should begin with the leadership of the association. If a schedule is in place, review it with an eye to what worked in the past, what didn’t and to any special challenges that the future conference site or dates may present. An ongoing policy on scheduling should be developed if not currently in place.

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What are the goals of the conference? Should programs on each day appeal to all segments of the audience, or is it better to concentrate offering for subgroups on a single day or two? If exhibits are held, how long should they be open? Since exhibits typically contribute to conference revenues, it is imperative time be built into the schedule for exhibits and that events (coffee breaks and other meal functions, Internet stations, placement centers, small group discussions) be located in the hall.

Once you have decided on the overall approach, develop or revise

a skeleton schedule that reflects the association’s scheduling philosophy. Distribute it to the conference program planning committee and post on the web page.

Program proposal forms may be generated and distributed as well. (See Appendix B for sample form.) Mount the meeting/program request forms on your web page. If there is a program screening committee that approves requests, make sure that criteria for selection are established and listed these on the form. Be sure the form includes a deadline date.

The process for approval and scheduling of programs and meetings can be complicated and time-consuming, especially if there are many events. Some associations have developed their own approval and scheduling systems by creating databases on MS Access or other programs. Additionally, canned software for meeting planning exists. Depending upon the chapter’s resources, existing software and hardware and expertise of staff, an automated program proposal process may be developed.

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Good Idea - Conference OrganizationKeep a conference notebook. Keeping track of a multitude of details is tough. Successful planners recommend using a notebook or electronic database with: A detailed conference schedule that includes room

assignments, AV/computer requirements, and room set-ups for all events.

A list of hotel, convention center, AV/computer suppliers, decorator, and all other external contacts including phone nos., e-mail addresses, fax nos.

Floor plans for the convention center and hotels Schedule with details about accommodations and

transportation for planners, speakers and VIP’s. Be sure to have contact information for all speakers.

Details about all special events (scripts, menus, head table seating chart, list of registrants)

Exhibits information

Good Idea - SchedulingTry not to over-schedule. Free time and informal interactions are important to most attendees, whether they know it or not. Some conferences have stellar reputations. Review their schedule to see what works and consider adapting your schedule accordingly.

Develop scheduling “traditions.” For example, always have the luncheon for friends and trustees on the same day of the conference. Trustees can plan for future conferences knowing which day “their” event is held. At the same time, be prepared to make scheduling changes when an event ceases to be practical or effective for attendees.

Recording KeepingKeep thorough records to help future conference planners. A single, organized record of a conference is difficult to create and maintain, but it is an essential effective planning. Conference planners need to know what has happened in the past, to have documentation of decisions, policies and procedures, and to be able to provide all the persons involved in the conference with same information.

Include: Conference policies, especially for financial and speaker issues (e.g., refund policy, speaker

fee policies, committee member reimbursement, exhibit assignment policies, registration waiver policies, etc.)

A description of the conference plan with a list of the people who were responsible for the planning. List key committee and subcommittee chairs.

Information on what went well with details about changes that might be made in the future to avoid problems.

A summary of evaluation results and any final or debriefing reports. A record of conference themes Statistics on preconference and conference attendance (including all registration categories)

and exhibit booth sales Correspondence to speakers, committee members, hotel/convention center. Include follow-

up correspondence (thank yous) Budget and financial records, revenue and expense histories of past conferences List of total funds raised through donations, sponsorships and list of past sponsors Standard forms used: registration, evaluation, booth applications, advertising applications,

program/meeting requests, speaker agreements Contracts Conference meeting specifications (e.g., number of meeting rooms used and sizes of those

rooms and total amount of space used; amount of exhibit hall space used). Include floor plans from past meetings.

Sample printed pieces from previous conferences including: preliminary program, final program and addendum, exhibitor prospectus, other promotional pieces

Web page information (e.g., what was available on the web with samples of screens) and when information was included on web

Press releases, electronic announcements Sample of local information available (e.g., maps, restaurant lists, phone nos.) Minutes of conference committees; minutes of board meetings where conference items were

discussed or decided upon, especially site selection Final conference schedule

Additionally, each subcommittee should maintain its own separate files and these should be passed on from year to year.

Evaluating the Conference and Preparing the Final ReportsThe work doesn’t end with the close of the conference –and evaluation begins before the end of the conference. Ongoing evaluation should be done to assure that what should be done is being done. Use that information to determine whether additional resources or changes are needed as planning for the conference program proceeds.

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To plan the evaluation of the conference itself, determine the areas to be evaluated. Use the purpose statement and conference objectives as your focus. You will want to evaluate program quality and logistics (how well did registration work, how was the hotel, etc.) and you might want to consider collecting demographic information about your attendees and exhibitors for future marketing efforts. You should plan to evaluate attendees and exhibitors about their conference experience.

What to evaluate: Determine whether the conference met objectives. Find out what information is needed by planners for the next year and ask questions that will

help them in their planning. Learn about the participants – who they are, how long they have worked at their jobs, why

they attended, how far they traveled, who paid for their attendance. Assess the success of individual programs, especially (and perhaps only) if you plan to repeat

the program at another conference or workshop. Assess the venue(s), especially if you plan to visit the site again. Assess the exhibits from the librarian’s point of view—were they informational? Was there

enough time to visit them? Who was missing? Assess the exhibits from the exhibitor point of view—was traffic sufficient? When were

busiest times; when were slowest. Was the decorator and convention center service acceptable? Is the schedule workable? Labor rates?

Determine the success of any new events and solicit suggestions for changes for future conferences.

When to evaluate: Conduct speaker or program evaluations

immediately following the event. Ask all conference participants to

complete an evaluation form included in their packets or mounted on the association’s web page.

Sample a random selection of conference attendees with a mailing shortly after the conference.

How to evaluate: Develop a simple form. Consult with professional researchers to make sure the evaluation

questionnaire will produce solid information. Have a reaction sheet for individual programs that can be used at all programs. On site interviews by the evaluation team can also provide information. If a mail survey is to be done, organize the survey mailing to that the survey is waiting for

attendee upon their return home.

Who completes the evaluations: Exhibitors

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Good Idea - EvaluationEvaluate selectively. What programs and services will you evaluate? Who will tabulate results? Does the evaluation ask the right questions? Tabulation is very time-consuming. Unless you are certain the results of a program evaluation will be reviewed and used by future planners, don’t evaluate it. Once the decision has been made to evaluate, be sure to assign tabulation responsibility with a clear deadline and distribution plan. Evaluating programs, services and products and then to file results unread by anyone but the tabulator is a waste of precious resources.

All paid registrants or a sample of paid registrants Conference planning team You may also wish to survey a sample of those who did not attend the conference about why

they did not.

(See Appendix C for sample evaluation forms.)

Conference Planning Calendar

A sample calendar follows. Quality programs are the most important aspect of the conference—they are the reason librarians attend and a reputation for excellence in programming is what puts some library conferences on the map. Because many chapters have a separate committee for program planning, a program planning calendar was developed in conjunction with but separate from conference management. As the conference date approaches, however, these responsibilities merge. (Note: no one timeline will meet the needs of all library associations. Use what you can here; create your own. Management responsibilities are in regular type; program planning in italics.)

One to ten years to conferenceManagement Review conference requirements (registration levels, exhibitor participation, number and size

of meetings, etc.) Make site visits Secure preliminary contracts with convention centers/hotels. Review site offering (compare hotel & convention center costs, transportation costs, facility

accommodations, local support) and dates (avoiding holidays, other library meetings) Select site Announce site and dates to membership Develop budget Negotiate hotel and convention center contracts. Hotel rates negotiated one year out. Set registration and exhibit fees Send site and date information to ALA Chapter Relations Office

Fifteen to eighteen months to conferenceManagement Prepare master conference timeline with actual dates Have a meeting of conference committee Appoint working committees Work with decorator to develop exhibit floor plan

Program Planning Appoint key program planners Program Planning Committee meets to identify goals, objectives, them; establish timetable

for all program activities with schedules and deadlines that must be met; review budget; plan training for all program planners/organizers

Identify linkages needed with other functions for conference program planning

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Twelve months to conferenceManagement Set-up bank accounts (if appropriate) Develop fund-raising plan to secure donations/ grants from vendors and organizations (if

appropriate) Develop exhibitor prospectus and web announcements/information Begin selling booths (from previous year’s conference if possible) Select suppliers for exhibit services Complete insurance arrangements—convention cancellation, liability, etc.

Program Planning All program planners appointed Distribute program proposal forms at this year’s conference for next; mount form on web

page; in mailings to committee chairs and other library leaders. Deadline for proposals at least 10 months in advance of conference.

Distribute skeleton schedule to all program planners Hold training/briefing sessions for all program planners that will: communicate theme and

goals; review timelines, deadlines and responsibilities; set standards for programs; train all in the process to be used.

Begin recruitment of speakers, beginning with the major program speakers (e.g., keynote,, banquet speakers)

Nine to eleven months to conferenceManagement Begin donor/grant solicitation Develop advance program/publicity. Send first notice to conference participants via e-mail, newsletters, web page announcement Develop pre-registration procedures Begin development of preliminary program and web information including: registration

forms, housing forms, speakers as announced. Determine meal ticket/tour costs for registration form in preliminary program. Firm up tour

plans. Send reminder (and place on web page) of deadline for program/meeting proposal forms. Continue promoting exhibit booth sales. Work with Local Arrangement Committee and/or host library to develop a local information

web page to be linked to association’s web page. Mount at least 6 months in advance.

Program Planning Proposal forms due, organized and ranked by committee. Incomplete information secured from all planners with budget requests and information to

assist in scheduling. Select programs from among proposals; inform proposers of status of requests. Schedule programs and meetings. Schedule should be balanced and based on conference

goals and where possible, preferences of organizers/speakers.

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Continue speaker recruitment for major programs. Finalize in time for prelminary program/web promotions.

Eight months to conferenceManagement Mail second mailing of exhibitor/advertising prospectus to those not sold at last year’s show. Mail preliminary program to members and prospective attendees. Begin accepting registrations and exhibit booth applications.

Program Planning Continue to review/refine all program plans and budgets.

Seven months to conferenceManagement Send first news release Confirm meeting room and AV requirements. Begin preparing specifications for hotels and

convention center. Send RFP’s to AV, computer companies. Complete security arrangements. Continue to update web page with new speakers, exhibitors, announcements.

Program Planning Continue to review/refine all program plans and budgets. Plan to accept at least one or two late program proposals (based on any late-breaking

controversies or information that have developed after preliminary program to press)

Six months to conferenceManagement Process registrations; track registrations with reports to appropriate groups. Select AV, computer companies. Continue to sell booths. Continue to update web page with new speakers, exhibitors, announcements. Contact local bank to make arrangements for registration receipts, if appropriate.

Program Planning Continue to review/refine all program plans and budgets.

Five months to conferenceManagement Continue preparing meeting and catering specs. Continue processing registrations, reporting stats. Print tickets, confirmations. Monitor hotel room pick-up.

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Continue to update web page with new speakers, exhibitors, announcements. Review speaker contracts for completeness, begin housing lists for VIP’s, speakers, etc. Check in on tour sales, with tour company. Where necessary, contact shuttle company. Meet with decorator for status report; exhibitor service kits prepared and mailed.

Program Planning Collect and organize handouts; develop system for copying, distributing on-site. Continue to

review/refine all program plans and budgets. Begin scheduling for volunteers on-site.

Four months to conferenceManagement Hire conference photographer, prepare schedule. Monitor hotel room pick-up. Print event tickets. Make travel (airline) reservations for keynote speakers. Continue to update web page. Review registration; begin making plans for on-site registration staffing.

Program Planning Determine sessions to be audiotaped; check that speaker has approved audiotaping. Determine which handouts will be mounted on web page (with speaker’s permission). Ask organizers to check in with speakers on changes, additions and that all information has

been supplied by deadlines.

Three months to conferenceManagement Provide hotel, convention center, AV, computer and caterers all specifications for meeting.

Specifications should be finalized to the extent possible, with minimal revision (catering guarantees, late AV/computer).

Begin work on final conference program book. Make hotel reservations for speakers. Continue to update web page. Send press releases as information is available. If not begun yet, begin collecting logistic information into conference notebook. Finalize order for signs; provide copy to decorator or sign maker. Begin preparing volunteer and staff schedules. Monitor booth sales; exhibit service kit response. Make last minute booth sales. Continue receiving/processing registrations.

Program Planning Finalize all program details for final conference program. Recruit volunteers for on-site duties and coordinate schedules with staff.. Determine which handouts will be mounted on web page (with speaker’s permission).

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Ask organizers to check in with speakers on changes, additions and that all information has been supplied by deadlines.

Two months to conferenceManagement Write final confirming letters, with badges, to all speakers and VIP’s. Outline all

arrangements (hotel, air, escort, program time date, location, etc.) Finalize work on final conference program book. Finalize security and shuttle schedules. Order all needed registration supplies, personnel. Continue to update web page.

Program Planning Confirm arrangements with resource people. Have final meeting of staff and key committees and volunteers.

One month to conferenceManagement Write final confirming letters to all program organizers and volunteers with detailed

information about their responsibilities, conference information, “what to do if . . .” Final conference program book to printer. Begin packing supplies, signs, store inventory, handouts, registration materials and make

arrangements for shipping show freight to convention center. Determine podium and head table and finish all program scripting. Check on local information materials (both from local committee and convention bureau). Determine communications system to be used on-site (radios/cellphones).

Program Planning Attend to all last-minute details.

Two to three weeks to conference Complete assembly of conference notebook. Make copies for key staff and members. Set up preconference meeting with hotels and convention center and main suppliers (AV,

computer, shuttle bus, security). Determine floral requirements; order flowers for special events. Finalize packing. Begin preparing conference addendum.

One week to conference Check in with all key players. Handle last-minute questions/revisions. Ship all materials (depending upon method, may be earlier or later) to convention center.

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Three days to conference Hold preconference meetings with hotels, convention center. Organize and open conference, press and exhibit offices. Give catering guarantees. Check meeting rooms if set, especially preconference and opening session. Oversee decorator/exhibit floor set-up Set up registration. Set up store Set up message center/Internet stations.

One-two days to conference Registration opens Exhibit set up continues. Preconference begin. Send first issue of conference newsletter to printer. Place directional signs Set-up hospitality booth/suite/table Hold meeting with facilitators on assignments and duties Check on status of VIP speakers.

First day of the conference Distribute conference newsletter; 2nd issue to printer. Meeting room check; AV and computer check. Distribute meeting signs Confirm speakers' arrival/schedule Monitor registration. Open exhibits; monitor exhibit traffic, exhibitors concerns. Record registration receipts by category and deposit in bank Deliver welcome packets to hotel(s) for resource people Collect evaluations Review following day's requirements with hotel/convention staff

Each Day Review following day's requirements with hotel/convention staff Inspect all session rooms for proper set; AV and computers Distribute signs Confirm speakers' arrival schedule A-V check Send issues of conference newsletter to printer/distribute current issues Record day's receipts by category and deposit in bank Collect evaluations Distribute information on next year's conference to exhibitors, with applications (if possible). Distribute program proposal forms for next year’s conference to member groups.

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Conclusion of conference Hold planners meeting. Include next year’s conference chair. You may wish to have this on

the last day of the conference before conference planners have left. Hold "de-briefing" session with hotel/convention personnel and with exhibitor

representative(s). What went wrong? What worked great? Take notes for evaluation. Review bills; settle any discrepancies. Complete final conference registration statistics. Close all services; pack and prepare for shipment home.

One-two weeks after conference Prepare thank you letters. Pay bills that are due. Prepare and distribute post-conference publicity (press releases to local and national media)

and on web page. Tabulate conference evaluation forms.

Four to six weeks after conference Review and distribute tabulated conference evaluation results to key planners. Begin assembling financials. Send follow-up letters to resource people. Thank facilitators and planning committee members Write final reports.

Two months after conference Finalize and distribute financial report; distribute to board. Finalize and distribute other final reports to board; others. Revise conference manual as needed for next conference.

