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SLA 2018 ANNUAL CONFERENCE
PLANNING GUIDE
Saturday, June 9, 2018 – Wednesday June 13, 2018 Baltimore Convention Center
Baltimore, Maryland
IT’S TIME TO START PLANNING THE SLA 2018 ANNUAL CONFERENCE
The SLA 2018 Annual Conference Planning Guide has been prepared to assist the division, chapter, caucus, advisory council, and committee conference program planners with developing their programs for the SLA 2018 Annual Conference. We have included key information relevant to planning, execution, and experience of all conference education and events. The SLA Annual Conference Advisory Council (ACAC) and SLA staff welcome your suggestions for content and improvements. An electronic copy of this document can be found on SLA Connect in the 2018 Annual Conference Planners Community.
While a great deal of information is included in the Planners Guide, we will continue to provide updated instructions, information, resources, and more that are key to unit planning. Please be sure to closely monitor SLA Connect for these updates and notifications and share all relevant details with others as needed.
The conference venue is the Baltimore Convention Center, 1 W Pratt St, Baltimore, Maryland, 21201 and the conference headquarter hotel is the Baltimore Hilton, 401 West Pratt Street, Baltimore, Maryland, 21201. We’ve continued to work to redesign both the programming schedule and physical layout of the annual conference, to better meet attendees’ learning needs and save time and energy.
SLA has arranged for a reduced conference rate at the Baltimore Hilton as well as other area hotels. A complete list of hotels and room rates will be available on the conference registration page when registration opens.
SLA 2018 ANNUAL CONFERENCE SCHEDULE
Saturday, June 9 – Wednesday, June 13, 2018 (Detailed schedule will be posted soon)
Saturday June 9, 2018 Certificate Courses
Sunday, June 10, 2017 (specific times TBA) Certificate courses and CE classes Open Board Meeting Unit Leader Training 2019 Annual Conference Planners Meeting Unit Board and Business Meetings
Monday, June 11, 2018 Opening General Session Exhibit Hall Opening Education Sessions Unit Business and Board Meetings
Tuesday, June 12, 2018 General Session II Exhibit Hall hours Education Sessions Unit Business and Board Meetings
Wednesday, June 13, 2018 Education Sessions Exhibit Hall hours Unit Business and Board Meetings Closing General Session
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ABOUT THE SLA 2018 ANNUAL CONFERENCE
Thank you for participating in the planning of the SLA 2018 Annual Conference. Your contributions to this premier industry event will help make the conference a valuable learning opportunity for attendees from across the globe. We hope the information in the 2018 Planners Guide makes your planning experience successful and rewarding.
The Planners Guide provides guidance and assistance in developing programming and unit meetings and events. The objective of every planner should be to provide conference attendees with valuable and practical information, skills, and knowledge through the development of education sessions, continuing education classes, and networking events. The education contributes to the professional development of attendees and to the success of their organizations.
We encourage planners to work together with planners from other units to create programs that address the common concerns and information needs of SLA members across disciplines and settings. Collaboration aids expense reduction and increased efficiency in program development and in handling logistics. It also creates opportunities, through the content presented during program sessions, for members to understand how their work connects them to other information professionals in ways they may not have previously considered.
If you have questions not addressed in the guide, please email [email protected] with your questions.
SLA 2018 ANNUAL CONFERENCE ADVISORY COUNCIL (ACAC)
Council Members E-mail
Richard Huffine – Chair [email protected]
Daureen Nesdill [email protected]
Maria Hugger [email protected]
Rachel Lewin [email protected]
Anne Barker [email protected]
Stefanie Maclin-Hurd [email protected]
Sabrina Holley-Williams [email protected]
Kim Beets [email protected]
Katherine Scott [email protected]
Jeff Bond [email protected]
Suzanne Scott [email protected]
Brandy King [email protected]
Laura Leavitt, Board Liaison [email protected]
Ann Marie Ruskin, Staff Liaison [email protected]
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2018 ACAC UNIT LIAISONS
ACAC Liaison Acronym Division
Maria Hugger DAC Academic
Kim Beets DBF Business and Finance
Anne Barker DBIO Biomedical & Life Sciences
Daureen Nesdill DCHE Chemistry
Katherine Scott DCI Competitive Intelligence
Maria Hugger DEDU Education
Daureen Nesdill DENG Engineering
Sabrina Holley-Williams DERM Environment & Resource Management
Suzanne Scott DFAN Food, Agriculture & Nutrition
Richard Huffine DGI Government Information
Katherine Scott DIEB Insurance & Employee Benefits
Stefanie Maclin-Hurd DITE Information Technology
Rachel Lewin DKM Knowledge Management
Anne Barker DLEG Legal
Brandy King DLMD Leadership and Management Division
Suzanne Scott DMAH Museums, Arts & Humanities
Richard Huffine DMIL Military Libraries
Jeff Bond DPAM Physics-Astronomy-Mathematics
Stefanie Maclin-Hurd DPER Petroleum & Energy Resources
Anne Barker DPHT Pharmaceutical & Health Technology
Brandy King DSOC Social Science
Sabrina Holley-Williams DSOL Solo Librarians
Jeff Bond DST Science-Technology
Rachel Lewin DTAX Taxonomy
Kim Beets DTRN Transportation
Richard Huffine Caucuses Caucuses
Richard Huffine Chapters Chapters
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SLA CONFERENCE STAFF
SLA Conference Staff Members E-mail
Ann Marie Ruskin, Senior Director of Education [email protected]
Will Sweet, Coordinator of Leadership & Learning [email protected]
Mary Katherine Bilowus, Director of Events [email protected]
Indira Fuller-Bey, Manager of Events [email protected]
Kathy Bradley, VP, Fundraising & Partnerships [email protected]
UNIT PLANNERS
RESPONSIBILITIES:
Create and develop education programming including education sessions and continuing education classes of interest to their unit members as well as other conference attendees.
Plan special events, meetings, tours.
Collaborate with other unit planners to co-host sessions that will appeal to a broad audience of conference attendees.
Communicate with speakers, moderators, and instructors regularly with necessary information.
Collaborate with other unit planners to co-host sessions that will appeal to a broad audience of conference attendees.
Monitor SLA Connect community regularly for important planning information and share with others as appropriate.
Update SLA staff with information on unit events and programming and adhere to the deadlines posted.
Market session and special events to units.
Advise SLA staff of any changes in those planning and working on the unit events.
SLA 2018 Annual Conference Planners Community on SLA Connect
The SLA Connect community called 2018 Annual Conference Planners will be used to exchange information, ask questions of each other, collaborate, and connect during this planning time. All unit planners have been added to the Connect community. You are encouraged to use the Connect community to connect with fellow planners, exchanging information and ideas. Make SLA Connect work for you!
Important reference information will also be housed in the Connect community library, so be sure to access and review these documents. When a new document it posted, you will receive a notification. There are several documents already in the library for your reference.
