The first conference planning meeting needs to be held at the location of the conference. A tour of the conference facility needs to be arranged so that all the committee chairs have a good sense of the facilities and layout for their respective duties. This meeting will be longer than the rest of the meetings. Items to bring to first meeting for each chair: Agenda Conference Handbook sections for each Committee chair or refer them to the SLA website. A hard copy of the entire handbook may also be prepared and distributed for each committee chair. Floor plan of facility Previous year’s conference brochures and updates and relevant materials. Sample at-a-glance- template (may use or indicate the one in previous year’s brochure) Sample of SLA Office Scheduling Template Current year’s budget Previous year’s actual financial statements Timeline charts (or them out in handbook.) Subsequent meetings follow a general agenda of reports from all committees that bring everyone up-to-date. It is recommended that these reports be sent to the entire committee at least three days prior to a meeting so that everyone has a chance to read them to make appropriate suggestions and comment at the meeting. Samples of Agenda for the First Meeting and Subsequent Meetings Follow: First Meeting Saskatchewan Libraries Conference [year] Planning Committee Meeting [Date], [Time] [address], [city], [specific room] Agenda:
(speeches start approximately at 10-15 minutes after the opening of the reception) Greetings from the President [name], 1-2 minutes- Ladies and Gentlemen, honoured guests…. I am [name], President of SLA Welcome to the Saskatchewan Libraries Conference for 200[?], We have an exciting program of sessions and events lined up for your pleasure thanks to our Conference Planning Committee headed by our chair(s), [name(s)]. For the next two days, we invite you to participate in all of our offerings. [optional] Before we get into the program, I’d like to make a couple of announcements. [Insert appropriate information about sponsors, lotteries, evaluation forms, etc]. Introduce the SLA and staff I’d like to introduce the SLA Board and staff. (Please wave as I call out your name.) SLA Members: President- [name] Vice-President – [name] Past President – [name] Treasurer – [name] Director for Education – [name] Director for Communications – [name] Director for Special Libraries – [name] Director for Public Libraries – [name] Director for Academic – [name] Director for Membership – [name] Director for Fundraising – [name] Director for Aboriginal Libraries – [name] SLA Staff: [name] (Executive Director) [name] (Program Administrator) [name] (Financial Assistant) We’d also like to acknowledge some very honoured guests with us tonight: -Honourable [name], Minister of Education
January Website updates Public Relations Program Admin January Review for selection for meals and refreshment breaks Social Chair Program Admin February Revise/update evaluation forms for delegates/registrants Conference Committee Program February Conference Committee regular meeting Conference Committee Program February Exhibits Chair contacts vendors who haven't registered Exhibit Chair Program February February 10 Forum article submitted/conference promotion Public Relations Chair Program Admin February Book equipment as needed - screens, projectors, etc Technical Program Admin February Volunteer recruitment Volunteer Chair Program Admin March 31 Delegate Registration - early bird deadline Program Admin March Conference Committee regular meeting Conference Committee Program Admin March Exhibitor Registration - early bird deadline - establish date Exhibit Chair Program Admin March Plan on site sponsor recognition/signage Public Relations Chair Program March Website updates Public Relations Chair Program Admin March Media kits assembled Public Relations Chair Program Admin March Prepare equipment allocation schedule for technical Technical Chair Program Admin March Technical sub-committee established Technical Chair Program Admin March Volunteer recruitment continues/duties assigned Volunteer Chair Program April 26 Delegate registration deadline - regular rates Program Admin beginning Confirm guest speakers ED April Assemble supply box for exhibit committee Program Admin April Name tags generated - Delegates, Exhibitors, Committee Program April April 17 Inserts for kit inclusion due at SLA Office Program Admin April beginning Agendas/speaking notes for Pres Reception, Banquet ED April April/May Establish Conference Planning Committee Board ED