Site Selection

For many chapters, site selection is a fairly routine process. There may be only three or four cities in your state that can accommodate your conference (and a few hotels or convention center within those cities) and the association rotates among them. However, in the event that a new venue or facility has become available in your state or you are considering a site not used in many years, consider the following.

The first step in site selection is preparing a complete list of your requirements, including preferred dates, numbers of sleeping and meeting rooms, and size of exhibit space. (See Appendix D for sample RFP.) You should consider when other library conferences and events will be held and any religious holidays around the dates you are considering.

What makes a good site? Some things to consider:

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Equity (geographic) for members within the state Cost Access: all types of transportation; parking, handicapped accessibility Name recognition (positive and negative) “History” of location, if repeat site Feedback from other organizations Local restaurants, attractions and sites Local library support (if appropriate)

The following checklist, may assist you as you consider potential sites. The destination

Accessibility Ease and cost Proximity to airport Permits access by people with disabilities Adequate taxi/limousine service Sufficient parking space Availability and cost of shuttle service Adequate airport assistance Adequate number of flights into destination Seasonality of destination (peak season vs. off-season)

Environment Availability of local attractions Shopping Recreation Restaurants Weather conditions Appearance Safety of area Economic health of community Reputation of area/facility for hosting meetings Support and services available from local convention bureau Availability of experienced suppliers, such as audiovisual firms, exhibit service

contractors, temporary help, and security

The facility (Hotel) Efficient, friendly doormen and bellmen Attractive, clean lobby Registration desk easy to find: sufficient space and personnel in relation to guest rooms;

ability to handle peak check-in/check-out times for major groups; efficient front desk personnel

Modern elevators in sufficient number to serve guests when the facility is full Accessible, fully-staffed message and information desk: rapid response to telephone

calls; quick delivery of messages Availability of guest services: drugstores, banks, emergency services, giftshop, concierge,

safety deposit boxes Comfortable clean rooms: furniture in good condition, modern bathroom fixtures,

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adequate lighting, adequate closet space and hangers, smoke detectors, fire exit information clearly posted, refrigerator and/or wet bar

Adequate lighting and cleanliness of hallways Availability of beverage and ice machines on each floor Service elevator accessibility Size of standard room vs. deluxe room Availability of “towers” or executive floor offering special guest services Rooms equipped for people with disabilities Number and types of suites and availability of suite floor plans Reservations procedures and policies Room category classifications (floor number, non-smoking, ocean view, etc.) and number

available in each category Number of rooms available for early arrivals and late departures Current convention rate and rack rate for individual guests (not part of the group) Date hotel will provide firm rates Guarantee and deposit requirements Check-in and check-out hours Cutoff date for the room block Check-cashing policies and types of credit cards accepted Refund policy for cancellations Number of non-smoking floors (standard and concierge) Dates of any planned renovations Any change in hotel ownership being discussed Availability of a health club, hours, and cost Telephone access charges (long distance, local, and calling card) Key system for guest rooms Adequate parking space (free or for a fee) Hotel emergency plan (meeting manager should review it) Hotel emergency exits clearly marked Comparison of king-bedded versus double-bedded room categories

Meeting space (Hotel or Convention Center)Meeting rooms come in all shapes and sizes, and with a number of obstructions and

inadequacies. Some questions to be prepared to answer before the site inspection:

How many meeting rooms will be required? In addition to the formal program, will meeting rooms be needed for committee and

business meetings? What is the estimated attendance for each session? Are attendees to be seated theater style, classroom style, or conference style? Are rooms with high ceilings and no columns or obstructions needed to accommodate

audiovisual presentations? Is space needed in or near the meeting room(s) for refreshment breaks? What pre- and post-meeting space is required for affiliated ancillary groups? Are meeting rooms accessible to people with disabilities?

Food and beverage service

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Public outlets Appearance and cleanliness Cleanliness of food preparation areas Adequate staffing at peak times Attitude of personnel Prompt and efficient service Variety of menus Cost range Reservations policy Feasibility of setting up additional food outlets for continental breakfast and quick

luncheon service if necessary Feasibility of using public food outlets for group functions during non-peak hours

Group functions Quality and service Diversity of menus Creativity or access to companies specializing in this Costs: tax and gratuities; projected price increase by the time of the meeting; extra labor

charges for small group functions Liquor laws (restricted times) Cash bar policies: bartender cost and minimum hours, cashier charges, drink prices Refreshment break pricing: guarantee policies, when a guarantee is required, number

prepared beyond guarantee Special services: tailored menus, theme parties, unique refreshment breaks, food

substitutions available, table decorations, dance floor Size of banquet rounds (eight people or 10 people) Room service: diversity of menu, prompt and efficient telephone manner, prompt

delivery, quality

Exhibit space (Hotel or Convention Center) Adequate size and layout Number of loading docks and proximity to exhibit area Availability and location of freight receiving area Location of utilities Internet capabilities Maximum floor load Security of area Location of fire exits Proximity to food service areas, restrooms, and telephones Availability of sufficient time for move-in and move-out Reputation of facility regarding union relations Decorations to enhance facility appearance Availability of supplemental lighting Proximity of exhibit hall to other portions of the meeting First aid station Availability of office space for exposition manager, service contractors, and suppliers Crate storage areas and policies

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Offices and other services Sufficient space for furniture and equipment necessary to perform the business Good lighting Easy for attendees to locate Adequate electrical outlets Availability of house telephones or telephone jacks Ability to secure space after hours Is the hotel flexible regarding the tentative agenda, or is meeting space locked in a

signed contract? Are doors to meeting rooms wide enough to accommodate wheelchairs?

Equipment Tables: six feet long, eight feet long, schoolroom width (15”-18”), rounds, 60 inches, 72

inches Chairs

Source: Professional Meeting Management, third edition, published by the Professional Convention Management Association

Negotiating with the hotelThis is a job that many planners, volunteer or professional, may dread. There is no simple formula, the process may seem mysterious and even a seasoned meeting planner may wonder after a contract is signed if the best deal was had. Worse, in the current hotel seller’s market, a meeting planner is working against the ever-increasing practice among hotels of inserting non-negotiable attrition clauses and other costly penalties that force planners to project sleeping and meeting room use years in advance.

Now more than ever, it is critical to review and negotiate hotel contracts with a very careful eye. The hotel industry no longer gives association planners room for error in estimating hotel pick-up, meeting space, or food and beverage use. The goal of a successful negotiation is that it is fair to both the association and the hotel. For this to happen, you must do your research on the value of your meeting to the hotel and you must provide the hotel with information about your group that is as accurate as you can make it.

A key to getting the best deal for your association is whether you can be flexible. If your group must meet on a certain date in a certain city and that date is peak meeting season in a very popular city, you may be stuck paying high sleeping room rates and getting very few perks, unless you can guarantee future business or develop another angle to your advantage. On the other hand, if you can move the dates a bit, can bid the business out between cities or between hotels, your prospects are much better. Research the cities and hotels. Check the convention bureau’s web page. They often list the groups coming into the city. Check the web pages of the groups coming in during the month you are considering. How much are they paying? Keep in mind though that all groups are different. (Sleeping room rates will vary depending upon how much other business the group is giving the hotel, whether they will return, and many other variables.) But, by doing your research, you should get a fair idea of rates within a certain property or city.

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Once you have done your research and are considering a city (based on your RFP), you will get hotel proposals, often in contract form. Unfortunately, there is no standard hotel contract. The convention industry is working to develop standard templates so that meeting planners will not have to re-invent the wheel each time they review a new contract. Several chains have fairly standard contracts among their own hotels but the standardization of hotel contracts is still a way off.

The Typical Hotel ContractA typical hotel contract will contain this basic information: Name, address, sales contact of hotel Name of group (association) Dates of meeting Hotel sleeping rooms blocked (no. of rooms group will use during conference), usually in a

table format that may specify the number of singles, doubles and suites included within the total.

Sleeping room rates for singles, doubles, triples, suites (often quoted in “today’s rates” with a % increase/year factored in till the year of your meeting. Final rates are usually negotiated a year out.) If your rates are “commissionable,” that information will be included here, with size of commission, usually 10%. And, this section will sometimes specify the length of convention rates will be available (e.g. 4 days in advance; 3 days at the close of the conference). Will also include local hotel taxes.

Reservation procedure. This will spell out how attendees will make reservations, either directly, through a housing bureau or travel agency or through reservation list from association. Cut-off date for reservations and any cancellation fees or policies will be here and check-in/check-out times may be listed here.

Credit arrangements. This usually confirmed that all individuals who attend your meeting are responsible for their own room, tax and incidental charges.

Master Account. This will state that the hotel will set up for you, pending a credit check of your association, a master account (one large bill) for all charges incurred during the meeting. This section will also spell out the terms of payment, i.e., must be paid within 30/60 days after meeting.

Attrition clause/performance clause. This states what the hotel expects in the way of reimbursement if the projected sleeping room pick up is not met. For example, if you will use a total of 1,000 rooms, the hotel may state that you must use 80% or 800 of those rooms or they will charge you for any unused rooms below 800. The amount they will charge you is often a sliding scale.

Meeting room/function space. This will spell out whether the hotel is holding meeting space for the group. If there is a charge for using the meeting space, it will also be spelled out. The contract will specify when association agenda is required (meeting times, specs) and when meeting space will be released back to hotel.

Comps or other special arrangements. This section will spell out anything the meeting planner negotiated for the group such as 1/50 comp rooms, VIP amenities, complimentary limo pick-ups, comp suites, special meeting room amenities, etc.

Food and beverage. This will state that the group must use the hotel’s food service for all meal functions held at the hotel. It will list food taxes and gratuities (often an additional 25% over the cost of the food). Sometimes this section will refer to current food prices and state that costs won’t go up more than X%. The hotel may also require a minimum F&B amount that the group must spend (try to have this clause removed).

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Cancellation policy. This will state how much time the group has to cancel the meeting without penalty. There is almost always a penalty, no matter when you cancel. The size of the penalty is usually on a sliding scale, depending upon how close to the meeting dates the event is cancelled.

Impossibility/Act of God clause. This will state that if there is a disaster (fire, hurricane, earthquake, etc.) neither the hotel nor the association is liable.

Indemnification. This asks the association to hold the hotel harmless against claims brought by any persons attending your meeting.

Insurance. The hotel will ask the association to provide proof of general liability insurance and specify the amount.

Arbitration. The hotel may state it will want an arbitrator to resolve any disputes arising from the contract.

Option Dates. The hotel will usually specify how long the offer will be open to the association, i.e., first option held till December 1. After that date, if the contract is not signed, the hotel may sell the space to another group. Usually, if a hotel is holding the space on a first option, even if there is no signed contract, they will call an association to let them know another customer is interested in the same dates. However, without the signed contract, they are not required to do this.

Other services. Hotel contract may list other services within hotel: business center, restaurants, AV company, health club, etc.

What to Watch For/What to Ask For - Contract TipsThe association must check each contract clauses carefully for accuracy and fairness. It never hurts to ask if a clause can be revised or removed all together. If language is questionable or unintelligible, make a note of it. Your association may want to consider hiring a lawyer to review all final contracts. (Please note, the information included here is no substitute for legal advice. Consult with your attorney on contract issues.)

Items you may want to ask be inserted or revised to your contract would include: Room block: ask that you have the opportunity to review and revise the room block one year

(or less) before the conference and revise projections without penalty. Watch for any language that locks association into payment of unused rooms.

Include a clause that your group will have the lowest rate of any in the hotel over the meeting dates and that if any special promotional rates become available over the dates of the meeting, those rates will be made available to your meeting.

Try to negotiate out any meeting room rental fees and/or food and beverage minimums, especially if you are booking many the sleeping rooms and hold food functions.

A “walk clause” that states what a hotel will provide in the event of overbooking. Contract language might read: “The HOTEL agrees that in the event the hotel is oversold and any Association member is walked to another hotel, the HOTEL will provide the following: Transportation to temporary accommodations as close as possible to the HOTEL; Payment for these accommodations; Temporary lodging of equal or better quality than those of HOTEL; The HOTEL guarantees that accommodations will be available the next evening; Transportation back to HOTEL; Amenity in the member's room upon his/her return, with a note of apology from the GM; HOTEL to compensate walked attendee for communications (including long distance phone calls) so attendee can notify family and co workers of his/her location for each day of stay outside of HOTEL; HOTEL Will credit the association Master

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Account $100.00 for each guest with a confirmed reservation that is walked to another property.

Americans with Disabilities (ADA) clause. Hotel should state they are in compliance. Consider a “wish list.” What does your association spend the most on? As for concessions

accordingly. A 1/50 comp room ratio is the industry standard (try to get cumulative 1/50, not daily). Try for 1/40, especially if you have lots of VIP’s, staff and board members whose rooms you must pay for. Other “wish list” items might include: comp airport pickups by the hotel limo; room upgrades; staff rates (50% off rate); comp suites; comp amenities such as fruit baskets or other gifts.

Attrition clauses are a major potential expense for the association. The bottom line here is to minimize the association having to pay for unused rooms. Currently, the standard percentage a hotel will require a group to meet is 75-85% of the block, i.e., the group must use 75-85% of the sleeping rooms it contracted for or pay the balance for unused rooms. Attrition clauses should be clear and understandable. If you don’t understand the formula or it is vague, do not sign the contract. Try to make the contract reflect that the association and the hotel will be responsible for monitoring and managing the block. If your room pick-up is slow, discuss it with the hotel as soon as possible. To minimize damages, include a clause in your contract that hotel will allow an audit of reservations against your registration list, as not everyone from your group may have been recorded by the hotel. Consider asking the hotel to insert a clause stating that it will try to re-sell rooms not used by your group and that you will not be liable if the hotel is successful in re-selling your rooms to others. An especially good web page for information about attrition is: http://www.mpoint.com, under the RFP and negotiations.

Finances/Budgeting

How does the conference budget fit into the overall association budget? For some associations, conference revenue critical to the overall budget; in others, the conference must break even. Whichever the case at your association, be sure all planners involved in the conference understand the financial implications and the budget.

Control mechanisms should be established and recorded in advance. Review past conferences’ financial performances. If a budget was overspent or conference net revenues did not make budget, find out why and plan accordingly.

An association’s policies and procedures should be clear on financial practices associated with the conference. They should spell out who is paid for speaking (members vs. non-members) and how much; how much is allocated to board and conference committee members’ expenses (if any); who pays registration fees; who pays for exhibit booths. Policies should be written, posted to the web page and adhered to consistently.

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InsuranceBe sure your association carries liability insurance (hotels and convention centers will require it). You may also want to consider cancellation insurance, if your association counts heavily on conference revenues. Check with the insurance broker you use for other association insurance or with the American Society of Association Executives (ASAE). Be sure to budget the cost of insurance into conference budget.

Conference Funding SourcesHow much of the conference revenue comes from exhibits? From registration? From program book and web advertising? From sponsorships? Past practice and the current financial status of the association will determine the answer. It is sometimes helpful to compare your registration and exhibit fees with other state chapters for an idea of the range of costs.

It is advisable to prepare separate event budgets for ticketed meal functions, preconferences and receptions. Consider what expenses will be covered by the tickets or fees and how much by potential sponsors. Preconferences and meal events should be self-supporting.

Budgeting/Financial Checklist Review previous conference revenues and expenses Prepare draft overall budget and separate event budgets Determine accounting system and forms Make banking arrangements Secure budget approval from Executive Committee Oversee system of deposits for registration, exhibits, donors Monitor committee expenditures Monitor speaker, AV, catering and other expenses Maintain detailed accounting records and back-up documentation Complete payment of accounts Conduct Post-conference audit by independent auditor, perhaps as part of overall association audit.

Fundraising Checklist Draft a fundraising policy and review it with Executive Committee. Set a goal and list potential donors. List events (with dollar amounts) to be underwritten. Identify individuals with access to potential funders and request their help. Prepare donor solicitation packages. Consider including with an exhibitor mailing. Follow-up by phone. Acknowledge donations or pledges in kind immediately. Invite donors to appropriate conference events. Recognize donors on signs, in program books, on the web. Keep historical record/database of contributions and consider a system of rewarding/recognizing returning contributors. Prepare thank you letters to all donors.