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This platform will also be used to post critical and timely information for planners, so be sure your settings allow you to receive notification of postings in real time or in a daily digest. If you need assistance with this, please contact [email protected].
2018 Annual Conference Key Dates for ACAC/Planners This is a “living document” and will be edited to add additional key dates, deadlines, etc.
August 31, 2017
Week of Sept 25
October 2, 2017
Week of Oct 15
October 23, 2017
November 8, 2017
November 10, 2017
November 20, 2017
November 20, 2017
December 6, 2017
December 15, 2017
Week of Jan 15, 2018
January 19, 2018
January 2018
First week of February
February 15, 2018
February 15, 2018
Week of Feb 19
Webinar for Planners: “Creating a Successful Submission”
Submission website opens
Webinar for planners “office hours”
Submission site closes for education sessions, CE classes, poster
sessions
ACAC receives review assignments & PDAC received CE review
assignments
First round of Reviews due
Submitters notified of suggested revisions
Deadline for revised submissions
Submission deadline for off-site and on-site special events
Final reviews by ACAC due
Units and Individuals notified of decisions
Title and description edits due
Titles and descriptions posted on website (tentative)
Planners webinar to review next steps
Schedule distributed to planners
Speakers confirmed
Units to confirm co-sponsoring units and communicate via
Schedule released on website
(continued)
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March 30 Deadline for Option 1 Units to inform SLA of sponsors to be
included in the Pocket Guide
**Note – additional key dates will be added to this document and shared with planners during the process. Notification of deadlines, etc., will also be shared in the SLA Connect community.
SUBMISSION PROCESS
FLUIDREVIEW SUBMISSION PORTAL
All conference submissions will be made through FluidReview, an on-line submission portal. The first step is to create an account on the FluidReview site, which includes your name, email and a password. Detailed instructions on creating an account will be provided in the announcement that the site is open.
We strongly recommend all unit submissions be done by the primary unit planner. This is so SLA staff can track the unit submissions and be sure that all the submissions are from, and approved by, the unit.
Once submissions have been accepted, there will be an opportunity to edit the submissions to reflect changes requested by the review panel, as well as updating of presenters and content. Units will receive instructions on how to sign in and edit the proposals.
The FluidReview site is to be used for all submissions, with designated forms used for each submission type. This will be clearly defined in the submission instructions.
Education Sessions
CE Classes
Special Events (Off-site and on-site)
Unit Business Meetings and Board Meetings (when possible we recommend Boardmeetings be held prior to the conference)
Poster sessions (not individual posters!)
LEARNING
To enhance education opportunities and maximize attendees’ conference participation, we
have again designated “education only” times on the schedule, and consolidated Division and
Chapter board and business meetings during specified times.
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Educational Sessions should convey strong content that is practical, actionable, and engaging
through:
– Good titles
– Engaging descriptions
– Knowledgeable speakers
– Identification of Levels
– Alignment with the SLA Competencies
– Assignment of Keywords
EDUCATION SESSIONS
LENGTH OF TIME
Education sessions are offered in the varied time frames listed below:
20 minutes (Quick Takes)
60 minutes
75 minutes
90 minutes
Key points about education sessions:
The education sessions will be scheduled Monday, June 11, Tuesday, June 12 and Wednesday, June 13.
Not all time frames will be offered every day.
Education sessions may not be food-related events.
There are a limited number of 90-minute sessions.
FORMAT
Education session rooms are set in two formats: theater seating and round table seating. The
panel set-up will have a podium and head table, with theater-style seating. The round table
set-up has a head table, with rounds to facilitate discussion and interaction. Creative session
formats are encouraged, including world café, discussions, lightning talks, ask-an-expert
sessions, etc., that will work in the theater and round table room set-up.
SPEAKERS
Speakers, instructors and moderators will hereby be referred to as “presenters.”
There will be two presenter registration options:
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1) Reduced conference registration for full access to conference activities and events, $375.
2) Walk & Talk registration which allows the presenter to attend only the session at which they
are speaking.
Note: All presenters MUST register even if they are attending only their session. SLA will
contact presenters directly with registration information as well as the Speaker Authorization
Form referenced below.
Presenters must complete a Speaker Authorization Form (see Appendix, page 28) and return to
[email protected] by March 15, 2018.
Presenters will be contacted by SLA staff with the appropriate information for registration,
photos and bios, authorization forms, and conference presentations, and will be provided
instructions on action items and deadlines.
To be eligible for the Presenter Registration rate presentations must account for 30% of the education session time (18 minutes for a 60-minute session, 22 minutes for a 75-minute session, and 27 minutes for a 90-minute session). Quick Takes may have just one designated speaker who is eligible for the speaker rate.
Presenters must be confirmed by February 15, 2018.
A maximum number of speakers is set for each education session time frame.
20 minutes Quick Take – Max 1 speaker
60 minutes – Max 2 speakers
75 minutes – Max 2–3 speakers
90 minutes – Max 3–4 speakers
There is a place to add additional comments in the submission form to explain and
accommodate special requests such as lightning talks, etc. For the review process we do not
need to know all facilitators, etc., for formats such as this, but will follow up individually
with accepted sessions later on. However, we do set a limit on the number of participants
that receive speaker registration status.
All presenters are requested to do the following:
Sign a Presenter Authorization form.
Use the SLA 2018 Annual Conference PowerPoint template for their slide presentations. Use of the conference template helps ensure a consistent brand for the
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conference experience and avoids the appearance of overt selling and promotion by
presenters. While using the template is not mandatory, we do encourage its use.
Speaker Honoraria
Option 1 units are responsible for any payments to their speakers.
Option 2 units may request a speaker payment/honoraria. Approval of the request will be
based on the unit’s payment to speakers for 2016 and 2017. A Speaker Honorarium Request
Form will be available in the SLA Connect Planners Community Library once submissions have
been accepted. The request must be completed and approved by SLA prior to the conference
in order to receive payment, which will be processed after the conference.
CORE COMPETENCIES
Education sessions should relate to the SLA Competencies, approved by the SLA Board of
Directors in April 2016. You will check off the competencies relevant to your submission, using
the list below:– Information Ethics
– Organization
– Resources
– Retrieval and Analysis
– Services
– Systems and Technology
The competencies selected should reflect how your session will enhance or develop skills in one
or more of these areas.
KEYWORDS
Education sessions are categorized and identified by keywords, which will be part of the
submission form. The keywords may be revised before the schedule is announced. Keyword
assignment should distinguish your session from other material being presented and help
promote the session to the information professional community.
CONTENT LEVEL
Education sessions are categorized as fundamental, intermediate, or master class (advanced) for content. Please be sure to give careful consideration to choosing the appropriate level, as
incorrect content level was a complaint mentioned several times in the 2017 post-conference
survey.