April April 15th On-site brochure assembly - include new sponsors/updates etc. Conference Committee Program Admin April 10 days before conference On-site brochure edited/ complete and sent to printers Conference Committee Program Admin April Conference Committee regular meeting Conference Committee Program Assign booth locations with Tradeshow Company/develop map Exhibit Chair Program Admin April Exhibitor Regular registraion deadline - establish date Exhibit Chair Program Admin 3 or 4 days before Send final numbers for meals to hotels/food allergy list - check on procedures re:food allergies Facilities Program Admin April Confirm final numbers attending meals - usually 3-4 days before conference - check with venue for exact time Facilities April Finalize space requirements with facility for current conference Facilities Program Admin April Conference Committee conference venue with convention manager to review details - finalize space and set up requirements Facilities April Website updates Public Relations Program Admin Press releases as required - eg Keynote/Endnote / Mary Donaldson Lecture Public Relations Chair Program Admin Finalize menu selections for meals and refreshment breaks - SLA office contacts facility with selections Social Chair Program All technical equipment needs finalized Technical Chair Program Admin April 1 week before conference Kit assembly Volunteer Chair Program Admin May First weekend CONFERENCE Conference Committee Program Admin May 1 week-10 days after conference Wrap-up meeting Conference Committee Program Admin May Evaluate results/ recommend changes for final report/update conference handbook Facilities May May 10 Forum article submitted Public Relations Chair Program Admin
November end Nov (1 week) 1st draft brochure to Conference Committee for editing Conference Committee Program Admin November Conference Committee regular meeting Conference Committee Program Admin November First week in Nov Brochure information submitted to SLA office Conference Committee Program Admin November mid - end of Nov Brochure information submitted to SLA office Conference Committee Program Admin November Check for additional conference space needed at locations outside Conference venue - once sessions/events are confirmed Facilities November Send out personalized sponsor letters - (suited) matched to specific sessions and events Fundraising Chair Program November 1-2 weeks after mailout Follow-up calls to sponsors FundraIsing Chair Program Admin November List potential sponsors - regular and potential matches to conference schedule -eg sessions/keynote/tours/technical, etc. Fundraising Chair Program November Program sub-committee meeting/SLA Office Program Chair Program Admin November Nov 10 Conference article submitted to Forum Public Relations Program Admin December 2nd week in January 3rd draft brochure revisions/updates completed ready for printer Program Admin December Conference Committee regular meeting Conference Committee Program Admin December 2nd week in Dec (1 week) 3rd draft brochure revisions/updates completed by SLA office - returned to Conference Committee for editing Conference Committee Program Admin December week in Dec (1 week) 2nd draft brochure revisions/updates completed by SLA office - returned to Conference Committee for editing Conference Committee Program December First week in Dec 1st draft brochure editing complete by Conference Committee/returned to SLA office Conference Committee Program Admin December Arrange for transportation (buses) from hotels to conference venue if required - to be included in conference brochure Facilities
Individual sessions $45 x __ sessions $60 x __ sessions $ Day rate (banquet not included) $85 $110 $ Additional banquet tickets $35 x __ tickets $40 x __ tickets $ Additional Exhibit Hall Luncheon tickets for Friday $15 x __ tickets $20 x __ tickets $ Additional Exhibit Hall Brunch tickets for Saturday $15 x __ tickets $20 x __ tickets $ Subtotal $ * Postmarked on or before March 31, 2009 ^ Postmarked after March 31, 2009 Additional Offerings – worth considering SLA Member rate rate Timeslot Total T1-Preconference – Grant Writing $50.00 $70.00 Thursday 30 8:30am-12:00 Noon $ T2-Preconference – Healthy in the Workplace $50.00 $70.00 Thursday April 30 1:00-4:30pm $ Subtotal $ GRAND TOTAL $ NOTE: Refunds are subject to a $25 processing fee. No refunds will be given after April 30, 2009 *Pre-registration is required for the tours and all meals. ___ Cheque Enclosed – Please make cheques payable to the Saskatchewan Library Association VISA/MasterCard Credit Card # _______________________________ Expiry Date: _____________ Please forward all forms and payments to: Saskatchewan Library Association, #15-2010-7th Avenue, Regina, SK S4R 1C2 For more conference information, please visit our website at Contact the SLA office: Phone (306)780-9413; Fax (306) 780-9447; Email Registration Desk Schedule - Sample Thursday Time Volunteers
SLA Timeline – Volunteer section summary Month Due Activity February Send call for volunteers through SLA Office February Volunteer recruitment March Send volunteer call to SIAST (Kelsey) and Universities through SLA Office March Volunteer recruitment continues/duties assigned April 1 week before conference Volunteers assigned duties, instructions sent out to conveners, recorders and registration volunteers April 1 week before conference Kit assembly May Post Conference - write report and update Volunteer section of handbook