Sample Conference Budget

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LINE ITEM

NAME DESCRIPTION

REVENUESales/Rentals-Mail Lists Cassettes, mailing label rentalAdvertising/Gross Conference program, web

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Registration Fees Conference registration Exhibit Space Rental Booth sales Sponsorships (if budgeted)TOTAL INCOME

EXPENSESWages/Temp Empls--In-house Conference peak timesEmployee Benefits % of line Temp Employees--Outside Reg clerks, on-site medical, etc.Professional Services Exhibit mgmt; reg. Mgmt. Bank Service Fees For credit card/lock box processingMessenger Services Fed Ex, UPS, local messangerTransportation Staff/Comm. Member travel for sites/conf.Lodging & Meals Staff/Comm. Member travel for sites/conf.Entertainment For major conf. Receptions, exh. coffee breaksFacilities Rental Est. based on first draft contractConf. Rental Equipment AV, Computers, MicsExhibit Expenses (Decorator) Reg. Set-up, booth set-up, etc.Speaker/Guest Expenses Travel for all programsSpeaker/Guest Honorarium Honorarium for all program speakerSecurity Service For exhibits, registration, etc.Special Transportation Freight shipments (no bus costs included)Printing - Outside Prelim. Prog, Exh. Prospectus, final programDesign Service-Outside Prelim. Prog, Exh. Prospectus, final programMail Service - Outside Mailing items aboveAdvertising/space Promo for conf in other pubsMail List Rental For promotionsSupplies/Production includes registration bagsSupplies/OperatingInsurance Cancellation coverageTelephone & FaxPostage & E-mail – Outside Postage for mailings Bad Debt ExpensePromotion Includes exhibiting at other confs.Miscellaneous ExpensesPhotocopying Gen. photocopying servicesGen. OverheadTOTAL EXPENSESNET REVENUES

% of gross revenue

Logistical Arrangements

It is important to have a single person in charge of all logistical arrangements for the conference. The task is large and portions will have to be delegated, but someone should have overall responsibility. This person may be staff or a committee chair. The conference point person should not have direct responsibility for any one segment but should remain free to coordinate all the various parts and should have “the big picture.” A detailed master list should be assembled and distributed to key staff and volunteers.

The following are areas included in the broad heading of logistical arrangements: registration office set-up AV and computers conference bookstore exhibits meeting room logistics (room set-up, signs, handouts, etc.). See Appendix J for Sample

Function Sheet form. local information transportation (shuttle buses, tours, airport) social events (receptions, meal functions) speaker oversight/hospitality volunteer coordination (with local committee) restaurant guides/local maps/conference information

A variety of staff and volunteers should be assist with the logistical arrangements. One key committee on-site will be the Local Arrangements Committee. They must be knowledgeable of both the site and the association. Identify volunteers with a button, ribbon or special badge. Be sure to thank them frequently and publicly.

Program organizers (usually those who proposed program) should guide the program throughout the planning process. Staff or the program chair should provide them with final information (see Appendix E for sample letter) for on-site coordinator. Each session should have a facilitator (designated by the organizer) to make sure everything runs smoothly (see Appendix F, sample information). Facilitators may introduce speakers, distribute handouts and collect evaluations. They should remain in the room for the entire session and be prepared to handle any problems. Each program or event should have an individual charged with checking and oversight.

Meal FunctionsDetermine the source of revenue for each function. Is the price to be included in registration? Will there be separate ticket sales? List all expenses related to the function: food, beverage, speaker honorarium, table decorations, entertainment, gratuitites, “free meals” for VIP’s.

When selecting food, remember you do not have to stick to the menu provided by the facility. Tell them your budget, ask them to work with you. For ticketed banquets, you must keep careful track of the numbers. Most hotels require a 72 hour “guarantee” so that they can order the correct amount of food. Hotels will usually make an additional 3-5% over your guarantee, just in case. However, you will be responsible for paying for whatever you guarantee, even if that number does not show up. Therefore, know your group. If they always show up, then your guarantee should be close to the number who have signed up less the overage the hotel will make (don’t forget to factor in any freebie meals for speakers, head table guests) for sit down meals. If there are often no-shows, your guarantee might be lower. For receptions, there is more room for error and you might want to keep your guarantee

lower. Try to calculate the number of pieces of food you have ordered and how many pieces will be consumed. Be as generous (or as frugal) as your budget allows.

Be sure to visit the room where major meal functions will be held in advance. Where will head table, cash bars, entertainment or dance floor be placed? Does the room have the sound system for the entertainment? Is it handicapped accessible? Where are the nearest rest rooms? Will there be another event close the same time as yours? Where? Is there a green room nearby for speakers and guests to congregate beforehand?

Chart the room set-up, location of head table and other variables on floor plan. Plan your decorations according to the look of the room and the theme of the event. Centerpieces should not obstruct the view of attendees. Ask the hotel what they might supply free of cost (candles or vases). Floral arrangements are customary at the head table.

If the head table has more than 3 persons, make a table chart and place cards for the head table. Determine in advance how group will get to head table. You may need to “line them up” to walk in procession to the table, depending upon the event.

Meal Function Checklist Obtain menus and price lists from hotel/convention center Determine schedule for functions and menus, estimate attendance. Determine source of revenue for function. Set budget for function. Select room for each function based on estimated attendance, proximity. Determine room set-up. Solicit donations if possible. Determine table decorations and order flowers. Prepare head table chart and place cards. Provide final meal guarantees, usually 72 hours in advance. Check room set-up at least 2 hours prior to event. Introduce yourself to the banquet captain and review plans with him/her. Have several volunteers ready to assist on-site.

A great resource for planning meal events is The Meeting Manager’s Food & Beverage Guide, published by Convene and PCMA (Professional Convention Management Association, www.pcma.org). The guide is brief (44 pages) but contains a wealth of good, practical information.

Audio-Visual and Computer Equipment

Good Idea - Banquet SeatingMake seating at banquets available on a first-come, first serve basis if at all possible. Reserving tables and seats is time consuming and complicated. Inevitably, people will ask to switch tables or add chairs to their assigned table, further confusing the seating scheme. If there will be VIP’s who require front seats, reserve a few of the front tables for them.

A conference is seldom memorable for its AV successes but some are for their equipment failures. Careful planning and back-up will help prevent this from happening to you. Start by reviewing the previous year’s equipment requirements and your association’s AV and computer policies and budget. Equipment costs can accumulate rapidly and at the last minute so it is important to stick to ordering deadlines. Make sure your AV and computer suppliers know who is authorized to order equipment and that you will refuse to pay for unauthorized orders.

Suppliers can be in-house at the hotel or convention center. However, unless the facility has an exclusive supplier (and it is written in to your contract that you must use them), you are free to bring your own equipment supplier into the building. In some cities, the choice may be limited. Ask the facility which companies are most often there. If there are 2 or more, you might want to do an RFP. It should include the date and site, who is authorized to order equipment, advance and on-site contacts, name of the facility contact person, when you will supply your specifications and an approximation of what equipment will be needed. If you haven’t collected AV and computer information yet, use last year’s. Include a deadline for return of RFP. For the computer company RFP, you will want to include your requirements for registration, offices, and Internet services, along with your meeting requirements.

Whether you are comparing RFP’s or the terms of an exclusive provider, read the details carefully. Learn how you are billed for the equipment and plan equipment use accordingly. Some companies have 4-hour minimums; some charge a flat fee for each meeting; some charge for each day the equipment it in the room. See if labor costs are included with equipment or if labor is billed separately. If separate, how much is labor? Ask the supplier to bill you to minimize your costs.

Be sure to check references. It is critical that the supplier be qualified and familiar with the facility. It won’t matter how much money you save if the company can’t deliver the proper equipment on time. Make sure the company will have at least one technician (depending upon the size of your meeting, it may be more than one) on-property throughout your meeting. This person should be available to you via phone or radio at all times to troubleshoot, supply additional equipment, etc. And, be sure to check that their inventory will include your requirements and additional equipment to cover last minute orders or malfunctioning equipment.

If possible, assign program rooms based on equipment requirements—all programs requiring LCD projectors in one room, all programs requiring phone lines for Internet in one room.

Good Idea - Computer Rental SavingsConsider developing a policy that requires speakers to bring their own laptop computers. Most speakers using Powerpoint or Internet make presentations often and usually from their own laptops. On-site, even after a rental laptop is ordered, delivered and paid for, often a speaker will have set-up their own because they are worried the equipment will not be delivered on time or that they will be unfamiliar with it. Most speakers are willing to “bring their own” as long as they are told there will be a back-up if their equipment fails. This will save the association money and time. (Double check that this is permitted at the facility you are using.)

This will save on equipment needed and on labor costs. Once they have seen your agenda, a good AV/computer company will help you by suggesting ways you can save money so be sure to get them your program specifications as far in advance as possible. This will also give your suppliers time to check that what you’ve ordered will work in the rooms you’ve assigned.

Your planning process will include deadlines for ordering equipment. Stick to them. You should know early (at least 4 months out) what equipment you will need. Don’t overspend AV and computer budgets with lots of late requests. In most cases, program organizers and speakers should know early what equipment is required.

On the other hand, it won’t hurt to double check, time permitting, with all speakers 2-3 weeks prior to the meeting to make sure they will use the equipment ordered. Sometimes equipment is ordered “just in case.” There is nothing more frustrating than to see equipment sitting unused, knowing how much that equipment costs.

AV/Computer Checklist Review previous year’s equipment requirements. Determine AV and computer policies and budget restraints (board approval). Request AV and computer requirements from all program organizers. Investigate facility rules and requirements. If possible, issue AV and computer RFP’s. Evaluate RFP’s and select company or if exclusive, carefully review costs and inventory. Prepare detailed schedule of equipment needs with room assignments. Include sufficient

set up time. Double check with speakers or program organizers regarding equipment. Be sure AV/computer companies have adequate inventory and have on-site contacts. Check room set-ups at least 1 hour prior to event. Have several volunteers scheduled to assist on-site.

Registration ProceduresFirst impressions count! A smooth-running advance registration connotes a well-organized conference. Some advance registration basics: Pre-register as many as possible (See Appendix G, Sample Advance Form.)

Good Idea - MicrophonesUsually the facility (not the AV supplier) provides microphones. This cost can add up quickly. Check with the facility on which rooms may not require sound (business meetings and small programs). For panel discussions, it’s usually not necessary that each speaker have their own microphone—they can share. Unless absolutely necessary, discourage the use of lavalier or cordless mics--they are extremely expensive. Aisle mics are sometimes ordered for audience questions. If the room isn’t large, they aren’t necessary. If the room is large, order no more than 2. People can share. Or, consider asking the audience to write questions during the discussion, pass them to the moderator and have the moderator read the questions from the head table.

Advance register attendees electronically if at all possible. This will save your staff/volunteers data entry time and postage for returning confirmations.

If electronic registration is not possible, mount registration form on your web page (along with entire preliminary program and exhibits list) so form is available at all times.

Make sure your registration form (paper and electronic) is clear, accurate, as easy to use as possible and captures all necessary data. (See Appendix G, “Collecting Marketing Information From Your Conference Registration Form.”)

Whether you use electronic registration or paper, plan for how processing will be handled. Monies must be collected and deposited, reports on registration, special events, etc. tabulated, badges printed, confirmations sent.

Consider mailing badges and tickets in advance. Though everything will need to be ready sooner and mailing costs will increase, this will decrease stress on-site as most attendees will simply need to pick up program and badge holder. There will be those who forget their badges/tickets. Consider charging a fee for replacements.

Some on-site registration basics: Map out the registration area carefully. Enlist the help of your decorator and review past

practice. What were the problem areas? Have written registration procedures and arrange for training for all registration staff—

paid and volunteer. Pack sufficient supplies and determine computer/printer use. Determine how and when registration receipts will be tabulated and deposited. A quiet

lockable room is recommended. Review accounting procedures with association accountant or treasurer.

Designate a registration manager who is in charge whenever registration is open.

Registration Checklist Review previous year’s registration procedures. Investigate electronic registration, if appropriate. Consider using a professional registration company. Prepare draft registration procedures and forms. Establish refund, check and credit policies. Determine security and accounting procedures. Develop ticket sales policy. Develop speaker/VIP registration procedure.

Good idea - Registration Counters1. Guidelines for determining how many pre-registration counters to set up:

* Less than 1,000 attendees - 1 counter per 300 people * 1,000 to 2,000 attendees - 1 counter per 400 people * 2,000 or more attendees - 1 counter per 500 people

2. For the correct number of computers and printers to handle on-site registration demands, know the number of people expected to register on-site on the busiest day.

3. For simple registration forms, have one computer and one printer to support every 75 to 100 on-site registrants expected that day. For more complex registration forms, order one computer and one printer to support every 50 to 75 on-site registrants expected that day.

Develop message system. Determine registration location and floor plan. Determine registration hours. Don’t forget pre- and post-conference events and exhibits

registrations. Order furniture, telephones, computers, electrical, signs. Double check with Local committee and/or convention bureau that sufficient local

information is available on the Internet and on-site. At least 6 months out, have Local Arrangement Committee (or host library) create a local

information web page to link to association web page. Select registration personnel and designate registration manager. Establish registration staff/volunteers schedule. Develop registration instructions for registration staff. Prepare registration packets. Check that adequate supplies are ordered—be sure to have sufficient badges and badge

holders. Develop receipt forms and be sure to pack with registration supplies. Inventory VIP ribbons and order if necessary. Train registration and information staff. Secure registration receipts and accounting of registration monies.

Housing, Transportation and SignageFor conference attendees staying at hotels, reservations will be made either through a housing bureau, travel agency or directly with the hotel(s). Be sure housing information is included in the preliminary program and on the web page. Get regular updates on housing from your housing agency so you can monitor hotel use.

The association may need to make housing and airline reservations for VIP’s and speakers. Be sure to confirm arrangements early with these individuals. The association’s travel agency should provide the conference manager with travel itineraries for all major speakers. Make sure everyone has instructions on how to get to the conference site and registration. These should be included in the preliminary program, web page and in all written confirmations. If your group will include many locals, be sure to include detailed parking information and costs.

If you will require shuttle buses, make arrangements early. If there are a few bus companies offering services, prepare an RFP. It should contain your dates, location, hotels and number of sleeping rooms you have at each, peak time for shuttle service, overall program and days service will be required. You may want to use the same company for tours and shuttle services. Work with the bus company to keep costs down. Consider running buses only early in the day and in the afternoon. Provide attendees with accurate, easy-to-understand shuttle information and schedules. Try to obtain vendor support for shuttle service. Or, even earlier, negotiate with the convention bureau for free or discounted shuttle service as part of site negotiations.

Sign requirements should be determined early. Work with your decorator and building staff on where signs are needed and on positioning. Directional signs should be read and understood in seconds. Attendees need to learn the layout of the facilities quickly.

Create signage that informs them of the location of meetings, exhibits, registration. Position signs carefully but don’t glut the building with unnecessary signs. Do create signs for major conference events (receptions, general sessions, etc., and be sure to list sponsors where necessary). Have as many signs as possible made in advance and shipped to the site. Making signs on-site is expensive.

Conference Supply ListThis checklist contains supplies to bring to the conference. You may need to pack a few separate inventories: one for registration, for offices (show, exhibits), book store, etc.

Magic markers (many colors) Pens and pencils (several boxes) Masking tape Scotch tape Packing tape Staplers, paper clips Post-its Association membership forms, brochures, etc. Blank card stock (for signs) Scissors Razor or penknife for opening boxes Paper clips (several sizes) Tacks or push pins String Plain bond paper Letterhead Note pads Pencil sharpener Envelopes of various sizes First aid kit Baskets or bowls (for raffles) Badges and badge holders Association policies and procedures Computer supplies

Good Idea - Program Database Creating/using a database for conference programming can be challenging (the perfect canned software tailored exactly to your meeting doesn’t exist) but it can be a lifesaver. A database that captures all program information (description, speakers, AV/ computer, room set up, date and time of program, etc.) can be a lifesaver. Reports can be generated for room set-ups , AV/computer; copy for program books, conference signs, etc. The base can be used to schedule, assign rooms, keep track of AV budget, etc. If your conference has over 30 programs, it is worth considering.