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Fundamental: Designed for people who are new to the topic or have only a basic understanding. Objective is to LEARN.
Intermediate: Designed for people who have a basic understanding of the topic, are middle managers, or have at least one year’s worth of experience with implementation or ideas for improvement on an existing project, but who want to bring their skills to the next level. Objective is to learn how to DO.
Master Class (Advanced): Designed for people who have been working with the topic for several years, are responsible for management level of the topic, or have implemented successful solutions but want to know what’s coming or how they could take advantage of advanced skills. Objective is to learn how to DIRECT.
DRAFTING CREATIVE TITLES AND DESCRIPTIONS
Your session title and description is the most effective marketing tool you have. Take time to write creative, descriptive and interesting titles and descriptions. The suggestions below were written by an association conference volunteer with a great deal of experience planning and coordinating education sessions.
HOW TO WRITE EFFECTIVE SESSION TITLES The title of the education session is your opportunity to grab prospective participants. It is the promise to them of the benefits of the session. You want to draw them in and make them want to find out more. Then deliver on the promise.
Be sure that the session description accurately reflects what the session is about. One of the complaints I often hear in the hallway after a session – “Well, that wasn’t what I expected” or “I thought we were going to discuss X but it was about Y” or “I wish they had talked more about Y like the description indicated.”
1. Tell a “secret.” – “The secret to successful collaborations.”
2. Suggest a method for achieving a result. – “How to increase funding through
collaboration …”
3. Lead with “Ten keys to success in …” – (Just make sure you have 10!)
4. Promise the end of a problem – “Driving traffic to your site…”
5. Speed enhancement of a solution – “The quick way to getting staff onboard …”
6. Do something like someone else – “Publish like the big guys.”
7. Provide the answers everyone is looking for – “What you ought to know about …”
8. Promise to improve a skillset in a short period of time – “Learn original cataloging in
an hour!”
9. Make it look easy – “The lazy man’s guide to collection development.”
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10. Educate as part of the drawing in – “Recognize the 8 early warning signs…”
11. Impart a level of knowledge reserved for a more experienced level – “You don’t have
to be a computer geek to use this online tool!”
12. Offer a tutorial – “Dealing with difficult people…”
SESSION DESCRIPTIONS MADE EASY
Start with something interesting and build your focuso Learn what top-performing states are doing to maximize their current collections
beyond income withholding . . . Start with an interesting fact! (Something your reader does not know.)
o The bubble chart depicts a future vision of the child support program . . .
Start with a strong opinion or feeling! Let the audience know from the start what you are focusing on.
o Collection development is getting harder in the digital age. Find out how . . .
Start with a single word or sound effect! Create a little drama.o Performance, performance, performance . . .o SHHH – Listen to your customer
Start at the end! Your audience will wonder how you got there.o Example: One-quarter of health care providers surveyed report currently using
tablets, and one-third utilizing smart phones for doing business.
Offer some take-a-ways –
Save court time, reunite families
Effectively engage your community, military and veteran groups
Discover strategies to add to your management toolbox
Whenever possible tie your title or description to the conference theme. Above all, keep it short and to the point! Four to six sentences, no more!
CONTINUING EDUCATION CLASSES
CE classes will be submitted using this process, with review of proposals completed by the SLA
Professional Development Advisory Council. CE submissions will require the same information
as education sessions, plus additional data including intended audience, pre-requisites, and
content delivery/teaching methods. We encourage units to submit classes on relevant, timely
topics, and encourage collaboration between units to attract a wide audience.
CE classes will be half day and full day, Sunday, June 10, 2018.
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Notification of CE class approvals will follow the same timeline as all other conference
submissions, and follow the same instructions for editing submissions as education session
submissions.
If a unit submits more than one CE class proposal, they must be ranked in order of preference.
For Option 1 units sponsoring CE classes, the class net revenue will be shared equally by the
unit and SLA after all expenses have been paid (AV, food and beverage, etc).
REVIEW PROCESS
The ACAC will review education session submissions looking for:
Topical submissions with a great summary of what will be discussed and what
participants will learn
Insights and suggestions for implementing programs that work in a variety of work
environments
Important to note….
Unit funding is not a factor! There is no consideration given to whether a unit is Option 1 or
Option 2. Proposals are evaluated based on the merits of each individual session. The ACAC is
not aware of a unit’s status when reviewing proposals. Units can co-promote sessions without
co-sponsoring the costs of the session.
In order to provide for an enriched educational experience, the ACAC or PDAC may ask
submitters to revise a proposal.
DIVISION & CHAPTER BOARD AND BUSINESS MEETINGS
Division and chapter board and business meetings will be scheduled during designated times, in
60- and 90-minute time frames. Due to the number of proposals for unit meetings, all requests
may not be accommodated. Therefore, we suggest all units carefully review the events held in
previous years to evaluate the value of each event. SLA will do its best to accommodate your
requests.
Sunday Afternoon
Sunday Evening
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Monday Morning
Monday Evening
Tuesday Morning
Tuesday Lunch
Tuesday Evening
Wednesday Morning
Wednesday Evening
SPONSORSHIP
Unit involvement in recruiting sponsors depends on their selection of Option 1 or Option 2 of
the SLA Unit Partnership & Sponsorship Agreement. For Option 2 units, SLA will cover the
program expenses (i.e., food & beverage, audio-visual, speaker honorariums) for education
sessions and special events, based on 2016 and/or 2017 expenses. All requests are subject to
SLA approval and are based on registration numbers, budget, and potential sponsorship.
OPTION 1 Unit Responsibilities
SLA units will work as they have in previous years to obtain sponsorship opportunities for session(s) and/or event(s) at the annual conference with no assistance from SLA HQ.
Sponsorship of unit sessions and/or events will only be available to companies exhibiting at the annual conference for the current planning year. Previous exhibitors of an annual conference are not eligible to sponsor unit programming unless the company has secured an exhibit booth for the upcoming annual conference (i.e., if the unit is working to secure a sponsorship in August 2017, the sponsor must be an exhibitor at the SLA 2018 Annual Conference).
Units must follow the established practices for “Sponsored Unit Sessions and/or Events” (outlined below) as described in the Conference Guidelines of SLA’s Policies and Practices. SLA will monitor all sessions and/or events to ensure unit compliance with the overall process and all conference procedures.
Sponsored Unit Session and/or Event
Units may seek the financial support of outside organizations to help underwrite the cost of the annual conference session(s) and/or event(s). Sponsoring organizations must participate in the upcoming annual conference as an exhibitor. A letter of commitment must be issued by the sponsoring organization to the unit, and a copy must be emailed to Kathy Bradley, VP of fundraising & partnerships ([email protected]) within two (2) weeks of signing the letter of commitment. If the sponsorships are confirmed within one month preceding the conference, the letter of commitment should be emailed upon receipt to Kathy Bradley. Final deadline for listing a sponsor in the conference program (printed)
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and mobile app is April 1. If a sponsor is secured after April 1, the sponsor will not be listed in the conference program and SLA cannot guarantee its placement in the mobile app.
