INVITED SPEAKER(S)—the primary program speaker
- Invite at least 6 months in advance. Discuss program theme, our expectations, the audience, duration of speaker’s talk, the day’s schedule, honorarium (as of 2006, the invited speaker honorarium is $500 maximum for the primary program speaker—the Chapter also covers travel, lodging and dining costs).
- Appoint one board member as primary speaker(s) contact.
- Request speaker(s) make own travel and lodging arrangements—remind them to save all receipts for later distribution to the Treasurer.
- Send confirmation letter and copy the Treasurer.
- Send a copy of program brochure/registration form, plus any other information RE other invited speakers, etc.
- Waive registration fee, but provide a nametag.
- Gather biographical information for brochure and program introduction.
- Inquire RE special dietary needs, accessibility needs, etc.
INVITED SPEAKER(S)—secondary program speakers, e.g., panelists
- Invite at least 3-6 months in advance. Discuss program theme, our expectations, the audience, duration of speaker’s talk, the day’s schedule, honorarium (as of 2006, the invited speaker honorarium is $150 maximum for secondary program speakers—the Chapter also covers travel, lodging and dining costs).
- Appoint one board member as secondary speaker(s) contact.
- Request speaker(s) make own travel and lodging arrangements—remind them to save all receipts for later distribution to the Treasurer.
- Send confirmation letter and copy the Treasurer.
- Send a copy of program brochure/registration form, plus any other information RE other invited speakers, etc.
- Waive registration fee, but provide a nametag.
- Gather biographical information for brochure and program introduction.
- Inquire RE special dietary needs, accessibility needs, etc.
SPONSORSHIP
- Apply for LSTA funding through the College & Research Division of PaLA--???
- Seek vendor sponsor(s) for pre-program coffee/snacks--???
VENUE PREPARATION
- Secure venue as much in advance as possible.
- Catering: morning breakfast snacks and coffee, lunch. Provide vegetarian options.
- Audiovisual (computer, projector, screen), Internet.
- Room set-up, e.g., classroom style, round tables, etc.
- Signage.
- Parking.
- Directions to venue.
- Contact venue/catering with final headcount—usually required two weeks before program.
ADVERTISING
- Issue a “Save the Date” e-mail message to ACRL/DVC and regional (e.g. ACLCP, TCLC, PA-ACADS, etc.) e-mail lists as early as possible.
- Create 1-page information brochure and registration form (usually in PDF) for distribution with Newsletter, posting to web site, and distribution to ARCL/DVC and regional e-mail lists (Note: PDFs are not acceptable on every list—send info in body of message if necessary).
- Issue reminder e-mail message.
REGISTRATION/REGISTRAR
- Establish registration deadline of two weeks prior to event.
- Indicate no refunds will be issued after registration deadline—CANCELLATION POLICY?
- Staff the registration table at the program to issue receipts, take on-site registrations (the venue/catering can usually manage up to 10 extra people—ask ahead).
DOCUMENTS FOR DISTRIBUTION
- Request documentation from ACRL (e.g., brochures, sticky notes, etc.)
- Program agenda.
- Speaker biographies.
- Speaker(s) program documents (e.g., Powerpoint slides, visual aids, etc.).
- Nametags—include speakers.
- Attendees List.
- Note-cards for attendee questions.
- ARCL/DVC membership form.
- Evaluation form.
- ACRL National membership form.
POST-PROGRAM
- Gather, analyze and distribute data from the Evaluation Form.
- Issue payment to speaker(s).
- Send thank-you note to speaker(s) and request their feedback.
~ updated August 2006
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