Exhibits

Well-managed exhibits are critical to the successful conference. Exhibits provide librarians with information about products and services they already use and introduce them to new products. The conference schedule must allow adequate time to visit the exhibits. Exhibits should be located conveniently to programs and registration. Information about who is exhibiting, with booth location, must be available before and during the conference.

You may wish to appoint exhibitors to boards or committees. These appointments will function to open communications between members and exhibitors. Exhibitors who are active in the association can help you plan your exhibits and will provide a different prospective on conferences.

To market your exhibits, start early. Mail exhibit information (prospectus, application and contract and floor plan) 9 months-1 year in advance. Your prospectus should tell exhibitors who attends the conference and what they buy. For this reason, you should be collecting demographics about your librarian attendees (purchasing power, authority to buy, products they will be purchasing, etc.) to include in the prospectus (see Appendix C for sample survey). Include a list of exhibitors from past shows. Budget permitting, include exhibit hall photos from previous conferences.

Make exhibitors aware that your conference schedule contains plenty of time (and activities) for attendees to visit the exhibits. Survey exhibitors from past shows (see Appendix C). Consider including quotes from those surveys in future mailings. Mail to all previous exhibitors and use a database to maintain exhibit list and add new prospects. Ask committee members to add to your list of prospects, based on their suppliers and exhibitors they may see at other library conferences. Check the web pages of other associations for new prospects too.

As exhibitors sign up, add company names to your web page. For a fee, offer to a link from your web page to theirs. Keep exhibitors informed through regular mailings (electronic and paper). Consider an electronic exhibitor newsletter for sending updates, and deadline reminders. Show your appreciation to exhibitors publicly and privately. Have association board and conference committee members walk through the exhibits during the show, thanking representatives. A written thank you after the show (and announcing future show dates) is a good idea too.

Making booth/table assignments is a delicate task. Most associations assign booths based on seniority, date received or some combination of those two. Be sure exhibitors know what the criteria is and keep careful records. The exhibitor application form should request a minimum of five preferred locations and should ask exhibitors which companies they prefer to be close to or far from (competitors often do not want to be placed near to each other). If you there are two or three options for an exhibitor, call them up and ask which they prefer. They will appreciate the call. Once the bulk of the assignments have been made, send prompt confirmation of booth location.

Some exhibit managers assign booths for the next show at the current conference. Typically, assignments are done from the exhibit manager’s show office. A large floor plan for next year’s conference is posted. Exhibitors are invited to the office in order (based on whatever system of assignment is used) and select their future location from the plan. This allows exhibitors to take a pro-active approach selecting booths and removes the mystery from the process. It allows you to build on a successful conference and generates interest in next year’s meeting. Additionally, it will save some administrative time and allows you to budget more accurately. Full payment on booth space is usually not required at this time. A deposit is taken, with deadlines for partial and full payments, along with a confirmation, distributed.

The Role of the Decorator/ContractorA show decorator or general contractor is responsible for: warehousing exhibitor freight before the show and delivering it to an exhibitor’s booth; coordinating move-in and move-out; managing the exhibit floor plan including marking the hall, pipe and drape and carpet; furniture and lighting rental; preparing and mailing the exhibitor service kit; providing and hanging signs; interfacing between exhibitors and building labor on booth set up and on services such as electrical, Internet, water, lighting; operating a service desk during the show; general troubleshooting before, during and after the show; shipping freight out at the close of the show. The decorator also moves the association freight (registration, office, bookstore) and sets these services up. The decorator helps you develop the “look” of the conference by designing the registration and exhibit areas and signage. A good decorator is a blessing; a bad one can be a nightmare for exhibitors and for you.

You may have your own decorator who moves with you. Or, you may change decorators depending upon the site. In smaller cities, there may be only one local company that handles everything in the convention center or hotel. In larger cities, the decorator options are greatly increased and there is great competition between decorators.

When comparing decorator proposals, consider:How much exhibitors will be charged for moving freight (get copies of the order forms

that will be placed in the exhibitor service kit)What discounts the association will receive (on registration and store set up, on signs and

furniture, on freight movement, etc.)What are the decorator’s graphic arts and sign shop capabilities?How familiar are they with the facility?As always, get references and check them out.

SecurityMost convention centers and hotel will require that you order security to monitor the exhibit hall (and perhaps registration and bookstore areas) overnight and to check badges. The amount of security depends upon the facility—it’s configuration and rules—and the size of your conference. Though most buildings have their own security departments, they will not take responsibility for theft from your show. Ask your building contact or your decorator for security companies most often there. Contact them for a proposal. You should provide the dates and location of your meeting, number of attendees and booths, hours of exhibits and meetings, areas of the facility you will be using (include your exhibits floor plan) and

location of registration, bookstore and offices. Proposals will outline schedules, number of guards and stations. If there is a great disparity between proposals, check with your decorator. Your goal is to have a secure building but not over-staff. Some buildings may also require you hire an EMT. Your security company or the building will recommend companies to use. Be sure to give staff and volunteers information on how to contact emergency medical help, whether

Promoting the Exhibits to Librarian AttendeesA conference with fantastic programming but empty exhibit halls cannot be considered a success. You owe it to your exhibitors, who have spent much time and money, and to your attendees to promote the exhibits. Some things you can do: Provide complimentary passes to the exhibit hall. Dend a supply of passes to each

exhibiting company to send to their customers. If your budget requires it, charge a small fee for the exhibits-only passes.

Hold as many meal and special events (coffee breaks, receptions, drawings, Internet stations, cafes, etc.) as possible in the hall. Make sure stations are spread out evenly to encourage even traffic.

Make sure each exhibitor’s listing in the program is accurate on your web page and in the program book. If you publish a show daily (newspaper distributed on site), list all exhibitors each day it’s published.

On your web page, in confirmation mailings, in the preliminary and final programs, at each program during the conference, encourage people to visit the exhibits; print tips for visiting the exhibits; emphasize the educational value of your exhibits.

You may want to sell mailing labels of advanced registered attendees to exhibitors. Include an order form for this in the exhibitor service kit. Encourage exhibitors to market to your attendees too.

Exhibits Checklist Review requirements and location for your exhibits with convention center or hotel Select decorating company. Work with decorator on floor plan. Consider where main entrances will be; allow room

for events (coffee breaks, Internet rooms, etc.) Determine exhibit hours. Determine booth rates and confirm with executive committee. Work with decorator on exhibit hall and registration décor. Determine exhibit policies and practices with executive committee. Prepare exhibitor prospectus, application, contract form and distribute. Assign booths, send confirmations. List companies with booth assignments on web page Arrange for security. Monitor decorator’s progress with service kits and other work. Arrange for staff in the exhibit area during set-up, all open hours and during dismantling. Set up exhibitor registration (badge forms for exhibitors should be included in service kit) Prepare exhibitor list for conference program. Distribute exhibitor evaluations. Hold sign up for next year’s conference at this year’s conference.

Publicity/Public Relations

You have a great conference planned--dynamic sessions, spectacular site. You anticipate high attendance. It may not happen unless you tell people about it! How do you spread the word? Your publicity committee and staff should be involved from the start. All committees—program, exhibits, registration—need to keep the publicity committee informed. Ask committee members to promote the conference to their colleagues.

General guidelines for conference promotion1. Know your audience and keep them in mind as you consider promotion 2. Target new audience(s) and means of promotion (e.g., mailers, Internet, fax, etc) for

increased attendance.3. Determine your promotion budget.

The publicity committee begins by identifying the conference audience. Include members, of course, but also let former and non-members know about the conference. The conference is one of the most visible membership benefits of your association. Plan your promotions well in advance. Publicize the date and site early and often (make the conference a major feature of your web page and in your newsletters).

As soon as speakers are confirmed, use the opportunity for a press release. Piggy-back on association mailings (renewal notices, newsletters, e-mailings). Start the promotions eight to nine months ahead of time. As the conference develops, release information on your web page and in newsletters. Your best market is local, so ferret out library staff newsletters, system/consortium newsletters, and state library agency communications, and keep them informed.

Promotion pieces should have visual impact, be attractive and accurate. You may want to hire a graphic artist to develop a conference look. Depending on the art, a conference logo may have fund-raising opportunities. Posters, mugs and t-shirts with the logo can be sold at the conference.

Publicity Check List Identify promotion program that will create convention interest and involvement Prepare promotion schedule. Develop promotion kits. Schedule promotion events. Seek print, web, radio, and television coverage.

Conference promotion sometimes includes public relations, and other times there is a separate committee/individual to deal with the media. Identify the conference elements that are newsworthy and have public appeal. Are you presenting a major award? Is there a

controversial session on Internet filters? Will the exhibits feature some high-tech products? Prepare a variety of 1-2 page fact sheets on speakers and issues.

Get a PR handbook for tips on writing press releases and dealing with the media. If appropriate, develop a press release template for use by speakers and conference participants. Home-town newspapers will frequently use a press release with a “local” name.

Set up a press office at the conference. Have a separate phone/fax line and make sure it is staffed. Prepare press badges for media. The press room will serve as a resource to the media (providing press kits, press releases and work space). Make conference VIP’s (association president, conference committee chair) available for interviews.

PR Checklist Identify media (web, newspapers, magazines, radio and TV) Prepare media kits. Develop conference fact sheets. Determine media attedance policy for all events. Staff media office with professional, information people. Arrange for coffee/beverage in press office. Acquire speech texts, bios, photos, of speakers. If necessary, hire a photographer.

Business Meetings

Many associations conduct an annual conference business and membership meeting. This meeting should be incorporated into plans from the start. The business meeting is treated as a “program” session. The same planning –size of audience, room set-up, AV—that you use for your program sessions should be used here. You’ll need to send the same communications/forms to the coordinator of this meeting as you send to the program-planning committee members. Establish responsibilities early.

Will the meeting have a no-conflict time? Since the purpose of a no-conflict time is to increase attendance, don’t schedule the meeting during mealtimes, early in the morning or after 6:00 p.m. Depending on the substance of the meeting, allow time for debate. IF there is a controversial issue or change in structure, you may want to allow extra time.

Know the by-laws. How may constitutes a quorum? What reports are required by the by-laws? What reports are traditionally given? Are written copies of reports made available? Notify anyone who has to give a report in plenty of time to prepare and copy it. Have the “rules of the meeting” photocopied for all members attending.

Will a parliamentarian be required? Who makes these arrangements? If a parliamentarian is not used, make sure that someone is responsible for bringing the association’s constitution and by-laws, Robert’s Rules of Order and a gavel to the meeting. Have staff or volunteers ready to serve as quorum- or vote-counters. If the meeting must be recorded, make those

arrangements. Make sure any guests who are to be introduced are aware of these plans and are in the room at the right time.

Beyond the association-wide business meeting, an association’s sections or committees may need to hold business meetings as well. Be sure policies and procedures regarding the scheduling of these meetings are communicated. Business meeting chairs should receive all forms and complete them so that rooms will be scheduled and meetings will be listed in the conference program.

Business Meeting Checklist Estimate length of meeting and determine time and date. Request items for the agenda from all committees and the board. Notify those responsible for reports. Notify guests and VIP’s if they are to be introduced. Arrange AV, if needed. Be sure meetings are listed in conference program. Arrange for Parliamentarian and recording, if needed. Set agenda and make copies. Photocopy “Rules of the Meeting.” Recruit tellers and counters. Bring association constitution, by-laws and parliamentary authority. Check room set-up.

Planning the Conference Program

Post-conference surveys consistently rank quality programming as the number-one reason librarians attend conferences. The program—theme, speakers, content—is the heart of an association’s conference.

The primary concern of conference planners: How to design a program that will attract the maximum number of participants and that will meet their educational expectations? Some points toward achieving this goal: The conference schedule must be balanced. There must be a good programming mix

balanced between exhibits, social events and business meetings. The conference must meet the needs of a varied audience. New to the profession,

seasoned veterans, directors, support staff, exhibitors, trustees. There must be something for everyone.

Speakers must be excellent, with a balance of local and nationally known speakers who are able to address a range of issues for people at varied levels of experience.

The conference must be well-organized, accessible and comfortable. Regardless of how great the program is, if no one can find it, it won’t matter.

There are no easy answers to ready-made solutions to the challenges of conference program planning. This segment of the guide offers some guidelines to aid planners.

The Program Planning ProcessNo matter who does it, there are certain steps that must be carried out to assure a well-managed, successful conference program. These are: Needs analysis: to determine the needs or purposes. Setting objectives: to articulate the desire outcomes. Adoption: to get agreement and support from all those who will be responsible for

planning the conference program. Design: to analyze, plan and draw up alternative program strategies. Organization: to develop, acquire, and assemble the necessary facilities, materials,

equipment, and personnel to put on the program. Installation: to organize all the components into the conference. Operation: to maintain desired performance levels. Evaluation: to collect data and provide confirming or corrective feedback on the

relevancy, effectiveness, and efficiency of the functional areas, program, or elements.

Details about each of these steps are below:

Needs analysis: Analyzing needs is the most difficult but important part of a planners job. Needs analysis is the beginning point; it provides direction and answers the question: “Why?” Conference are held for the following purposes: As a major benefit of membership To conduct organization business To transmit new information To exchange experiences and ideas To promote the image of libraries and librarians To make contacts. To meet socially with colleagues. To generate revenue for the association. To recruit new members.

Determine which of these are best for your association and then consider each purpose carefully when planning every phase of the event.

Participant needs include: The need to have clearly identified objectives and outcomes for the event and for each

session. The objectives specify observable and measurable behaviors for participants and even for committee members

The need to have their interests and expectations addressed at the event. The need to receive information or learn through participation. The need to have impact on future changes through a process of evaluation.

The process of needs analysis begins with questioning organization members to identify problems that they encounter. Those problems are then turned into objectives.

Setting objectives: Objectives are the expected outcome of an activity. Setting clearly articulated objectives early on helps get agreement on what is to be accomplished. Setting objectives helps: Set the direction for each activity and assist in selecting resources. Get agreement and commitment because objectives are clearly stated. Provide the basis for evaluating the progress and the result of the planning effort.

Objectives are a series of specific statements that identify the results to be achieved, when, and by whom in order for a goal to be accomplished. They are quantifiable and observable achievements. Conference planners will have two types of objectives: planning objectives will specify the outcomes for the overall conference; session objectives will provide specific outcomes for each event.

Adoption: Getting commitment is the next phase. Identify everyone whose support is ncessary for conference success, the type of support needed and barriers to getting it.

Design: Once you have identified both the needs ad the people to be involved, you can design your strategies to meet the needs and get adoption.

Organization: Once you have a plan, identify the people and resources to carry it out.

Installation. Develop a comprehensive schedule that shows all activities and deadlines form start to finish. Make sure everyone responsible for meeting deadlines has the schedule with indications of the tasks each must accomplish.

Operation: Once all the planning is underway, monitor progress to make sure that desired performance levels are being accomplished. Manage, motivate and arbitrate. Stay in touch with the key planning people. Keep everyone informed of progress, changes and problems.

Evaluation: Evaluation is not done at the end. If it is to be successful, evaluation must be a continual process. Scrutinize plans and progress frequently.

Planning Individual Programs/EventsThere are three types of individual events that must be planned: programs, special events (e.g., banquets, awards programs, opening general sessions), and tours. This section outlines tips for planning each type of event.

Planning ProgramsThe process of planning effective conference programs uses the principles of continuing education planning and is similar to the process used to plan the overall conference. Here is a summary of the steps:

Define target audience: decide who you want to attend your program. Needs assessment: determine the needs of your audience. Objective setting: define the specific results that are to be achieved by the program.

Examples of learning objectives for programs might be:

By the end of the session, each participant in the program will write an activities list with at least six items and set priorities for each item using the ABC technique.

