RUSA Program and Preconference/Institute Planners Community
The Midwinter meeting request form will close soon and the Annual Conference meeting request form will open within the next few weeks.
Because we have had some misunderstandings about this in recent years, I wanted to clarify that **staff will take care of entering your programs and preconferences into the meeting request form.** **You or your section scheduler should not enter your programs or preconferences--doing so will create duplicate entries, and will cause significant problems from both a marketing and logistics standpoint.**
Remember that when entering meetings, you can only see the meetings you personally have created, so only staff will be able to see the scheduled programs.
Please convey this information to your section scheduler as appropriate. Thanks for your help!
Below and attached is an overview of sponsorship for programs and preconferences: how it works and how to make it happen for your event.
The levels of sponsorship and corresponding benefits is included in the attachments as well. Please use this as your guide for pursuing financial sponsors for 2014 Annual Conference programs and events.
Questions? Post them as a comment/reply and we'll help you out.
Sponsorship: A brief overview
IN-NAME ONLY SPONSORSHIP (no money involved)
Securing “in name only” (INO) sponsors typically involves an arrangement with another ALA group or division for their name to be attached to our program. INO sponsorship is typically for programs, and is beneficial because it will raise awareness of programs among the co-sponsor’s member group(s). INO sponsorship is not common for events like institutes and preconferences that generate revenue for our division.
In seeking INO sponsorship, the sponsor agrees to allow us to attach their name to our event, and also agrees to cross-promote the event as they would their own events.
To secure INO sponsorship, please contact a representative from the group you wish to collaborate with and request sponsorship. Please keep the division staff and appropriate leadership in the loop on these activities. You should receive written confirmation of the sponsorship from the partnering group, and should notify the division staff of this agreement via the ALA Connect workspace. The deadline for INO sponsorship is February 1.
Outside sponsors can also be sought for preconferences, institutes, programs and other events throughout ALA Annual and ALA Midwinter. This typically involves a cash contribution by a vendor sponsor to help provide food or cover other event expenses. Sometimes there is an “in-kind” donation of merchandise or services.
The division office has prepared a list of sponsorship dollar amounts and corresponding benefits. Please use this list as you make your sponsorship inquiries. Remember that a sponsor who contributes $250 should receive significantly different benefits than a sponsor who contributes $2,000! The different levels and benefits are clearly outlined in the list.
Members are responsible for conducting initial outreach to financial sponsors. RUSA/ASCLA staff will prepare letters of agreement and invoice the sponsor for the agreed upon amount. The deadline for financial sponsorships is February 1.
Attached is a PDF of dates and deadlines for program and preconference planning relevant to your (members) planning responsibilities. Please take the time to download and print out this document and review it--there are some details that have changed since last year.
My last day with ALA is Oct. 4, so Leighann will be your guide from that point forward. As you can see below, there are a few deadlines in October, and then several more in January.
If you have any questions, please post them here as comments and we'll respond.
Thank you for your help and hard work!
October 5 – Program titles finalized (no changes to titles after this date), and program descriptions for the preliminary ALA Annual Conference program book are confirmed. Preconference titles and descriptions must be confirmed and final by this date.
October 8 – Preconference chairs should notify the division representative of any expected expenses for their event, including A/V, speaker fees and catering needs.
October 20 – Confirm expected attendance for all programs and preconferences.
January 30 – Program & preconference speakers finalized; planners should post speaker names, titles, affiliations and e-mail addresses in Connect group.
– A/V equipment, catering, co-location and special accommodation requests submitted for programs and preconferences no later than this date.
– Last opportunity to update your program descriptions for the final conference program book.
February 1 – Sponsor commitments are confirmed for all Annual Conference Events.
March 30 – Speaker conference registrations and any accommodations must be completed.
April – Event room assignments made by Conference Services.
May 1 – All speaker handouts needing copying must be posted to the Connect group.
May 15 – Larger items going to the conference (e.g. posters, brochures) must be at the ALA office by this date for shipment with our trunks. Also, staff will receive contact information and menus for hotel catering.
June – Conference month! We’ll have an “At Conference” checklist for you—your guide to conference success—that will be posted in the Connect group.
Hello all RUSA Program Planners! I'd like to ask you two easy favors that will help your committee, your section, and RUSA:
1. Before your program, please have one of your planners go to the ALA Office in the convention center. There will be signs from the registration area directing you to the office. Go to the RUSA table and pick up brochures, name badge ribbons, and any other giveaways that will help to promote RUSA and your section. Make these available to attendees at your program. This Friday is a great day to pick these up if you're already in town.
2. When you introduce your program, please take a moment to let people know that it has been organized by [Committee], of [Section name],a section of RUSA - the Reference and User Services Association. This helps to generate interest in RUSA and brings in new committee members!
Thanks so much and see you in Chicago!
-Joe, as chair of RUSA's Conference Program Coordinating Committee
Help save paper by making your handouts available online prior to the program!
(Please use this approach for programs, discussion groups or forums; this should not be used for preconferences.)
Here's how to do it:
- Go to the conference scheduler: http://ala13.ala.org/scheduler
- Login at the conference site (top right) using your ALA Connect username and password.
- Find your event by searching the scheduler and click on it to open it.
- Scroll to the bottom of the page and you'll see a link to Add Comment. Click here.
- Create a post with the handout as an attachment.
- Anything you post will be archived with the program, along with all the scheduler content.
- Once it's posted, anyone who has added the program to their schedule will receive an e-mail notification.
By now all speakers for conference events whose information was entered by the deadline should have received an e-mail with info about waiver forms and how to upload their presentations ahead of time.
If a waiver did not arrive in your speaker's inbox, hard copies will be available for them to sign in the speaker ready room. They must sign the waiver prior to speaking at their program. This is for **PROGRAMS ONLY**, since programs are the only thing being recorded. Speaker waivers are **not** required for discussion groups or forums.
Here is some info for you from that e-mail message:
All Meeting Rooms that we are recording in will be equipped with a LCD Projector, Screen, Computer, and appropriate microphones. We ask that you submit your presentation at least (1) hour prior to your meeting start time so that the presentations can be properly loaded on the in room computer. We are providing a speaker ready room in the Convention Center, S501a. You may upload your presentation at the website below prior to the meeting or in the speaker ready room. The Audio Visual Team will have all the sessions loaded on the computers in each room with your name.
Here are the hours the speaker ready room will be open:
Friday, June 27 9:00am – 4:00 pm
Saturday, June 28 8:00 am – 5:30 pm
Sunday, June 29 8:00 am – 5:30 pm
Monday, July 1 8:00am – 1:00 pm
I am also attaching a PDF of the form you can print and bring with you. All completed waivers should be returned in the speaker ready room or brought to the Conference Services Desk in the ALA office.
In preparation for your programs, please make note of the following numbers and take them with you on-site to conference. These are the two numbers you will need to call should you encounter any issues on-site with your program.
If you have any A/V issues on-site at the meeting, please call the Conference A/V Desk at 312-791-6909.
If you are having other issues with meeting rooms, e.g. it’s cold enough for a penguin colony to survive in your meeting space, call the Conference Services Desk at 312-791-6900.
**These numbers will only be functional during the conference.**
Need handouts for your program or preconference? Please post the documents here by close-of-business on Thursday, May 31, 2012. PDF documents of standard letter size are preferred. Printing will be done back-to-back to save paper. Please also post quantity of handouts needed.
Programs: Handouts will be available to pick up at our division table at the ALA Office in the convention center by the Friday of conference.
Preconferences: A staff member or student assistant will bring your handouts to the preconference.