The Commitment letter (see Appendix, page 26) should outline the full extent of the organization’s financial support. Sponsored unit sessions and/or events fall under the same Annual Conference guidelines as unit sessions and/or events.
All financial agreements are between the sponsoring organization and the unit. All food and beverage will be completed through the hotel/s or Baltimore
Convention Center. SLA will supply information on how to make these arrangements. The unit will be held financially responsible to SLA for audio visual expenses. SLA will charge the unit a flat fee based on the type of session. The expenses will be administered via SLA’s “bill back” process.
Audio Visual and room set up logistics will be managed by SLA. Food and Beverage logistics will the responsibility of the unit. The SLA events team is available should you have questions at [email protected]
Sponsors of sessions and/or events, with the exception of open houses and events held in conference hotel suites, will be listed (only text, no logo) in the final schedule of the annual conference pocket guide (program) and mobile app, provided these guidelines have been followed.
Units have the ability to purchase signage on their own to give visibility to the sponsoring organizations. SLA signage must remain in place and cannot be obstructed in any manner. SLA signage will not include sponsoring organization name or logo on its signage.
SLA will provide a list of current exhibitors online, available on a biweekly basis beginning November 1 of each year. Please note that the annual conference exhibitor list will not include any exhibiting company that SLA is currently pursuing for sponsorship. An updated list of companies that SLA is pursuing for sponsorship will also be available on a biweekly basis beginning November 1. Once SLA secures a sponsorship and/or identifies that a sponsorship will not be confirmed from the company, SLA will move the prospective sponsor to the list of current exhibitors.
SLA reserves the right to create an event(s) or session(s) that would be suitable for sponsorship.
Applies solely to the annual conference and does not apply to sponsorships secured by Units for the session(s) and event(s) held throughout the year.
All units have the option to have a kiosk in Main Street SLA located on the INFO-EXPO exhibit hall floor. Option 1 units may purchase a kiosk for a fee. Having a kiosk in Main Street SLA provides the unit the opportunity to showcase and market their events, content and networking opportunities. Main Street SLA will serve as the hub for SLA attendees throughout the annual conference. SLA will design Main Street SLA and the kiosks to ensure consistency and uniformity with the overall branding.
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Option 2 SLA Secures Sponsorship for the Unit
SLA secures sponsorship opportunities for unit session(s) and/or event(s) at the annual conference, including establishing pricing and creation of sponsorship packages.
SLA will manage, promote, and sell conference-wide sponsorships for SLA and unit educational sessions, meetings and roundtables, and networking events.
SLA will offer sponsor and partner options to exhibiting organizations at the Annual Conference as well other industry partners.
SLA will work in conjunction with the unit to identify conference session(s) and/or
event(s) which are suitable for or require sponsorship coverage for optimum success.
SLA units will:
Provide SLA with all previous contacts and leads for unit sessions and/or events, including email or phone introductions to contacts at sponsoring organizations.
Work in collaboration with SLA to identify potential sponsors for unit session(s) and/or event(s).
SLA will provide:
Financial support for sponsored event; unit will receive its full allotment and not receive a “bill back” after the Annual Conference for event’s expenses.
All signage will be paid for by SLA and must fall within SLA budget.
The unit with a kiosk (at no charge) in Main Street SLA located in the INFO-EXPO exhibit hall to showcase and market the unit’s events, content, and networking opportunities.
Further information:
If the event was a sponsored event in 2016 and/or 2017, units may choose
“Option 2 – SLA Secures Sponsorship for the Unit.” Please note that events and/
or sessions that were not sponsored unit events in 2016 and/or 2017 are not
eligible for “Option 2 – SLA Secures Sponsorship for the Unit.” Unit must provide SLA program budgets of the sponsored session (s) and/or
event(s) from 2015 and/or 2016 & 2017.
SLA will cover program expenses (i.e., food & beverage, audio-visual, speaker honorariums) based on 2016 and/or 2017 expenses for the event. All requests are subject to SLA approval and are based on registration numbers.
Unit session(s) and/or event(s) will happen at the annual conference regardless if the sponsorship is secured for the event. If this is the case, SLA will assume all
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liability and pay for all of the event(s) and/or session(s) expenses. The unit will
not be charged.
Unit will be responsible for providing session(s) and/or event(s) content, description, and speakers.
SLA will ensure that each sponsor receives the appropriate brand recognition across its conference promotional tools (i.e., pocket guide, conference website, conference mobile app).
SLA and unit will work together to market the session(s) and/or event(s). The Unit will market the session(s) and/or event(s) via their communication channels.
SLA and unit will collaborate together on ordering food and beverage and AV. All requests are subject to SLA approval.
All of the unit’s session(s) and/or event(s) held at the annual conference must fall
under Option 2. For example, a unit cannot have SLA work on sponsorship for a
session without the securing sponsorship for the social networking event held at
night.
Once the sponsorship agreement is signed, SLA will notify unit of sponsorships within three (3) business days.
SLA reserves the right to create an event(s) or session(s) that would be suitable for sponsorship.
Applies solely to the annual conference and does not apply to sponsorships secured by units for the session(s) and event(s) held throughout the year.
NEW SESSION AND/OR EVENT FOR Option 2 units
Units wishing to create new event(s)/session(s) that might require sponsorship and would like
to move forward with “Option 2 – SLA Secures Sponsorship for the Unit” must submit your
request to SLA by November 20, 2017. Working in collaboration, SLA and the unit will see if the
session(s) or event(s) fits into the SLA sponsorship strategy. SLA will inform the unit by mid-
January 2018, on its decision so that if necessary, the unit can find adequate funding under
Option 1.
Following 2016, any unit who wants to develop a new event(s)/session(s) with sponsorship and
would like to move forward with “Option 2 – SLA Secures Sponsorship for the Unit,” will need
to submit an application to SLA by the deadline established by SLA each year.
SLA recognizes that new units will be formed going forward. As such, each new unit will review
the options for sponsorship at the annual conference and make the decision with the
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timeframe established by SLA. The new unit and SLA will work in partnership to ensure the new
session(s) and/or event(s) are a success.
ON-SITE and OFF-SITE SPECIAL EVENTS
All social events—both on-site and off-site—must be submitted through FluidReview. The deadline for these submissions is November 20, 2018.
Venues for off-site events must be confirmed by March 31, 2018 (Option 1 units).
SLA will request additional information regarding pricing to be submitted at a date to be determined.
SLA may request additional information regarding pricing for ticketed events at a date to be determined (Option 1 units)
Tours are considered off-site special events, and are to be submitted in the submission process. Our events department will work with units to get necessary details on scheduling, price, etc. so that they are included in the ticketed events registration process.