By the end of the program, participants will be able to develop a "Plan to Plan" for the library's planning process.

By the end of the preconference, each participant will be able to identify four types of needs assessment.

Selecting program format: deciding the best strategies to achieve the objectives. Developing budget: determining the costs associated with the program format

selected to achieve the session's objectives. Implementing the program: selecting and briefing presenters, making all

arrangements for facilities and equipment, arranging for all details of the program presentation, promoting the program, preparing any materials, selecting facilitators to assist in all phases of the program presentation, coordinating the program presentation, and carrying out all follow-up activities.

Evaluating the program: assessing the planning process and gathering and analyzing information to help determine whether or not the program meets its objectives(s).

Planning Special EventsThe process for planning special events is basically the same as planning any other type of program. What are you trying to achieve? What is the best way to accomplish objectives? What activities and tasks must be carried out to plan a successful event? The association staff and members or event coordinators are sometimes available to plan to music, entertainment, decorating, and other details. Keep in mind that hiring professionals to plan events can be expensive.

Consider finding sponsors for special events. If you do plan to ask a firm to help pay for an activity, select them before plans are too fully developed. Consider finding local and/or library sponsors for all or parts of an event, keep them involved in the planning and promotion, and be sure to give them credit and thanks.

There are options to determining the location for these activities. Banquets, dances, and receptions are often help in the conference hotel. The benefit is that the meeting space is (usually) free, catering service is available and transportation is not a problem. Off-site venues are challenging but can be more interesting and exciting for attendees and sponsors may prefer them. Planning for off-property events should consider location, cost, transportation, insurance, catering.

There are a variety of sources for ideas for entertainment: Check with hotel catering staff for suggestions. Let the local planning committee identify local venues, bands and entertainers. Include exhibitors with “entertainment” products in some events.

Most special events will require tickets for admission. Remember to include processing costs for tickets into the budget. Determine early the schedule and process for selling tickets. Also

determine what your maximum and minimums are and keep track throughout the sales period.

Planning ToursNew libraries, bookstores, historical sites, and especially interesting local venues offer an opportunity to plan tours that are of interest to attendees. Before scheduling tours, check on transportation, available support and insurance. Be sure to integrate tours into the overall conference schedule (so they do not conflict with other conference events).

A reliable tour company will often combine standard packages (museums, zoos, etc.) with special interest tours. Make sure your association is not financially responsible for a tour that does not have adequate registration. Have the tour company take responsibility for transportation and all logistics. If your association handles ticket sales, consider adding a small processing fee to each ticket (in addition to fee charged by tour company) so the association’s costs are covered.

Include full information on tours in the preliminary program and web page. Require pre-registration for all tours. Include details about where the tour will begin, when it will return, etc., in confirmations.

Speakers SelectionProgram planners often must identify speakers, make arrangements with them, provide preliminaryinformation for them, and make sure they arrive at the right spot at the right time. Here is a list of the tasks to be carried out to assure everything works well from start to finish:

Selecting speakers: make sure that you have the right resource people to achieve the program objectives. Check several references to guarantee that the person has the skills and background you are seeking. Develop a profile of what you are seeking. Sources of information on speakers may be:

People who have heard the presenter at another conference Other state and national association staff and program planners Continuing education planners at other libraries, the state library, or in other

states Audio or video tapes of speeches Speakers bureaus (see resources for web page speaker information)

Contracts & agreements: Make sure that you have a written contract or letter of agreement with each speaker. Here is a list of the topics that should be covered in any cover letter and agreement (see Sample Letter of Agreement, Appendix I):

event title, dates(s), and location date and time of the person's presentation at conference

Good Idea - Great Hospitality!The Texas Library Association has a Hospitality Committee that is assigned responsibility for conference speakers and guests, including: airport pick-up for each guest; guest badges and other identification; hotel registration; escorting guests to the conference site and other events; making sure that each guest receives gift and hospitality baskets; ensuring that each guest’s conference experience is a pleasant one.

background information on your organization and conference(include a brochure, web page information)

estimated size of the audience fiscal arrangements: honorarium and/or expenses and how they are be paid,

whether the conference fee will be waived title, address, phone, fax, and email of speaker and (if necessary), their staff.

Also emergency phone information (if speaker is late to presentation, who to contact)

state how room will be set up; request equipment speaker will need request biographical sketch & picture ask for details regarding handouts

Closer to the conference, you will want to provide speaker with: a current agenda, including names of other speakers and topics room assignment for program and staff/member contact information onsite information on housing, meals, airport pickup arrangements, directions, and

maps where to meet contact people, get badges and program, etc. expenses form and evaluation form

Hospitality: Most speakers appreciate having background information about the conference and conference city. Be sure to provide them with a packet of this information.

On the day of arrival, have a welcome packet for speakers with information about when they are to be picket up or how to get to the meeting room; names and phone numbers of contacts; conference schedule (they may want to attend or visit exhibits); program, badge.

Program Organizers/FacilitatorsFacilitators should be selected for each program to carry out the following responsibilities:

Introduce speakers Check room set up and AV Escort speakers as needed Hand out materials, evaluations, etc. Welcome attendees as they enter/answer their questions Encourage on-time start and conclusion Other duties as needed to assure a smooth-running program.

SPEAKERS CHECKLIST Finalize speakers' selection. Assign conference escorts from arrival to departure. Request equipment information Provide room information Order equipment needed Arrange (or request) hotel accommodations if necessary

Obtain biographical and speech material. Inform PR and Publicity Committees as needed Prepare copy for preliminary and final program books Prepare Moderator's and/or Chair's scripts. Pre-register speakers. Arrange appropriate hospitality for speakers (e.g., flowers or refreshments in room). Conference, program, kit and event tickets. Rehearsal time and facilities. Payment arrangements. Personal thank-you letters.

Resources

PublicationsAdult Learning in Associations: Models for Good Practice, by Clifford Baden, 1998, American Society of Association Executives (ASAE). Good information about program design, presentations, format and description.

Conferon Guide to Meeting Management, by various authors. A compilation of articles about all facets of meeting planning including site selection, hotel negotiation, contracts, marketing, registration, and more. If you can buy only one publication about meeting planning, this should be it. Brief (112 pages) but full of information. Published by and available from the Professional Convention Management Association (see below for PCMA information). Managing Continuing Education Programs, ASAE, 1996. A compilation of articles about programming including marketing, program design, curriculum development, instructional methods, alternative delivery, evaluation, staffing, finances and legal issues.

The Association Educator's Toolkit: Your Guide to Developing, Implementing, and Evaluating Association Education Programs, Edited by Kimberly K. Shambrook, 1995, ASAE. Information about planning, marketing, implementing and evaluating education programs. Also contains a chapter about certification and accreditation programs and one about educational technology. Full of sample forms for evaluation, budgeting, program planning, site selection, meeting planning.

Professional Meeting Management, Third Edition, Edited by Edward G. Polivka, 1999, Professional Convention Management Association (PCMA). Provides a wealth of information about the meetings industry. This 800-page reference book includes new topics, such as the Americans With Disabilities Act, green meetings, small meeting management, technology, and ethics. Written by experienced industry professionals, this reference is the quintessential text for the modern-day meeting manager.

The Meeting Manager’s Food & Beverage Guide, 1999, PCMA. Lots of good, detailed information about planning meal functions.

Association ResourcesAmerican Library Association (ALA), 50 E. Huron St., Chicago, IL 60611, phone: 1-800-545-2433; www.ala.org. American Society of Association Executives (ASAE), 1575 I St., NW, Washington, DC 20005-1168, phone: 202-626-2748; www.asaenet.org. ASAE is the primary association for association executives. Most of its web page is accessible only to members. Anyone interested in gaining more information about general association management might consider joining.

Professional Convention Management Association, (PCMA), 2301 S. Lake Shore Drive, Suite 1001, Chicago, IL 60616-1419; Phone: 312.423.7262; Fax: 312.423.7222; Fax-on-Demand Service: 877.495.7262. PCMA is one of the best of the associations for meeting planners. Web page is open to members and non-members and is full of great information.

American Society for Training & Development (ASTD), 1640 King Street, Box 1443, Alexandria, Virginia, 22313-2043; Phone: 703-683-8100 or 800-628-2783; Fax: 703-683-1523; web address: www.astd.org. An association for educators and CE trainers. Must be a member to access most information on its web page.

Web ResourcesYou can probably get all the meeting and program planning information you need from the web. Here are some of the best web sites for finding that information.

www.pcma.org Especially the Industry Toolbox which provides planning checklists for negotiations, site selection, program planning, along with sample contracts for speakers, Internet, etc. PCMA’s monthly journal, Convene, is also on-line and searchable. www.mpoint.com Includes resources for contract negotiations, legal information, food and beverage, AV and much more. Very detailed, extensive information.

www.ala.org Web page of the American Library Association and your link to other state chapters. Check ALA’s web page for conference information (ALA conferences and general information) and for links to other state associations. It’s always a good idea to see what your colleagues are doing. You’ll get great ideas and have an excuse to call (and perhaps meet) a state association peer.

www.txla.org And, speaking of state associations, Texas holds the largest of the conference of the ALA chapters and has a reputation for quality and hospitality. Review the web page and other publications (including preliminary program, exhibitor info, etc.) for tips and information on just how a well-run state library conference happens.

www.asaenet.org Web page of the American Society of Association Executives, and to access most information, must be a member.

www.meetingnews.com Web publication based on paper periodical. Highlights meeting planning issues, provides good general resource information

www.meetings-conventions.com Another web publication based on the original paper periodical. A good source of general information, legal opinions and developments

www.tia.org Web page of Travel Industry Association of America provides some good information about the economic impact of conventions; forecasts travel trends.

www.nsaspeaker.org Web page of the National Speakers Association, provides tips for selecting the right speaker and offers an online list of speakers.

www.gesexpo.com Web page of the nation's largest decorating and expo company, GES. GES Exposition Servic’ss online Exhibitor Kit has been available to exhibitors at shows handled by GES. For general information about what decorators do and how they assist exhibitors, you might want to view this page.

APPENDIX ASample Conference Skeleton Schedule

2001 Chapter Conference

Day, Date varies Tours8 a.m.-2 p.m. Registration (exhibitor reg open till 5p)8 a.m.-5 p.m. Exhibitor move-in9 a.m.-5 p.m. Preconferences

Day, Date 8 a.m.-noon Exhibitor move-in9 a.m.-1 p.m. Tours/preconferences8 a.m.-6:30 p.m. Registration2-4 p.m. Opening General Session 4 p.m.-6:30 p.m. Exhibits Open/Reception7:00 p.m. Conference Committees Dinner

Day, Date 7:30 a.m.-5:30 p.m. Registration8:30 a.m.-9:45 a.m. Program Slot 19:30 a.m.-5:30 p.m. Exhibits Open9:45 -10:30 a.m. Exhibits No-Conflict (coffee)10:30-11:45 a.m. Program Slot 2noon-1:45 p.m. Author Lunch2-3:15 p.m. Program Slot 33:15-4 p.m. Exhibits No-Conflict4-5:15 p.m. Program Slot 46:00-8:30 p.m. Special event

Day, Date 7:30 a.m.-4 p.m. Registration8:30 a.m.-9:45 a.m. Program Slot 59:30 a.m.-4:00 p.m. Exhibits Open9:45 -10:30 a.m. Exhibits No-Conflict10:30-11:45 a.m. Program Slot 6noon-1:45 p.m. Author Lunch2-3:15 p.m. Program Slot 73:15-4 p.m. Exhibits/No Conflict 4-9 p.m. Exhibitor Move-out4-5:15 p.m. Program Slot 85:30-7 p.m. Conference Reception

Day, Date 8 a.m.-noon Exhibitor Move-out8-10 a.m. Registration8:30-9:45 a.m. Program Slot 9 10-

11:15 a.m. Program Slot 10 11:30 a.m.-12 noon Closing Session

Notes about schedule here:

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APPENDIX B

STATE LIBRARY ASSOCIATION2000 ANNUAL CONFERENCE--DATES

CALL FOR PROGRAMS

City will be the site for LA’s Annual Conference, dates, 2000. We hope to provide a stimulating program that is responsive to our members’ information needs.

We are inviting LA leaders and others to prepare proposals for giving programs at the conference. This is an important opportunity to share professional expertise and ideas, and your participation is truly needed to make the conference top-notch.Is there a program that you and your colleagues would like to coordinate or have you attended a terrific program that you would like to bring to our conference? If so, please complete this proposal packet. All ideas are welcome! More than one program proposal can be submitted, but please submit each proposal on a separate proposal form. All program proposals will be reviewed by the Conference Program Committee in early 2000.

Please note: as the program proposer/organizer, you (or someone you designate) is responsible for developing the program idea, contacting potential speakers and confirming their participation, and submitting the proposal form by deadline. If your program is accepted, you are responsible for providing LA with information as requested by deadlines, and for re-confirming with your speakers all program details as they become available (date and time of program, location, general conference information). You also responsible for designating a moderator who will introduce speakers and moderate program on-site. If you are the moderator, be sure to designate someone else to assist on-site at the program (greet speakers, check audio-visual in advance, handouts, etc.).

The standard room set for all programs is theater style with head table set for 4 with podium, 1 mic at podium, 2 table mics (if room size requires them). Please refer to the attached speaker eligibility reimbursement chart when completing your proposal. Thank you.

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2000 CONFERENCE PROGRAM PROPOSAL FORMConference Dates

Form deadline:

This form must be used for conference program and preconference proposals.

A. Basic Program Information

TITLE/DESCRIPTIONPlease provide a suggested title and description (50 words or less) of the proposed session. Creative, interesting and informative titles and descriptions are most favorably viewed by the proposal review committees and prospective program attendees. Do not include presenter names, abbreviations, or acronyms. If the program is accepted, this description will be used in promotional materials and may be edited for style and clarity by PLA staff.

TITLE:

DESCRIPTION:

PROGRAM SUBJECT CATEGORY

Using the list below, please check no more than three subject categories under which your program might be categorized, circling the choice you feel is most appropriate.

Administration Collection Management Research/Statistics Adult Services Customer Service Special Populations Advocacy/Legis. Fundraising Staffing/Staff Development Author/Literary Marketing/Public Relations Strategic Planning Budgeting Politics/Networking Technology Buildings Readers’ Advisory Trustees/Friends/Volunteers Children’s Srvs Reference Services Young Adult

OBJECTIVES

Please identify three (3) objectives for your session. Objectives should use active verbs, be concrete, and state what the program participants should know or be able to do; they should not simply repeat topics that will be addressed. Objectives should begin with the phrase “At the end of this program, participants will . . . .” (Examples: “…participants will be able to identify ten threats to library security…” “…participants will be able to implement outreach programs to reach minority adults in their communities …”). Objectives should be achievable and realistic given the length and scope of the proposed program.

1.2.3.

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TARGET AUDIENCEAll programs proposed are considered for their ability to attract and educate library administrators and staff. If the proposed program is targeted toward a different audience or librarians with particular interests, please use the space below to explain.

PROGRAM FORMAT

Please check the format that will provide the best educational experience for participants. If more than one format is identified, please explain below.

single speaker small group discussions single speaker with reactor panel hands-on exercises panel presentation debate

Other/Explanation:

Check the appropriate box if this proposal should be considered as a preconference program: 1 day 1½ days

MISCELLANEOUS

Has this program been submitted for consideration at another conference or event? If so, describe:

Has this program been presented at a previous conference? If so, describe:

B. Program Organizer Information

CONTACT INFORMATION

The Program Organizer will receive notification of the program’s acceptance or rejection. If the program is accepted, the program organizer will serve as the primary contact for the PLA committee and staff, working with his or her presenters to determine the scope and order of speakers within the program, audiovisual needs, etc.; confirming program details, descriptions and arrangements with speakers and staff; and facilitating the program’s presentation (in addition to speaking when appropriate).

Please complete the following information regarding this proposal’s Program Organizer.

