Due January 31: ALA Annual Conference Meeting Room Requests
Dear CoPA Leaders,
It is time to submit your meeting requests for the 2013 ALA Annual Conference, which will be held in Chicago from June 27 – July 2, 2013.
The online meeting request form is now live, and you should have received an instructional message from ALA Conference Services with your unique User ID and password. Please let me know if you did not receive this access information.
All Annual Conference room requests must be submitted by Thursday, January 31, but earlier submissions are accepted and appreciated.
The 2013 ALA Midwinter Meeting preliminary schedule and the 2012 ALA Annual Conference final schedule are attached to assist with scheduling. The schedules may be used as a guide for creating this year’s schedule, but it may be necessary to make changes to observe no/low conflict times, special events, etc.
Please also note that standard time slots have changed, starting with the 2013 Midwinter Meeting. The 2013 Annual Conference meetings must adhere to the same new time slots.
Starting with AC2013, meeting timeslots cannot be combined into one timeslot. ALA is encouraging units to complete their work in one time slot. If more time is needed, you'll need to submit two meeting requests and label them 'Part 1' and 'Part 2,' after the meeting title.
Please review the attached three documents before scheduling any sessions.
Additional key points:
- ALA Conference Services requires all units to schedule their meetings equally over the standard time slots. This means that if your unit has ten meetings on Saturday, two meeting should be scheduled in each of the five time slots.
- AV requests should be submitted as part of your meeting request.
- If you schedule a meeting and need to delete it, please let me know. I will work with ALA Conference Services to officially remove the session.
To be included in the preliminary schedule, all meeting requests must be submitted by January 31. ALA Conference Services will post a preliminary schedule on February 11, and we will then have two days to make additions and final adjustments. You will be informed about the opportunity to make final changes.
Virtual participation at Midwinter and other virtual meetings
ALA does not have the technical means to support “blended meetings” (some meeting face-to-face and others virtual) at conference. If you choose to offer a blended meeting, it will be the responsibility of the meeting attendees/chair to ensure everything runs smoothly.
Please note that it is not mandatory to attend conference and if your committee should choose to meet virtually ACRL can provide access to the Adobe Connect Pro virtual meeting service. We advise that virtual meetings take place before or after Midwinter rather than directly conflict. If a virtual meeting is scheduled during conference, it must adhere to ALA’s no/low conflict times referenced in ‘Attachment 2- Meeting Timeslots and No/Low Conflict Times.’
If you’d like more information about guidelines for submitting virtual meeting requests visit http://www.ala.org/acrl/resources/policies/chapter8#8three2one2. I also manage virtual meeting scheduling and am happy to help.
For those units with approved ACRL programs
[UPDATE 1/14/13: Program date and times have been announced to program planners.]
[ORIGINAL POST: As your program planners are aware, I will submit the program room requests using the date/times that the program planners requested by ALA’s November 6 deadline. ALA Conferences Services staff and the ALA Conference Committee will review all the program date/time requests and will notify us of the approved time slots. I’m told this information will hopefully be available in December, but it’s possible it might not be available until early January.
We recognize that units want to schedule their other meetings around their program, which is why the meeting request deadline has been extended to January 31. I will keep you posted with any updates that I receive about this program date/time assignment process.
Units with programs have two options:
1. Submit your unit’s meeting room requests over the next few weeks using your desired dates/times as they stand now. You can always log back into your meeting account by early January and move dates/times for your meetings.
2. Wait until the program dates/times are announced to submit all your unit’s meeting room requests. ]
Please let me know if there are any questions, and thank you for your understanding as we transition to the new program time slot procedure.
ACRL Program Officer
50 East Huron St.
Chicago, IL 60611