Communication is very important, and we suggest planners pay close attention to relevant posts on SLA Connect as well as direct email communication from SLA, citing critical deadlines and dates.
Event Logistics
Food and Beverage:
OPTION 1 - Once units are notified of 2018 Annual Conference scheduled division and chapter board and business meetings, and social/special events, the first communication from the SLA events team will contain supporting information on placing food and beverage orders (BEO’s).
Any contract, agreement, or obligation entered into by a unit which involves liability in excess of $5,000.00 must be reviewed and signed by the executive director; any which exceeds the unit’s available or budgeted funds requires advance approval by the SLA Board of Directors.
OPTION 2 - SLA will facilitate the logistics of your event and communicate with you once arrangements are complete. This is the first stage of the logistical process. As stated in the SLA Sponsorship and Partnership Agreement, SLA reserves the right to approve final logistics and requests. We review historical data as well as the 2017 requested event formats and will plan accordingly.
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SLA finalizes the food and beverage menus in April and shares the final selections with you. SLA determines final numbers closer to the event after evaluating registration numbers and ticketed event numbers.
No outside food and beverage is allowed to be brought into the Baltimore Convention Center or 2017 hotels for group functions. All food and beverage must be ordered through the facility catering departments.
**Please read the Sponsorship Section above for more details and information regarding financial responsibilities for Option 1 and Option 2 units.
TICKETED EVENTS
SLA will again require registration/RSVP for ticketed events, which include unit meetings, receptions, awards functions, parties, no-host dinners, offsite tours, wellness activities, CE classes, certificate program courses and more.
Some events may not have a cost associated with them; however they are still classified as ticketed events and should be “registered/RSVP’d”. This process ensures adequate space, refreshments, supplies, and support for all attendees of each event.
Ticketed event registration will open in March. To make registration for ticketed events available when registration opens in December would require all unit events to be confirmed, arrangements made and prices set, which is not possible so far out from the start of the conference. We will work to make this as seamless as possible and provide adequate explanation and instructions to conference registrants.
The Events Department will communicate with units via email and phone to share relevant and timely information for ticketed events as needed.
LOGISTICAL DEADLINES SLA’s Events Department planning deadlines are set to ensure seamless planning of logistics for the 2018 Annual Conference. SLA collaborates with vendors (hotel, restaurants, special event venues, AV provider and the Baltimore Convention Center) and all deadlines are taken into consideration. We aim to give the planners ample notice and detailed information in advance to simplify the planning process and ensure we are all meeting deadlines for a successful Annual Conference.
Please be mindful of the deadlines SLA puts into place.
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The SLA Events Department will work with units on AV needs for education sessions as well as special events.
The standard AV package will include: screen, projector, computer, and podium with mic. Option 1 Units will be charged a flat fee for the standard AV package. If supplemental AV is needed SLA will supply the unit an order form with our preferred AV vendor.
Option 2 Units will not be charged for AV and SLA will take a close look at your presentation format and make necessary adjustments with microphones should there be panel discussions of three or more.
The AV Standard fee for Option 1 Units is not yet available, but will be in-line with market rates. We are working with our preferred AV vendor to provide the best rate possible and plan to announce the fees prior to the submission portal opening in late September. Please note: the cost of AV includes equipment, labor, setup and taxes.
Presenters are not given the option to bring in their own computers or AV equipment to avoid compatibility challenges that impact the flow of the conference. This restriction is to ensure a smooth execution and experience of all sessions, and avoid delays and disruptions caused by non-compatible equipment and connections.
PLANNING TIPS
1. Ask questions. When in doubt contact your unit liaison on the Annual ConferenceAdvisory Council or SLA staff.
2. Review your unit events from previous years and carefully evaluate each session orevent.
3. Concentrate on quality, not quantity – Don’t plan programs “just because we alwaysdid”!
4. Co-sponsor sessions with other units
5. Stay in touch with your past division program planners.
6. Choose subjects appropriate for the expertise of your unit’s membership as well asattendees as a whole, considering the experience of all attendees and addressingcurrent or emerging trends.
7. Schedule your program planning to meet the deadlines.8. Keep up with information posted in SLA Connect. Review information when it is
AUDIO VISUAL
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received/posted. Be sure your settings allow you to receive Connect posts in a timely manner.
9. Make note of deadlines and complete tasks in advance, if possible.
10. Publicize your programs early and often. Use your unit’s blog/newsletter, Website, anddiscussion list to promote your conference offerings. Don’t forget about Twitter,Facebook, and LinkedIn!
11. Keep good notes throughout the planning process. After the conference, write a post-conference report to pass along to the next division planner.
Appendix
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SLA Annual Conference
SLA and Unit Partnership & Sponsorship Recommendation
SUMMARY
In an effort to enhance the experience, value, purpose, and impact of the SLA Annual Conference &
INFO-EXPO (“Annual Conference”), SLA would like to explore with Units mutually beneficial options
designed to produce a more collaborative, effective and consistent experience and outcome for the Annual
Conference. The goal is to maximize efficiencies, resources, and revenue, while minimizing the Units’
(and volunteers) time, expenses and energies needed to secure sponsorships, covering the costs of
educational session(s) and/or event(s).
SLA believes the Units’ time and efforts should be devoted to developing high-impact, informative and
educational content, securing quality speakers, and ensuring the knowledge relayed generates a positive
experience with the end result to advance the member and attendee personally and professionally. In turn,
SLA’s role is to utilize its resources and energies to procure sponsorships to cover the costs of the
session(s) and/or event(s).
SLA is committed to working in partnership with the Units and industry partners to ensure relationships
are continued and maintained, if not strengthened. It’s important to note that the framework presented
relates solely to the Annual Conference and does not apply to sponsorships secured by Units for the
session(s) and event(s) held throughout the year.
The Annual Conference planning will continue to be led by the Annual Conference Advisory Council
(ACAC), working in collaboration with the Board of Directors, staff, Units, committees, members, and
industry partners. As in the previous years, all proposed conference sessions will go through the review
and evaluation process conducted by the ACAC to ensure content is relevant and current to the
information professional field.
It is our desire to create a collaborative and synergistic environment between SLA and the Units during
the entire process and production of the Annual Conference. The intention of SLA is to ensure that all
stakeholders involved in the Annual Conference work toward a common goal of creating an experience
that continually supports SLA’s mission to promote and strengthen the special library and information
professional field through learning, advocacy, and networking initiatives.
PURPOSE
Provide a framework to work towards the goal of the Road Map for the Future of SLA, Section D, #2 and
Section G.
D2: Set standards for benefits available to division members and industry partners and coordinate
offerings across the association.
G: Staff, volunteers, and industry partners work effectively together without duplication or gaps.
G1: Establish a means to coordinate and monitor the work undertaken by the various
committees and councils so that the right hand knows what the left hand is doing.
G2: Engage industry partners in reciprocating value.