NAME: WORK PHONE: TITLE: E-MAIL ADDRESS:WORK ADDRESS:

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AGREEMENTLA depends on Program Organizers to perform a variety of functions in developing the program and ensuring that it is successful at the conference. These include becoming familiar with LA policies concerning expenses, honoraria, audiotaping,and publishing; communicating regularly with speakers; responding to requests for program information from staff and committee members; adhering to deadlines; and arranging for on-site program support if not attending the program to do so personally. By signing below, you agree to perform these functions to the best of your ability if your program is accepted, or to identify a substitute Program Organizer as necessary.

Name Date

C. Speaker InformationUse this space to include information on the speakers proposed for the session and their qualifications. Include the Program Organizer if he/she will speak. References and information on past presentations should be attached if necessary to support the proposal.

SPEAKER 1

TITLE

ADDRESS

CITY, ST, ZIP

PHONE FAX E-MAIL

LA MEMBER? yes noNOTE: Please review policies on speaker funding. All requests for reimbursement or honoraria are subject to approval of the program committee and LA staff; acceptance of the proposal does not guarantee funding.

yes noLIBRARY STAFF? yes no Per Diem?: yes no Travel Fee Requested: $ Honorarium Requested: $

SPEAKER 2

TITLE

ADDRESS

CITY, ST, ZIP

PHONE FAX E-MAIL

LA MEMBER? yes noSee NOTE above

yes noLIBRARY STAFF? yes no Per Diem?: yes no Travel Fee Requested: $ Honorarium Requested: $Allow space for additional speakers as above . . .

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D. Logistics and Audiovisual Needs

ROOM SET-UP

Standard room set-up includes a podium and chairs “theater-style.” Final determination of room set-up is made by LA staff based on the meeting room size, the schedule and needs of programs using the particular meeting room, expected attendance, and costs. Please use the options below to identify and explain any unique needs of your proposed program.

theater-style (rows of chairs) schoolroom (rows of chairs and tables) rounds (tables of 8 or 10 for small group discussion) breakout rooms (quantity including main room: )

Will the program require a head table in addition to a podium? yes no If so, for how many presenters?

Other unique requests:

AUDIOVISUAL AND OTHER EQUIPMENT

Slides, videos and other demonstrations can enhance a presentation and result in a more positive experience for the learner. Please identify the equipment from the list below that will be required by the presenters at the proposed session. Expenses for reasonable audiovisual equipment will be covered by LA when notification of the need for such equipment is provided sufficiently in advance (in general, no later than two months before the event). Do not identify a need for equipment unless it is absolutely necessary to avoid unnecessary costs.

16mm film projector and screen 35mm slide projector with remote control and screen

dual slide projector and screens audiocassette player and speakers computer projection equipment (LCD and screen) electric pointer flip charts, paper/markers (quantity: ) floor microphone lapel microphone (quantity: ) laptop computer*

with live internet connection and software with powerpoint software with windows 95 software

overhead projector (for transparencies) and screen television and VCR

* presenters are encouraged to bring personal laptop computers to avoid the expense, unfamiliarity and potential unreliability of rented laptop computers.

DESIRED TIME SLOTPlease complete this section to indicate the potential days and times you would like your program to be scheduled if accepted. Program organizers of successful proposals will be notified of the dates and

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times of their sessions. We will attempt to accommodate your request; however, we cannot guarantee you will be assigned your choice.

List days, time slots and provide 3 choices.

F. Optional Information for Conference Proposals

All Conference programs are x minutes long. Please check here if you are proposing a “double session” to cover two x-minute slots for a total of x hours: Yes, the proposed program will require two slots, or x hours.

Proposals rejected for the Conference can be considered for Please check here if you would like this proposal considered for the if it is not accepted for the Conference:

Yes, please consider this proposal for the X if it is not accepted for the 2000 Conference.

G. Miscellaneous

REQUESTS FOR SPECIAL FUNDINGBudgets for conference events are limited and carefully controlled to meet the goals of LA policies. On occasion, funding is made available to support programs with unique needs or circumstances. Please use this section to request and describe any funding necessary in addition to what might have been requested in section C for speaker expenses.

Amount: $ Use/Justification:

LA also offers reimbursement of expenses for photocopying program handouts not to exceed $ per program. Please check below if the proposed program will require reimbursement of photocopying expenses up to $50.

Yes, this program will require reimbursement of photocopying expenses up to $50.

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APPENDIX C1

SAMPLE EXHIBITOR SURVEY

To improve future expositions, we need your feedback. We would appreciate it if you would take a few minutes to answer the following questions pertaining to the most recent show. (PLEASE CIRCLE OR FILL IN CORRECT RESPONSE TO EACH QUESTION.)

1. What is the most important reason that your firm exhibited in the exhibition? Exposure New Product Leads / Sales Meet Customers Other___________________________________________ N/A

2. How many trade shows will your company exhibit in during 2000?

1-5 6-10 11-15 16-20 21+ N/A

3. In terms of your company's marketing objectives, which are the most important shows at which you exhibit?

___________________________ ___________________________

___________________________ ___________________________

4. When was the first year your firm exhibited in the Name of Association show? 2000 1999 1998 1997 1996 1995 1994 _____________

5. How would you rate the visibility and effectiveness of the Pre-Show promotion? Excellent Good Fair Poor N/A

Comments:

6. Did you conduct pre-expo public relations to attract buyers and/or the media? Yes No N/A

If you answered yes, please explain:

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7. Please rate the quality of the following exhibit services in cost, promptness, etc.: Labor Excellent Good Fair Poor N/A Carpet & Furnishings Excellent Good Fair Poor N/A Electrical Excellent Good Fair Poor N/A Exhibitor Registration Excellent Good Fair Poor N/ATelephone Excellent Good Fair Poor N/AInternet Services Excellent Good Fair Poor N/ASecurity Excellent Good Fair Poor N/A Trash Removal Excellent Good Fair Poor N/A Freight Excellent Good Fair Poor N/AOverall Show Excellent Good Fair Poor N/A

Comments:

8. How would you rate the service of show staff? (List names of staff here.)

Pre-Show Excellent Good Fair Poor N/A On-Site Excellent Good Fair Floor N/A Comments:

9. Did you witness any objectionable exhibitor practices or display violations during this show?

Yes No N/A If you answered yes, please explain in detail:

10. What other suggestions do you have for improving the future expositions? 11. Will you recommend that your company exhibit in Name of Assn., next year show?

Yes No Not Sure If you answered No or Not Sure, please explain why:

12. Would you like to give us a quote for the 2001 promotion? This is a great way to promote the show to new exhibitors and it also gives your company a special mention. If you do, we require your name and your company's name. Name: Company: Phone: E-Mail:

The following information is optional: Name: Company:Phone: E-Mail

THANK YOU FOR YOUR TIME AND COOPERATION. Please return within 30 days, in enclosed envelope. Mail to: Name, address, city, state, zip

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APPENDIX C2POST-CONFERENCE EVALUATION

Thank you for attending the Name of Conference in City. I hope that you found this conference to be a satisfying educational experience. Our goal is to provide continuing education that is relevant, timely, reasonably priced and accessible to members. Here is an opportunity for you to tell us how well we met these goals with the Conference.

This survey is being sent to a small random sample of attendees, so it is very important that you take a little time (we estimate it will take you 5 minutes to complete the survey) to share your thoughts. A stamped return envelope is enclosed for your convenience.

We are also asking for demographic information. We will use this information to market our next conference to potential exhibitors. Please note that nothing on this form identifies you personally; no names or addresses will be released with this survey.

In order to get your memories of the conference while they are fresh, would you please return this form to us by DATE? Thank you for your participation.

Executive Director or PresidentLA (Name of Library Association)

LOCATION AND PUBLICITY1. What influenced your decision to attend this conference? (Circle ALL that apply.)a. Previous experiences at LA conferences d. Articles in library pressb. Advance program e. Advice/suggestion of colleaguec. Other (Please specify______________________________________________________)

2. Did you receive enough information before the conference? Yes____ No____3. How long did you stay in City?a. 2 nights or fewer c. 4 nightsb. 3 nights d. 5 nights or more4. On a scale of 1 of 5, with 1 being poor and 5 being excellent, how would you rate City as

a conference site?_____5. Did you use the LA web page to obtain conference information, register, etc?

yes____ no____

SERVICES AND SCHEDULE6. Please note below any of the services you used during the conference. For each one

you used, apply the 1-5 scale (1=poor, 5=excellent) to evaluate the service.SERVICE DID YOU USE/ HOW DO YOU

READ/VIEW IT? RATE IT?Advance registration process y n _______On-site registration process y _______LA Store y n _______Handout copy service y n _______Handouts on the LA web page y n _______Internet Access y n _______Career Center y n _______Local Information/restaurant res. y n _______LA web page y n _______Local information web page y n _______LA Travel/Housing Desk (in advance) y n _______LA Travel/Housing Desk (on-site) y n _______Shuttle bus service y n _______Tours y n _______

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7. Please tell us your opinion of the conference schedule:a. Do you like the Day through Day format? Yes_____ No_____b. Did you have enough time to visit the exhibits? Yes_____ No_____c. What is your opinion of the number of programs offered?

Too many____ About right____ Not enough____

EXHIBITS

8. Did you visit the exhibit hall? Yes____ No____8a. If you checked yes, how many times did you visit the exhibits?

a. Once b. Twice c. Three or more times

PROGRAM9. What was the best program you attended (list only 1):

_______________________________________________________________________

10. Why did you dislike your least favorite session? _______________________________________________________________________

11. Did the program descriptions in preliminary and final conference program books provide sufficient detail and accurately describe programs? ____yes ____no

12. In general, how would you rate the quality of the handouts provided at programs:___excellent ___good ___fair ___poor

13. Please rate the following all-conference sessions and events using the 1-5 scale.Please do not rate the food at the meal events; limit your rating to the speaker and her/her topics.

EVENT DID YOU HOW DO ATTEND? YOU RATE IT?

Opening General Session (Speaker) y n ____Opening General Session (Speaker) y n ____Luncheon 1 (Speaker) y n ____Luncheon 2 (Speaker) y n ____Talk Tables y n ____All Conference Reception y n ____Closing General Session y n ____

14. (If you do program tracks) What track was of most interest and most use to you?

_______________________________________________________________________115. What program track was least useful to you?

___________________________________________________________________________

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DEMOGRAPHICS

16. What is your library’s total operating budget in its current fiscal year?a. Up to $99,999 d. $700,000 to $999,999b. $100,000 to $399,999 e. $1,000,000 to $4,999,999c. $400,000 to $699,999 f. $5,000,000 or more

17. Including yourself, how many librarians/staff from your library attended this LA conference? ____

18. What is your library’s total continuing education budget? __________________

19. How were your conference registration fees paid? (Check one.)My institution paid 100% of the LA registration fees. ____My institution paid a portion of the fees; I paid the difference. ____* *If costs split, what was approximate split--

(e.g., institution paid 70%/ I paid 30%)? institution paid _____%I paid _____%

I paid 100% of my registration fees. ____

20. How were your hotel/travel expenses paid? (Check one.)My institution paid 100% of my LA travel expenses. ____My institution paid a portion; I paid the difference. ____* *If costs split, what was approximate split--

(e.g., institution paid 70%/ I paid 30%)? institution paid_____%I paid _____%

I paid 100% of my travel expenses. ____21. Which previous LA conference(s) did you attend, if any?

LIST PREVIOUS YEARS22. What other library conferences do you regularly attend?

23. Are you planning to attend the NEXT Conference in CITY?Yes____ No____

24. Your age is:20 years or under ____ 41-50 ____21-30 ____ 51-60 ____31-40 ____ 61-70 ____

71+ ____25. You are: Male ____ Female____

Thank you! If you have additional comments or suggestions, please write us at: Name, address, city, state, zip; fax, email. You may also enclose a separate sheet with this survey.

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APPENDIX C3Sample Program Evaluation Form

Thank you for participating in the LA Annual Conference. We are already planning for next year’s conference and would appreciate hearing your comments about programs held in this year in City so we can improve future conference programming. Thank you!

1. Please check the program (or please list the program) you attended:

2. On a scale of 1-5 (1= disagree completely; 5=agree completely): Disagree Agree

A. The program was well-organized. 1 2 3 4 5B. Presentations were helpful and well-prepared. 1 2 3 4 5C. Material covered was what I expected. 1 2 3 4 5D. Discussion time as adequate/appropriate. 1 2 3 4 5E. The program met my expectations 1 2 3 4 5

3. Overall, your ranking of the program is:Excellent Very Good Good Fair Poor

4. Rank the speakers:Name of speaker: Excellent Very Good Good Fair PoorName of speaker: Excellent Very Good Good Fair PoorName of speaker: Excellent Very Good Good Fair Poor

5. What two topics are of most interest to you for future LA programming?_________________________________ ______________________________

6. Other comments:

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APPENDIX D

Sample Request for ProposalLibrary Association, Web Address For conference to be held in X yearContact information: Name, Library Association, address, phone, fax, email Deadline for this RFP is: DATE

Association Profile The Library Association is a not-for-profit professional Association serving librarians etc. Include number of members, Association mission statement (abbreviated if necessary).

National Conference Profile The conference is a primary continuing education activity of the Association. The conference is held (month). Past sites include:

Year Site Dates

LIST AT LEAST LAST 5 SITES AND ANY FUTURE CONFIRMED SITES.

Preferred Dates for the X year ConferenceFirst preference: DatesSecond preference: DatesThird preference: Dates

Attendee Profile The conference’s approximately x total attendance is made up of the following: x professionals (librarians); x exhibitors; x speakers; x “exhibits-only” attendees and x press. The average age of attendees is between x and x years; male-to-female ratio for attendees is about x percent women to x percent men. Participants are from: Typically, the state the conference is held in . Participants generally drive/fly/commute to site.

Site-Selection Process Staff (or members) will review proposals and recommend a site based on date availability; availability of a convention center that can house exhibits, all programs and general sessions; sleeping room availability (prefer hotels are within walking distance to convention center); and excellent transportation.

Association generally rotates the conference location between X. Additionally, Association must receive the support of (list any requirements). Association must also consider the meeting pattern of (list other relevant library groups) as well as the major holidays of: . Staff will recommend conference sites to the Association Executive Board. Sites will be discussed at DATE OF MEETING and a site will be determined by DATE. Deadline for this RFP is: DATE

Pattern of Meeting Dates Conference schedule is as follows: List schedule by day; include all activites.

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Function Space--Convention Center An overview of space required at the convention center for programs is as follows:Day Type No. of people

or Square Ft.Set-up Style

Tuesday 3 staff offices, 24 hour sq. ft. Special6 breakouts, 8:30 a.m.-5:30 p.m. people/ Classroom10 breakouts, 8:30-5:30 p.m. people/ Banquet

Wednesday 3 staff offices, 24 hour sq. ft. Special6 breakouts, 8:30 a.m.-1:00 p.m. people/ Classroom10 breakouts, 8:30-5:30 p.m. people/ BanquetOpening General Session, 2-4 p.m. people Theater

Thursday 3 staff offices, 24 hour sq. ft. Special3 breakouts, 8:30 a.m.-5:15 p.m. people/ Theater4 breakouts, 8:30 a.m.-5:15 p.m. people/ Theater4 breakouts, 8:30 a.m.-5:15 p.m. people/ Theater1 breakout, 8:30 a.m.-5:15 p.m. people/ TheaterPlacement Center, 8:30 a.m.-5:15 p.m. sq. ft SpecialTalk Tables, 8:30 a.m.-5:15 p.m. people Banquet2 luncheons people/ Banquet

Friday 3 staff offices, 24 hour sq. ft. Special3 breakouts, 8:30 a.m.-5:15 p.m. people/ Theater4 breakouts, 8:30 a.m.-5:15 p.m. people/ Theater4 breakouts, 8:30 a.m.-5:15 p.m. people/ Theater1 breakout, 8:30 a.m.-5:15 p.m. people/ TheaterPlacement Center 8:30 a.m.-5:15 p.m. sq. ft SpecialTalk Tables, 8:30 a.m.-5:15 p.m. people Banquet2 luncheons people/ BanquetAll-Conference Reception people Reception

Saturday 3 staff offices, 24 hour sq. ft. Special3 breakouts, 8:30 a.m.-11:00 a.m. people/ Theater4 breakouts, 8:30 a.m.-11:00 a.m. people/ Theater4 breakouts, 8:30 a.m.-11:00 a.m. people/ Theater1 breakout, 8:30 a.m.-11:00 a.m. people/ TheaterClosing General Session, 11:00 a.m.-noon people Theater

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Sleeping Room Block ASSOCIATION typically uses convention bureau, travel agency or other agency to handle housing. Hotel rates are non/commissionable. Listed below are actual housing figures (Cancellations and no-shows are included.) for the 1998 ASSOCIATION national conferences.