OPTIONS (Units may choose either option)
SLA wants to strengthen the Units’ ability to focus on creating content for the Annual conference, which
drives the SLA mission of promoting and strengthening its members through learning, advocacy, and
networking initiatives. Two (2) options are available to Units planning programming at the Annual
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Conference:
OPTION 1 – Plan your session(s) and/or event(s) as you have in the past
OPTION 2 – SLA Secures Sponsorship for the Unit
Further information about the options is outlined below.
DEADLINE FOR DECISION All units must sign a letter of agreement (below) confirming their preferred option for sponsored unit
session(s) and/or event(s) by October 27, 2016.
OPTION 1 – Plan your sessions and/or events as you have in the past
SLA Units will work as they have in previous years to obtain sponsorship opportunities for
session(s) and/or event(s) at the Annual Conference with no assistance from SLA HQ.
Sponsorship of unit sessions and/or events will only be available to companies exhibiting at the
Annual Conference for the current planning year. Previous exhibitors of an Annual Conference
are not eligible to sponsor unit programming unless the company has secured an exhibitor booth
for the upcoming Annual Conference. (ie: if the unit is working to secure a sponsorship in
August 2016, the sponsor must be an exhibitor at the 2017 Annual Conference).
Units must follow the established practices for “Sponsored Unit Sessions and/or Events”
(outlined below) as described in the Conference Guidelines of SLA’s Policies and Practices. SLA
HQ will monitor all sessions and/or events to ensure unit compliance with the overall process and
all conference procedures.
Sponsored Unit Session and/or Event
Units may seek the financial support of outside organizations to help underwrite the cost
of the Annual Conference session(s) and/or event(s). Sponsoring organizations must
participate in the upcoming Annual Conference as an exhibitor. A letter of commitment
must be issued by the sponsoring organization to the unit, and a copy must be emailed to
Kathy Bradley, VP of Fundraising & Partnerships ([email protected]) within two (2)
weeks of signing the letter of commitment. If the sponsorships are confirmed within one
month preceding the conference, the letter of commitment should be emailed upon
receipt to Kathy Bradley, VP of Fundraising & Partnerships ([email protected]). Final
deadline for listing a sponsor in the onsite program (printed) and mobile app is April 1st.
If a sponsor is secured after April 1st, the sponsor will not be listed in the printed program
and SLA cannot guarantee its placement in the mobile app.
The Commitment letter (see template below) should outline the full extent of the
organization’s financial support. Sponsored unit sessions and/or events fall under the
same Annual Conference guidelines as unit sessions and/or events.
All financial agreements are between the sponsoring organization and the unit.
All food and beverage and audio visual orders will be made directly with SLA.
The unit will be held financially responsible to SLA for expenses (audio visual, food and
beverage, etc.) incurred by the unit for the session(s) and/or event(s). The expenses will
be administered via SLA’s “bill back” process.
Option 1 continued …
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All arrangements for events held within the Conference Hotels are to be made through
Mary Katherine Bilowus, Director of Meetings and Events ([email protected]), with
the exception of events held in suites at the conference hotels.
Sponsors of sessions and/or events, with the exception of Open Houses and events held in
conference hotel suites will be listed (only text, no logo) in the final schedule of the
Annual Conference program and mobile app, providing these guidelines have been
followed.
Units have the ability to purchase signage on their own to give visibility to the sponsoring
organizations. SLA signage must remain in place and cannot be obstructed in any
manner. SLA signage will not include sponsoring organization name or logo on its
signage.
SLA will provide a list of current exhibitors online, available on a biweekly basis
beginning November 1st of each year. Please note that the Annual Conference exhibitor
list will not include any exhibiting company that SLA is currently pursuing for
sponsorship. An updated list of companies that SLA is pursuing for sponsorship will also
be available on a biweekly basis beginning November 1st. Once SLA secures a
sponsorship and/or identifies that a sponsorship will not be confirmed from the company,
SLA will move the prospective sponsor to the list of current exhibitors.
SLA reserves the right to create an event(s) or session(s) that would be suitable for
sponsorship.
Applies solely to the Annual Conference and does not apply to sponsorships secured by
Units for the session(s) and event(s) held throughout the year.
All units have the option to have a kiosk in the Unit Pavilion and Networking Lounge on
the INFO-EXPO exhibit hall with Option 1. The Unit will be charged a fee for the space
to showcase and market their events, content and networking opportunities. The Unit
Pavilion and Networking Lounge serves as the hub for SLA attendees throughout the
Annual Conference. SLA will design the pavilion and kiosks to ensure consistency and
uniformity with the overall branding.
OPTION 2 – SLA Secures Sponsorship for the Unit
SLA secures sponsorship opportunities for unit session(s) and/or event(s) at the Annual
Conference, including establishing pricing and creation of sponsorship packages.
SLA will manage, promote, and sell conference-wide sponsorships for SLA and unit educational
sessions, meetings and roundtables, and networking events.
SLA will offer sponsor and partner options to exhibiting organizations at the Annual Conference
as well other industry partners.
SLA will work in conjunction with the unit to identify conference session(s) and/or event(s)
which are suitable for or require sponsorship coverage for optimum success.
SLA Units will:
Provide SLA with all previous contacts and leads for unit sessions and/or events,
including email or phone introductions to contacts at sponsoring organizations.
Work in collaboration with SLA to identify potential sponsors for unit session(s) and/or
event(s).
SLA will provide:
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Financial support for sponsored event; unit will receive their full allotment and not
receive a “bill back” after the Annual Conference for event’s expenses.
Waive unit web hosting fee ($50) for the year in which the Annual Conference takes
place.
Ensure marketing and signage of unit session(s) and/or event(s) follows standard SLA
branding. All signage will be paid for by SLA and must fall within SLA budget.
A team to work on sponsorship of the unit session(s) and/or event(s) including follow-up
and deliverables.
Enhanced visibility and exposure for the sponsor to maximize the return on their
investment.
Prove the unit with a kiosk (at no charge) within the Unit Pavilion and Networking
Lounge on the INFO-EXPO exhibit hall to showcase and market the Unit’s events,
content, and networking opportunities. The Unit Pavilion and Networking Lounge serves
as the hub for SLA attendees throughout the Annual Conference. SLA will design the
pavilion and kiosks to ensure consistency and uniformity with the overall branding.
Further information:
If the event was a sponsored event in 2015 and/or 2016, units may choose “Option 2 -
SLA Secures Sponsorship for the Unit”. Please note that events and/or sessions which
were not sponsored unit events in 2015 and/or 2016 are not eligible for “Option 2 - SLA
Secures Sponsorship for the Unit”.
Unit must provide SLA program budgets of the sponsored session (s) and/or event(s)
from 2015 and/or 2016.