Fri. Sat. Sun. Mon. Tues. Wed. Thur. Fri. Sat. Sun. Mon.Total# # # # # # # # # # #

We anticipate needing X room nights on peak nights for the YEAR conferences and will block that number.

Estimated single occupancy: X%; Estimated double occupancy: X%

Hotel Accommodations ASSOCIATION requires one conference hotel with at least 1/6 of the total housing block to serve as the main conference hotel. Other requirements here. A questionnaire for each participating hotel to complete is attached. Please provide a separate listing, with a city map indicating locations of these hotels, for all hotels to be included.

Exhibit Space ASSOCIATION requires room for approximately XX 10’x10’ booths. Additional space for a ASSOCIATION cafe and several lounge areas is essential.

Exhibit schedule is:Move-in: Date/Time (x days)Show: Dates/Times of Exhibit hours here (x days)Move-out: Date/Time (x days)

(1 1/2 days)

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Site Selection Questionnaire-Convention CenterASSOCIATION requires space for 10’x10’ booths. Additional space for a ASSOCIATION cafe and several lounge areas is essential. Exhibit schedule is:

Move-in: Date/Time (x days)Show: Dates/Times of Exhibit hours here (x days)Move-out: Date/Time (x days)

(1 1/2 days)ASSOCIATION also requires extensive meeting space. See pages x of RFP for requirements.1. What exclusive or in-house services are provided at the Convention Center? Please list each

service, current contract, and how those services are charged to the Association .

2. Please specify what unions are under contract, the jurisdiction and responsibilities of each union and contract expiration dates.

3. Please advise of any union policies that might restrict or otherwise affect use of audiovisual equipment. Include current rates as well as estimated FUTURE YEAR rates.

4. Please outline current rental fees for exhibit hall/meeting space. Is your current rental charged by the square foot or at a daily rate for revenue-producing exhibit space? If a square-footage rate, does this include unlimited move-in/move-out days?

5. ASSOCIATION must have both an information and registration area that are located in an easily accessible public space. Please advise ASSOCIATION of any restrictions or special requirements that may affect this activity. Do you charge for non-revenue-producing space? If so, what is the rate?

6. Is there any anticipated construction or remodeling to be performed in the facility that might interfere with the YEAR meeting? If yes, please describe:

7. How much meeting space is there in the Convention Center? How much of this space can be committed to ASSOCIATION?

8. What conventions are in immediately prior, during or immediately following the ASSOCIATION show?

9. List charges incurred for meeting space. For meeting set ups, include initial setups for any of

the sessions requiring theater, classroom, or banquet-style set ups with draping and table coverings.

10. Please include a current menus and prices for food service, in-house catering and concession costs.

11. Describe all technology services that can be provided. Also, provide current costs for phone-line installations, Internet Connectivity, power, including labor. Provide order forms from current exhibitor service kits for these services. Telephone lines, Internet Connections: Power; .

12. NOTE: Please include a brochure including general information about the convention center; floor plans; and a set of current banquet menus.

NAME, PHONE NUMBER, EMAIL OF PERSON COMPLETING THIS FORM. Web address of facility:

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Site Selection Questionnaire—Convention Bureau1. What airlines service your city airport? 2. What is distance in miles from airport to downtown hotels/convention center?3. Cab fare/Time from airport

Transportation1. How is taxi availability in your city? Can cabs be hailed from street or must they be called? What is cab fare from convention center to hotel furthest away from convention center?2. Describe public transportation system (any light rail or trolley system?) including fares and hours system is in service. 3. Shuttle buses. If these are required, please provide the names and phone nos. of the 2-3 major shuttle bus providers in your city.

Housing BureauPlease provide information about your housing operation (sample housing forms are helpful); costs, procedures, etc.

TaxesWhat is hotel rooming tax rate? Sales tax in your city?

WeatherWhat can we expect weather-wise in month of meeting?

SafetyDescribe overall safety of city.

General CityWhat is the average per diem cost (based on IACUB study) for your city?

ReferencesPlease provide a list with contact names, email addresses and phone numbers, of like-sized conventions that have been held in your city during the past year:

Sleeping Rooms--City-WideList the number of sleeping rooms by hotel available to Association /total number of sleeping rooms in hotel. Please list ratio of doubles/singles. Please provide a city map with hotels/convention center indicated.

Promotion of your city for Association Provide any promotional materials you would put in place to promote your city to us in advance of the conference

NAME, TITLE, PHONE NUMBER, EMAIL OF PERSON COMPLETING THIS FORM:Web address of bureau:

Site Selection Questionnaire--Hotels

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CityHotel URL: AddressTelephone Fax E-Mail

Name and title of authorized hotel representative completing questionnaire

General Manager Sales Manager Convention Services Manager

DATES AND MEETING SCHEDULEThe ASSOCIATION Conference is held in MONTH. Projected attendance is S. Room block required is X sleeping rooms peak night. Major check in: DATE, DATE; major check out: DAY, DATE. Past sites include:

Year City Dates

GENERAL HOTEL INFORMATIONTotal number of sleeping rooms in the hotel:

Total number of rooms_______

Standard________ King_______ Double/double_______

Club or concierge level King_______ Double/double_______

Handicapped accessible King_______ Double/double_______

Non-smoking King_______ Double/double_______

Number of suites________ Designate types of suites______________________________________

What time is check-in?________________ Check-out?_________________

Are any construction or renovations planned for the hotel before the ASSOCIATION meeting? If so, explain.

Parking available? ______outdoor _______indoor ________cost per day

What other events are currently scheduled before ad after the meeting dates ASSOCIATION is looking at? (List dates and approximate size of group.)

Hotel—cont’d

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What groups of comparable size have used your hotel recently? Who can be contacted for a recommendation (name, organization, phone number)?

How many miles is it from the airport to the hotel?

How much time does it take to drive from airport to hotel?

Does the hotel have a free shuttle bus from the airport?

Does the airport limo/shuttle bus service the hotel? Cost one way

List other means of transportation available to the hotel from the airport and current cost (i.e., taxi, limo

What is the distance to the convention center in miles? If convention center a walkable distance, how many minutes is the walk?

In not walkable, what is the cost of a cab to convention center and how much time does it take?

What recreation facilities are available at the hotel? Any cost to guests?

Other facilities (coffee shops, restaurants, gift shops, rental car, beauty shop):

List restaurants within walking distance of the hotel (including fast food chains):

List other shopping or cultural venues within walking distance.

Are there jogging areas in or around the hotel?

Are the neighboring areas safe for lone women joggers?

What medical emergency facilities/staff are available?

Is hotel ADA compliant? How many handicapped accessible sleeping rooms? Any areas not accessible to wheelchair?

Is there a sprinkler system in the hotel? Smoke alarms in each room?

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Site Selection Questionnaire—Hotels cont’d

RATES/RESERVATIONS

How large a block of sleeping rooms can you commit?

What is the cutoff date for reservations?

Do you require a deposit on reservations?

What is policy on reservation cancellation or early departure?

What are your present rack rates (single, double, multiples, suites)?

What are your present convention/group rates(single, double, multiples, suites)?

Designate a formula for calculating group rate for the year be considered. For example 30% discount off rack rate with no more than a 5% increase each year.

What formula is used to provide complimentary rooms?

Will you provide rooms at a staff rate? No. of rooms % discount

Are there any other services the hotel will provide on a complimentary basis?

NOTE: Please include a brochure including general information about the hotel; floor plans; and a set of current banquet and room service menus. What is the hotel’s web address?

Thank you for taking the time to complete this questionnaire. The information you provide will be used by ASSOCIATION staff to evaluate your city. Through your response and on-site inspection, staff will make a recommendation to the ASSOCIATION Executive Board.

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APPENDIX ESample Facilitator/Volunteer Instructions

DATETO: Program Organizers, Name & Date of ConferenceFROM: Name, Conference ManagerRE: Final Conference Information

In a few short weeks, we will be in City for the Conference This conference is shaping up to be the best ever--registration and exhibit booth sales are very strong. Thank you all in advance, especially NAMES OF KEY PEOPLE for the terrific program we have. Librarians attending the conference will be thrilled with the tremendous variety and number of excellent programs--these programs are what make the Conference a success. And, we have all of you conference organizers to thank for that.

This memo is to provide you with all the last-minute information you will need to insure your program's success. Where necessary, please share this information with your speakers, moderators and anyone else who will be assisting you with the program on-site.

Room Set/Audio-VisualAll program rooms will be set theater style to capacity. There will be material tables at the rear of each room for handouts. The head table will be set for six people (3 on each side of the podium) with a center podium that will have a microphone. There will be table microphones on each table in the event you are holding a panel discussion. The head table will be on risers. We have asked for water at each head table; to be refreshed between sessions.

Each room will have as standard audio-visual: one overhead projector; one slide projector and a screen. If you have ordered additional AV or microphones, they will be supplied. The A-V technicians will set the equipment for maximum visibility for the audience. NOTE: The A-V technicians will not make changes on site without approval from the Association office because of the tremendous costs involved for equipment rental.

Handouts/Shipping MaterialsIf you have supplied us with handouts to be photocopied, they will be placed in advance of the program UNDERNEATH the material tables in the room. Please note that all materials for that day will be placed underneath the table so, if your program is early in the day, there may be materials under the tables that are not yours. Handouts will be labeled. NOTE: the deadline for receipt of handouts to be copied/shipped by Association has past. If you have not provided us with your handouts, please plan to have your own copies and bring them with you to the conference. Remember, as outlined in your Program Organizer’s Handbook, the maximum reimbursement for copying is $/program.If you would like to ship your handouts in advance, we strongly recommends you send them to your hotel, clearly labeled with your name and arrival date. It is possible to ship materials to the convention center directly; however, with the large volume of freight coming into the building during the move-in, small packages can and do get lost among the rest of the freight.

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If it is not possible to ship your materials to your hotel, the address for shipping materials to the convention center is below. Materials must arrive at the convention center no earlier than DATE. The convention center will not accept shipments prior to DATE. We're sorry we cannot be responsible for any lost packages. Label all packages to be sent to the convention center this way:

Conference--Show Management Office-LOCATION Program Handouts for Name of your program, date/timeConvention CenterStreetCity, State, ZipThe packages will be delivered to the association office adjacent to registration. You may check there on the status of the packages.

Additionally, as at previous conferences, a conference copy/mailing service, has agreed to keep masters of handouts so that if participants want handouts from programs they cannot attend, handouts can be reproduced for them on-site. This is a service for individual copies, not volume reproduction. There is a charge for this service to participants wishing handouts. We recommend that you provide the company with one set of clean copies for your program, with the title, date and time of your program clearly identified. You should provide these on-site, at your earliest convenience but definitely before your program. This service will be located in the registration area.

After the conference, if you would like, the association can post handout copy on its home page. You or your speaker need to provide us with copy on a disk or e-mailed to: preferably in html format. The handouts will be available for at least two months after the conference.

Taping Release FormsWe have received taping release forms from most but not all speakers. Please check with ALL your speakers and if they have not returned this form to Association(FAX: ) have them do so ASAP.

PublicationsIt is our policy that presentations prepared for this conference must be offered first to Association for publication before being offered to other agencies.

Speaker Ribbons/BadgesIf any speakers for your programs have not registered for the conference, they may pick up their badge, speaker ribbon and a conference program at the "Speakers" counter in the registration area, Convention Center. Speaker ribbons are white. If your speakers are registered for the conference, they can stop by the desk for their speaker ribbons.

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Speaker Housing/TravelIf Association is covering the costs of either hotel and/or airline transportation for your speaker(s), they should have been contacted by our travel agent, name of agency. Please contact Name, phone no., email, immediately if your speaker has not been contacted.

Your Responsibilities in Advance and On-Site As program organizer, you should have communicated all program information to your speakers in advance. It is your job to see that your speakers are informed not only of the program content and format but of time, location, and audience. If you are not doing so yourself, you should have designated someone to introduce speakers and moderate the program. Be sure you or the moderator you designate has speaker biographical information for introductions. If your speaker(s) have questions in advance about local weather, restaurants, etc., refer them to the associaiton home page (URL:). In addition to conference information, the home page links to many sites with local information. On-site, you and your speakers may want to check the Local Information Desk (staffed by local volunteers) or the Visitor Information/Restaurant Information booth, both located in, near registration.

On-site:1. Plan to arrive at least 15-20 minutes in advance of the program2. Check on AV equipment. Is it operational?3. Check on and, depending on speakers’ preference, distribute handouts.4. Locate nearest house phone; look for Conference Committee member or other

volunteer in prefunction area.5. Greet speakers and offer to assist in setting up; cover any details you haven't gone

over and/or answer questions. If the program is being taped, remind speakers to use the microphones and to repeat questions from the floor.

6. Remind the moderator of any housekeeping announcements. Association would very much appreciate it if at each program, you could remind the audience to visit the exhibits. Several no-conflict coffee breaks are scheduled. We want our exhibitors to have a very positive experience too!

7. Greet people as they enter.8. At appropriate time, signal the moderator to quiet the group and begin introductions.9. Be available to speakers during presentations--tell them in advance where you will be

stationed during the program so that they can catch your attention if they need you.10. At the close of the program, assist speakers in gathering their materials.11. Straighten the room as best you can.12. If you have prepared evaluation forms, it is your responsibility to distribute and

collect them. If you are planning to do so, please provide Association with the tabulated results by DATE. Remember, Association has NOT prepared evaluation forms for programs.

NOTE TO ORGANIZERS WHOSE SPEAKERS ARE AUTHORS:If your speaker/author would like to hold an author autographing session after the program, it is your responsibility to organize the signing. We encourage you to hold the author

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autographing from the Store (located in registration), which will be managed this year by a local bookstore, Name. Store will work with you, the author and his or her publisher to sell books from the Store. Please contact name, phone, e-mail if you would like to hold an author autographing from the store. Or, your author may already have worked out a signing time from the publisher’s booth. In any case, be sure the program moderator makes an announcement if a book signing is to held with the details of when and where.

On-Site ProblemsWe hope you won't have any but in the event you do, you will need to go to a house phone and dial extensions: No. or No. (For location of house phones, see attached floor plan.) Phones will be staffed before programs begin and at all times while they are in session. Staff will have information about your program, including what AV you ordered. They will also have access, via radio (walkie-talkie) to AV technicians and the event coordinator from the convention center and can contact them immediately to solve your problem. Additionally, members of the Conference Committee will be stationed in the pre-function areas of near house phones (see attached floor plan). Program Committee members will have red "Program Committee" ribbons. Also attached is a "What to do if . . ." sheet that answers other questions you might have.

Medical EmergenciesDial "0" on a house phone and tell the operator the nature of the emergency and your location. Or, if you see anyone with a radio (A-V technician, or building personnel), they can use their radios to summon help.

Post-Conference Honoraria and expensesSpeakers' fees and expenses have been previously agreed to and have been spelled out to each speaker in their letter of agreement. If your speaker(s) are to be reimbursed expenses and/or honorarium, please provide them with a copy of the attached expense form. Ask them to save receipts and attach them to the expense form. Forms should be returned no later than DATE.

Thank you lettersDon't forget to write your speaker(s) thank you letters after the program.

Handouts for the Web PageIf your speaker is agreeable, don't forget to e-mail Association (email address) with the handout. We will post the web as soon as possible and leave it for at least two months.