SLA will cover programs expenses (i.e. food & beverage, audio-visual, speaker
honorariums) based on 2015 and/or 2016 expenses for the event. All requests are subject
to SLA approval and are based on registration numbers.
Unit session(s) and/or event(s) will happen at the Annual Conference regardless if the
sponsorship is secured for the event. If this is the case, SLA will assume all liability and
pay for all of the event(s) and/or session(s) expenses. The unit will not be charged.
Unit will be responsible for providing session(s) and/or event(s) content, description, and
speakers.
SLA will ensure that each sponsor receives the appropriate brand recognition across its
conference promotional tools, i.e. onsite program, conference website, conference mobile
app.
SLA and Unit will work together to market the session(s) and/or event(s). The Unit will
market the session(s) and/or event(s) via their communication channels.
SLA and Unit will collaborate together on ordering food and beverage and AV. All
requests are subject to SLA approval.
All of the Unit’s session(s) and/or event(s) held at the Annual Conference must fall under
Option 2. For example, a Unit cannot have SLA work on sponsorship for a session
without the securing sponsorship for the social networking event held at night.
Once the sponsorship agreement is signed, SLA will notify unit of sponsorships within
three (3) business days.
SLA reserves the right to create an event(s) or session(s) that would be suitable for
sponsorship.
Applies solely to the Annual Conference and does not apply to sponsorships secured by
Units for the session(s) and event(s) held throughout the year.
NEW SESSION AND/OR EVENT
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Units wishing to create new event(s)/session(s) that might require sponsorship and would like to move
forward with “Option 2- SLA Secures Sponsorship for the Unit” must submit your request to SLA by
November 20, 2017. Working in collaboration, SLA and the Unit will see if the session(s) or event(s) fits
into the SLA sponsorship strategy. SLA will inform the unit by mid-January 2018, on its decision so that
if necessary, the unit can find adequate funding under Option 1.
Following 2016, any Unit who wants to develop a new event(s)/session(s) with sponsorship and would
like to move forward with “Option 2- SLA Secures Sponsorship for the Unit”, will need to submit an
application to SLA by the deadline established by SLA each year.
SLA recognizes that new Units will be formed going forward. As such, each new Unit will review the
options for sponsorship at the Annual Conference and make the decision with the timeframe established
by SLA. The new Unit and SLA will work in partnership to ensure the new session(s) and/or event(s) are
a success.
TERMS
The terms of the Unit Partnership and Sponsorship Agreement for the Annual Conference will commence on September 1, 2017.
The agreement will automatically renew each year based on the option originally decided upon by the Unit in 2016 or if modified by the deadline designated each year.
Units may decide to change options. If this is the case, SLA must be notified in writing by August 31 for the upcoming Annual Conference.
QUESTIONS? Please contact us:
Kathy Bradley, VP of Fundraising & Partnerships of SLA, [email protected]
Amy Lestition Burke, Executive Director of SLA, [email protected]
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SLA Annual Conference
SLA & Unit Partnership & Sponsorship Agreement Form
The SLA and Unit Partnership & Sponsorship Agreement for the SLA Annual Conference is:
BETWEEN: Special Libraries Association (SLA)
AND: SLA Unit: __________________________________________________
Address: __________________________________________________
City, State, Zip: __________________________________________________
President/Chair/
Convener: __________________________________________________
The __________________________________ [insert unit] approves the terms and conditions as outlined in the
SLA and Unit Partnership and Sponsorship Agreement and hereby selects the option indicated below.
________ OPTION 1 – Plan your session(s) and/or event(s) as you have in the past
________ OPTION 2 – SLA Secures Sponsorship for the Unit
Upon execution of this agreement, SLA and the _________________________________ [insert unit] acknowledge
the SLA and Unit Partnership Agreement and its terms, agreeing to comply with and deliver upon all requirements
as outlined in the agreement.
BY: Special Libraries Association (SLA) BY:
Authorized representative Authorized representative
Name: Name:
Title: Title:
Date: Date:
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Sample Sponsorship Agreement – Option 1
[Insert Current Date]
[Insert Contact Name]
[Insert Company Name]
[Insert Company Address]
[Insert Company City. State, Postal Code]
Dear [Insert Contact First Name],
Thank you again for your sponsorship of the SLA 2018 Annual Conference, to be held June 10 – 13 in Baltimore,
Maryland. We truly appreciate your support of SLA. Please find an outline of benefits below for [Insert Company
Name] total sponsorship package.
2018 Sponsorship Package
[Insert name of session/event, date, time, location (if know), and any amenities included with sponsorship]
Total Investment: [Insert dollar amount of sponsorship]
Please sign the commitment below to signify your agreement with the benefits outlined above, and return a signed
copy of this letter to my attention [Insert unit planner contact information]. Upon receipt of the signed agreement, an
invoice will be generated for the sponsorship payment, which must be paid within 30 days unless other payment
arrangements have been made.
Should you have any questions, I would be happy to assist you. On behalf of SLA, thank you again for your support
of our 2018 Annual Conference.
Kind regards,
[Insert Unit Planner Signature]
[Insert Unit Planner Name]
[Insert Unit Name]
Special Libraries Association
Sponsor Commitment:
____ Yes, I approve of [Insert Company Name] 2018 sponsorship benefits as outlined above.
Name: Date: ____________________
Company Representative
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Sponsorship Solicitation Guidelines for Units - Option 1
SLA Units will work as they have in previous years to obtain sponsorship opportunities for
session(s) and/or event(s) at the Annual Conference with no assistance from SLA HQ.
Sponsorship of unit sessions and/or events will only be available to companies exhibiting at the
Annual Conference for the current planning year. Previous exhibitors of an Annual Conference
are not eligible to sponsor unit programming unless the company has secured an exhibitor booth
for the upcoming Annual Conference.
Units may seek the financial support of outside organizations to help underwrite the cost of the
Annual Conference session(s) and/or event(s). Sponsoring organizations must participate in the
upcoming Annual Conference as an exhibitor. A letter of commitment must be issued by the
sponsoring organization to the unit, and a copy must be emailed to Kathy Bradley of VP of
Fundraising & Sponsorship ([email protected]) within two (2) weeks of signing the letter of
commitment. If the sponsorship is confirmed within one month preceding the conference, the
letter of commitment should be emailed upon receipt to Kathy Bradley of VP of Fundraising &
Sponsorship ([email protected]). Final deadline for listing a person in the onsite program
(printed) and mobile app is April 1st. If a sponsor is secured after April 1st, the sponsor will not
be listed in the printed program and SLA cannot guarantee its placement in the mobile app.
The Commitment letter (see template below) should outline the full extent of the organization’s
financial support. Sponsored unit sessions and/or events fall under the same Annual Conference
guidelines as unit sessions and/or events.
SLA will provide a list of current exhibitors online, available on a biweekly basis beginning
November 1st of each year. Please note that the Annual Conference exhibitor list will not include
any exhibiting company that SLA is currently pursuing for sponsorship. An updated list of
companies that SLA is pursuing for sponsorship will also be available on a biweekly basis
beginning November 1st. Once SLA secures a sponsorship and/or identifies that a sponsorship
will not be confirmed from the company, SLA will move the prospective sponsor to the list of
current exhibitors.
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PRESENTER AGREEMENT 2018 SLA ANNUAL CONFERENCE
(Speakers, Instructors, Moderators are referred to as “Presenters” within SLA)
RESPONSIBILITIES
Presenter agrees to serve as a speaker, moderator, or instructor at the 2018 SLA Annual Conference,Saturday, June 9 – Wednesday, June 13 2018. 2018 in Baltimore, Maryland.
Presenter agrees to provide the following materials by the deadlines indicated:o Contact Information/Biography and Photo via mobile app (instructions to be provided)
by May 1, 2018o Presenter Agreement by March 15, 2018 via [email protected] Presentation/Handouts brought to the session room via flash drive/thumb drive in
Power Point format.
Bio and photo will be used in SLA’s marketing materials, including but not limited to the website andmobile app.
Presentations cannot be sales pitches.
Presenter agrees he/she will not use this speaking opportunity as a platform to sell or promote a specificcompany, product, or service. If you are supplier of products and/or services, please coordinate yoursession with a client. It is important to have both perspectives. It is suggested that presentations be onthe SLA 2018 Annual Conference power point template, cannot contain corporate logos or promotionalmaterials. In addition, the presenter will support the mission of SLA and strive to promote a positiveimage of SLA and the information professional community.
Please note that all accepted presenters are expected to meet all posted dates and deadlines. We reservethe right to make adjustments to any session that does not meet deadlines.
The Presenter agrees to notify SLA immediately in the event that an emergency should prevent thepresenter from meeting my obligation as presenter.
The Presenter adheres to SLA marketing standards and to ensure relevancy and precision, SLA reservesthe right to edit my proposed session title and/or session description.
Presenters authorize SLA to use their name, likeness, photograph, and biographical data in connectionwith the use and promotion of the program.
Understands that the session may be photographed or videoed for use by SLA.
Presenters are able to register for the 2018 Annual Conference at the reduced rate of $375 for fullconference access, or as a Walk & Talk registrant, with the restrictions understood.
AUTHORIZATION ____I do ____ I do not authorize SLA to post my presentation(s) for the 2018 Annual Conference. I hereby assign to SLA, on a royalty-free basis, the permission under all copyrights, publicity rights, privacy rights and other intellectual property rights that I may have, to publish all or any part of such presentation.
PERMISSIONS I warrant to the Special Libraries Association that my presentation and accompanying materials are my own original work, that I have obtained any necessary copyright permissions, that the work does not infringe anyone else's copyrights and is not defamatory, that I have the full right and ability to make this agreement. I agree to hold SLA harmless from any lawsuits resulting from the inaccuracy or breach of these warranties.
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SIGNATURE
I am consent to the deadlines, terms, and conditions outlined in this agreement. Return this completed document to [email protected] by March 15, 2018.
Approved and authorized by presenter:
Name: Title: Organization: Date: Signature: _____________________________________________________________
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ANTI-HARASSMENT POLICY
SLA is committed to providing a safe and equal space for professional participation for all of our members, partners, and event attendees. We believe that everyone has the right to professional interaction without fear, intimidation, or belittlement, and that everyone has the right to fair and equal participation and treatment.
Our strength as an association is our people, and we cherish their diversity. We value all of our members, partners, and attendees equally, and will not accept any treatment in any arena of association business which goes contrary to this.
SLA’s conferences and meeting events are dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, or religion. We have a zero-tolerance policy for hostile or harassing conduct of conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including sessions and networking events. Conference participants violating these rules may be sanctioned or expelled from the conference [without a refund] at the discretion of the conference organizers.
Harassment includes offensive verbal comments related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention. Participants asked to stop any harassing behavior are expected to comply immediately.
Exhibitors in the sponsor or vendor booths, INFO-EXPO hall, or similar activities are both protected by and subject to the anti-harassment policy. In particular, exhibitors should not use sexualized images, activities, or other material. Booth staff (including volunteers) should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment.
CONSEQUENCES
If a participant engages in harassing behavior, the conference organizers may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund, and forfeiture of roles on boards or committees.
REPORTING HOSTILE OR HARASSING CONDUCT; INVESTIGATIONS
If you believe you are being harassed or that someone else is being harassed, or you have any other concerns in this regard, please contact a member of conference staff immediately. SLA staff can be identified by the badges labeled with “STAFF.” Staff will be happy to help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.
Where a report of hostile or harassing conduct is made reasonable measures will be taken to establish the facts. This will typically include discussion with witnesses, if any, and the person accused of engaging in the prohibited conduct. Inquiries will be carried out as confidentially as possible given the circumstances.
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If anyone knowingly makes false accusation of harassment or knowingly provides false information in the course of an investigation of complaint may be grounds for discipline. A complaint made in good faith, even if found to be unsubstantiated, will not be considered a false accusation.
RETALIATION PROHIBITED
It is a violation of this policy to retaliate against or harass any person who asserts his or her rights regarding harassment including, but not limited to, threats, reprimands, negative harassment.
Approved by the SLA Board of Directors, December 10, 2014
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LEGAL INFORMATION
MUSIC LICENSING
Under U.S. Copyright Law, Title 17 of the United States Code, the public performance of copyrighted music requires permission from the copyright owner or its licensing agent. Just as you pay for use of other forms of property, you must pay for the use of musical property. The organization primarily responsible for the event itself is obligated to obtain permission to publicly perform copyrighted music at conventions and similar events, not musicians or entertainers.
AMERICANS WITH DISABILITIES ACT (ADA)
Title III of the Americans with Disabilities Act (public Law 101-336) prohibits discrimination against disabled individuals by those who operate places of "public accommodation" such as hotels, restaurants, retail stores, arenas and other places where the public is likely to enter or congregate. In its "public accommodation" section, the Act not only prohibits discrimination, but also requires organizations to take affirmative steps, such as providing ramps for wheelchair patrons, or sign interpreters for hearing-impaired customers, to provide access to facilities for those with disabilities.
In issuing regulations implementing the Act, the Department of Justice has stated that entities which are not normally considered "public accommodations" -- such as trade associations and professional societies -- nevertheless become subject to the Act when they lease space for a meeting, convention or trade show at a hotel, convention center or similar facility.
As a "public accommodation," therefore, the sponsoring organization is responsible for compliance with the Act and, accordingly, must take steps to assure that displays and/or meeting functions are accessible to individuals with disabilities. Additionally, the sponsoring organization must provide what the regulations call "auxiliary aids" (such as qualified interpreters, Braille programs, assisted listening devices, closed caption decoders, etc.) for meeting participants who need them.