EvaluationsIf you prepared, distributed and tabulated evaluations, don't forget to provide us with a copy of the tabulated results for our files no later than DATE.

Thank you again for agreeing to organize a program at the Conference. We are very grateful for your generosity, your professionalism, and for helping to make Association a better organization. I look forward to meeting all of you in City. Thanks again.

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APPENDIX FWhat to do if . . . .?

Where is the Association office?The office is located adjacent to the registration area, spell out location, Convention Center.

Whom do I contact in the case of a medical emergency?If urgent, dial 0 from a house phone and inform the operator of the problem. Or, if you see ANYONE with a radio (walkie-talkie), ask them to call for help. If not urgent, a First Aid office is located on Level of the Convention Center, adjacent to the .

What if the equipment doesn't work (after I've checked to see that it is plugged in)?Dial extension xxx or xxx. Or find a member of the Conference Committee or other volunteers stationed where (see attached floor plan). They can assist.

What should I do if the speaker doesn’t show up?This rarely happens--people who have committed to a speaking engagement know you are relying on them. However, if it does . . .

In many instances, there are several speakers on a program. Check with them first to see if the show can go on! If not, have your conference program book ready and suggest other program that people can attend. Call the Association office at ext. xxx and tell them you have had to cancel the program. Then, remain in the room for at least one-half hour after the program was to have begun to alert anyone who enters the room expecting the program. Finally, leave a sign on the door that the program was canceled. Return to collect the sign when the program was to have concluded.

What do I do if there is an overflow audience for my program?The Committee has done its best to assign room that will accommodate each program. However, this is not an exact science. So, if you find the room full and people are still entering, consider:

1) first, walk to the front of the room to determine if the room really is full. People are often reluctant to go to the front of the room if they are late. Frequently, there are empty chairs there and in the middle section. Encourage people to use these. (In fact, before the program begins, if you sense you are going to have a full house, find a volunteer (or two) willing to serve as usher to make sure all seats in the front and middle are full.) 2) if all seats truly are taken, about the best you can do is invite standing room only.3) suggest other programs or the exhibits as alternatives.

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What about handouts?A table has been placed at the rear of the room to accommodate materials. Because many participants choose to slip in just to get a handout and then leave, the presenter may wish to distribute the handout during the session. Should there not be enough handouts, participants can check with X (Location, Convention Center) to see if the handouts are available there. There is a charge associated with using this service.

What about audio-taping?Many programs have been approved for taping. Company is taping sessions and will sell tapes on-site or take orders. Order forms and information on prices will be available at the table in the registration area.

What should I do if the room is to hot or too cold?If the room is too cold (especially at the start of the day or after lunch), wait a bit. As people fill the room, it is likely to warm up and cold is better than hot. If the room remains chilly or is too hot, call the Association office (ext. xxxx) or find a Conference Committee person who can radio the information.

Questions you should be prepared to answer:Where are the nearest rest rooms?Where is a phone?Are there other programs on this topic? (see program book).When is registration open? (see program book)When are exhibits open? (see program book)Where is Placement Center? (Room--see program book for more info)Where is Internet Cafe? (exhibit hall--see program book for more info)Where is lost and found? (Association office, adjacent to registration)Where can I get breakfast/lunch/dinner? (Local information-registration)

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APPENDIX GSample Advance Registration Form

Please complete and return this form with your payment or credit card information no later than deadline. Save money by returning form by deadline for the Early Bird rate. Mail your completed registration form to:

Or, fax with credit card payment to: (Do NOT send a duplicate by mail)

We cannot accept telephone or e-mail registrations or process registrations submitted without payment. All deadlines refer to date of postmark or fax. Please print clearly. Last Name First Name Institution Address City/State/Zip CodePhone: Area Code/NumberFax: Area Code/NumberE-Mail: Your Title:

Registration Policies Registration discount

To qualify for Early Bird registration rates, registrations must be postmarked or faxed by deadline. All registrations received postmarked/faxed after date and by date qualify for the advance rate. Registrations postmarked/faxed after date qualify for the on-site registration rate.

All refund requests must be received in writing by date. This includes refunds for preconferences, conference registration, meals and special events. No telephone cancellations/refund requests can be accepted. No refunds after date. Refunds will not be processed until after the conference. A $xx processing fee will be subtracted from registration fee.

Membership rates are available to LA personal members. Include any special member rates or benefits and other membership policies here. .

Special Needs If you have physical or communication needs that affect your participation in conference activities, please let us know. Please contact LA regarding a special physical or communication need.

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Page 2Registrant Name:All 3 pages must be included with your registration.

I. PreconferencesPlease circle selection(s) and fee

Early Bird (by date) Advance (by ate) On-Site (after date)Preconference 1 $ $ $Preconference 2 $ $ $Preconference 3 $ $ $Preconference 4 $ $ $Preconference 5 $ $ $

II. Conference Registration FeesPlease circle selection(s) and fee

Full Conference Early Bird (by date) Advance (by ) On-Site (after )LA Member $ $ $Nonmember $ $ $

Trustee Member $ $ $Full-time Student/Retired

Member $ $ $

Single Day (Circle One) Sunday Monday TuesdayEarly Bird (by date) Advance (by ) On-Site (after )

LA Member $ $ $Nonmember $ $ $

Trustee Member $ $ $Full-time Student/Retired

Member $ $ $

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Page 3Registrant Name:All 3 pages must be included with your registration.

III. Meal Functions and Special EventsPlease circle selection(s) and fee. A small number of tickets will be sold on-site if space is available. Please indicate if a vegetarian meal is requested.

Day, Date Early Bird (by date) Advance (date) On-Site (after)Conference Brunch $ $ n/a

Reception $ $ $45Day, Date Early Bird (by date) Advance (date) On-Site (after )

Author Breakfast $ $ $Luncheon

___Vegetarian (check) $ $ $

Day, Date Early Bird (by date) Advance (date) On-Site (after )Tour 1 $ $ $Tour 2 $ $ $Tour 3 $ $ $

Registration Recap - please completeI. Preconference Fee $_________

II. Conference Registration Fee $_________III. Meals and Special Events Fee $_________

Grand Total $_________Payment

____ Check or money order enclosed(payable to LA)

____ Charge my: Visa____ Charge my: MasterCard

Credit Card Number

Exp. Date Signature Please retain a copy for your records. Thank you.

Contact LA at: association@association.org Street, city, state, voice: ;fax: ; web page

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APPENDIX HCollecting Marketing Information

From Your Conference Registration Form

I. Registration Form ContentThe Basics (for paper or electronic forms) Be clear and concise Group information logically Use easy-to-read type Leave enough space for all information to be included Make sure form is “photocopyable” and faxable, i.e., standard size, little reversed-out

type. Proofread, proofread, proofread. An incorrect phone number, date or location can spell

disaster

Key Information to Include Deadline date(s). Place registration deadline dates prominently. This means ALL

deadline dates (early bird, advance, and on-site hours of registration). Define deadline date (postmark, faxed by that date, e-mailed by that date).

Contact information. Provide your phone number, e-mail and street addresses so registrants can contact you.

How to register. Provide clear information on how to register: by mail; by phone; by fax; electronically.

Registration rates. Include all rates (member and non-member) for all events (including preconferences, tours, etc.), full conference and daily rates, and any special requirements or deadlines for each category. Include on-site registration fees (if more).

Membership information. If an association or membership group is sponsoring the conference, be sure to include a membership application form with registration form.

Cancellation policy. Spell out how cancellation requests will be handled. If cancellation is permitted, request written cancellation, provide a deadline and any handling fee.

Confirmation information. Explain how (mailed, e-mailed?) and when confirmations of registration will be sent.

Recordkeeping. Ask registrant to photocopy (paper) or print-out (electronic) completed registration form for their records.

Special needs. Be sure to provide space for attendees to note any special food requirements or accessibility issues (wheelchairs, hearing devices).

Conference cancellation/disclaimer. Spell out policy regarding conference cancellation (all or partial). Note that organizer is not responsible for any incorrect information or typographical errors contained on form or in other promotion materials.

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Basic Form Content cont’d

Key Information Form Should Solicit from Registrants Name (as attendee will want it to appear on badge) Organization name Street address, city, state, zip code Phone number, fax number, e-mail address Membership number (if a membership organization) Type of registration (regular registration, preconference registration, speaker, exhibitor) Payment included and credit card number, expiration date and signature where

applicable. Payment breakout and a total of amount included should be provided.

II. Collecting Additional Data Since the registration information must be collected, additional information may also be collected from registrants and compiled for future marketing of conferences, products and membership. Data collected on the registration form may also be used to market the conference to potential exhibitors.

Much of the information that is collected through registration forms and post-conference surveys is never used because no one has had time to tabulate it or think about the best way(s) to use it. It is important to consider how you want to use the information before you decide which questions to ask. Once you have decided what to collect, be sure to organize the data in a way that is meaningful.

Please note: asking these non-essential questions adds to the length of the registration form and requires more time from the registrant. It’s important to keep the registration form as simple as possible. You may want to consider a post-conference survey to collect this information.

Consider the following additional registration form questions:

Ask registrants for permission to use their addresses, phone numbers, e-mail addresses in future promotions.

List types of organizations attendees are from and ask registrant to check theirs. List types of job positions and ask registrant to check one that best describes their job. Ask question(s) about registrant’s buying power, e.g., how large is the organization’s

budget? Does registrant have a say in purchasing (final decision or makes a recommendation?)? What types of products is the registrant most interested in seeing at the conference? How much buying will the registrant be doing in the next year (list range of amounts)?

What type of programming is the registrant most interested in seeing?

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Collecting Additional Data cont’d

Is the registrant a first-timer? Plan an event for first-timers at the conference. This is an important group to market to after the conference.

Is conference registration fee paid for by the individual or their organization? How did the registrant learn about the conference (mailing, based on past experience,

from a colleague)? How many days to they plan to spend at the conference? What influenced their decision to attend the conference? (program descriptions, location

of conference, suggestion of colleague)?

Data to Collect from Other (Non-registrant) GroupsAs part of the conference registration process, it is important to collect information about exhibitors and other guests to the conference. From exhibitors it is important to collect: name, address, city, state, phone/fax nos., company web page address, e-mails for listing

in conference program book, description of product names of sales representatives attending conference (for badges) size and location of booth

From visitors/guests: Name (as attendee will want it to appear on badge) Organization name Street address, city, state, zip code Phone number, fax number, e-mail address Membership number (if a membership organization)

III. How to Use the Data

To Market the Conference to RegistrantsQuestions about who attends the conference, where they are from and what they are interested in will help market future conferences. Consider: Create mailing lists from registration form data to promote future events. Use e-mail addresses collected via registration form to send regular conference “updates”

on future events to prospective attendees. If your conference attracts people from all over the country, future marketing efforts need

to be national in scope. If your conference attracts local attendance, market to that targeted group.

What programming and exhibits appeal to your group? Be sure future conferences feature those and publicize them extensively.

How to Use the Data cont’d

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If the destination is a key factor in whether people attend, be sure to factor that into site selection and market the site accordingly.

If attendees often pay their own way, factor this into site selection as well and select economical hotels and venues.

To Market the Conference to Prospective ExhibitorsDemographic information about attendees can form the basis of your marketing efforts to exhibitors. If exhibitors know your conference draws the target audience they are looking for, they will buy booths. Consider:

Using buying-power information collected in the registration form in exhibits sales pieces. This information might include: size of budget; type of products buying; decision-making level of attendees.

Use size of conference (number of attendees) and quality of audience (demographics) to sell exhibit space

Provide attendee mailing labels and/or e-mail addresses to exhibitors (at a fee to them) so they can market their products and their booth at the conference to potential attendees.

To Market the Conference to VisitorsBe sure to collect and keep the lists of visitors, speakers and guests who attended the conference. This is another group of prospective attendees at future events. You will want to mail and email promotions to them as well.

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APPENDIX I Sample Speaker Letter of Agreement

Name, address, city state zip, phone, fax, email of library assocation or on letterhead.

This will serve as a letter of agreement between Name of Organization and Name of Speaker

Thank you for agreeing to be a speaker at the Name of Conference, Dates, Site, City, State. You are scheduled to speak at the following program: Name of program. Please review the information below and make any necessary corrections.

Speaker title/positionMailing addressCity, State, ZipDaytime phoneDaytime faxEmail address

TRAVEL/REIMBURSEMENTBased on information communicated to Library Association by the organizers of your program, Names of Organizers, the Library Association agrees to payment for:

Airfare to be billed directly to LA (yes or no)Hotel to be billed directly to LA (yes or no)Meals to be reimbursed (to max of $X per diem)Honorarium: $amount

If you are receiving an honorarium, please provide your Social Security No.:

Lodging. We will reserve a room for you at the Name of hotel. The room and tax will be billed directly to a master account if LA has agreed above to support your lodging. Any incidental charges or charges for additional nights will be your responsibility, payable directly to the hotel upon check-out. Please complete the following:Check-in date: Check out date: Single Double Smoking Nonsmoking

All travel arrangements and requests for reimbursement must adhere to the attached Library Association policies. Please review the attached document and contact staff with any questions.

AV/COMPUTERPlease list any AV requirements you have here. Room will be set theater style to capacity with a head table. You will be notified closer to the conference of approx. attendance at your program (ranges from x – x):

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Letter of AgreementLibrary Association/Name of SpeakerPage 2

INTERNET WAIVER Please indicate below whether or not you grant Library Association permission to download and make available on the Internet handouts for the name of program, presented at Conference of the Library Association, in City, Date. Handouts will be available on the LA website to LA members and nonmembers who were not in attendance and who wish to obtain a copy during and after the conference. Yes, I give permission to make my handouts available on the LA web page. No, I do not give permission to make my handouts available on the LA web page.

AUDIOTAPINGPlease indicate below whether or not you grant Library Association the right to record and offer for sale audiocassettes including your speech or comments to be given at the program. LA will have the right of first refusal for publication for 30 days following the presentation. If a representative of LA does not contact you by the end of the 30-day period, the presentation papers may be released to other publishers. Granting this release in no way relinquishes your ownership of this material nor waives your rights to continue to present or publish the same speech and/or use portions thereof as you so choose. Granting this release does not guarantee or assure that this program will be published by LA. Yes, I do give permission to tape No, I do not give permission to tape.

If you have given us permission to tape, it will be important for LA to confirm that it has the full right to distribute the tape. For this reason, your signature below will constitute a warranty that all of your material, which will be included on the tape is your own original work; that it does not violate any copyright or other proprietary rights of others; that it is factually accurate and contains no libelous matter; and that you assign LA the copyright therein for purposes of making and distributing the tape. This copyright assignment will specifically not prevent you from presenting or publishing the same speech or using portions thereof as you choose.

SIGNATUREPlease review the terms of this agreement as outlined above and if acceptable, complete and sign both copies and return to the LA office no later than DATE. Thank you for agreeing to work with us on this event. We look forward to seeing you.

Name of speaker:______________________________ Date:_________________

LA Signing Authority:__________________________ Date: ________________

Please return to:LA

AddressCity, State Zip

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SAMPLE FUNCTION SHEET APPENDIX J

Name of Organization:Name of Function: Post as:Day/Date: Number Expected:Time Begins: Time Ends:Room to be set by:Location:

Rooms Set Up: theater____

conference____ hollow square/rectangle____ U-Shaped____

banquet rounds for 8, 10, or ____ schoolroom____

head table for____ perimeter seating____

water/glasses for speaker____ lectern (table)____

lectern (standing)___

Audio-Visual Requirements:35-mm projector w/remote____ screen____

pointer (laser/electric)____ overhead projector____ video monitor/projector____

audio recording (cassette)____whiteboard____flipchart & markers____

PC_____Internet connection (phone line)_____Type of software required

microphones____lavalier #____ standing #____table #____ lectern #____

audio-visual technician____

Food ServiceMenu item selected____________________________________________

Service Time:________________________________________________ Price: ______________________________________________________

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Guarantee: _________

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