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Sarah Wade's picture

Annual Social Committee

Committee Charge

The purpose of the annual social committee is to plan and execute a social event at the Annual Conference. The event will allow new and continuing NMRT members and library school students an opportunity to meet and talk in a relaxed and fun environment. The NMRT awards will also be distributed at this event recognizing the recipients of the NMRT awards (the professional development grant, the Shirley Olofson memorial award, Student Chapter of the Year award).

Committee Composition

  • Chair (one-year term)
  • Committee members (one-year term)

Reports to

Leadership Development Director

History of the Committee

The committee was formed in 2016 by combining the Student Reception Committee and the NMRT Awards Reception Committee. The committee is currently being sponsored by Mango Languages.

Major Responsibilities

Plan, promote, and coordinate an Annual Reception at the Annual Conference. The reception should provide entertainment (games and door prizes) to provide an opportunity for NMRT members to network and socialize and will recognize recipients of the NMRT Professional Development Grant, the Shirley Olofson Memorial Award, the Annual Conference Professional Development Attendance Award and the Student Chapter of the Year Award.

 Procedures Used To Accomplish Major Responsibilities

  1. Create a timetable for tasks.
  2. Ask committee members to volunteer for tasks
  3. Select and order food for the Annual Reception.
  4. Provide door prizes.
  5. Provide party favors.
  6. Follow-up.

 Contact People for Accomplishing Committee Objectives

  • NMRT President
  • NMRT Networking Director
  • Committee members
  • You can submit the same write up to the Communications Committee Chair (formerly known as Footnotes committee), SASCO Chair, and the Liaison Coordination and Support Committee (they will advertise to other parts of ALA through listservs). You can also submit it to the NMRT Secretary, and h/she will post it to Facebook.
  • NMRT Professional Development Grant Committee Chair
  • Shirley Olofson Memorial Award Committee Chair
  • Annual Conference Professional Development Attendance Award Committee Chair
  • Student Chapter of the Year Award Committee Chair

Publicity Needs

  • Notice in Footnotes about the reception
  • Publicity on e-mail lists (NMRT-L, NEWLIB-L, NEXGENLIB-L, etc.)
  • Publicity on ALA Connect
  • Publicity via social networking tools (Facebook, Twitter, etc.)
  • SASCO representatives contacting their respective library science programs

Documents to Create/Update

  • Write article for Footnotes publicizing event
  • Flyer to be distributed publicizing event

Reminders and Helpful Hints

  • CC: all correspondence to NMRT President, NMRT Vice President/President-Elect, and Supervising Board Member
  • Involve, update, and assist committee members
  • Set and follow deadlines (finalizing all by Memorial Day weekend works well)
  • Make sure beverages selections are listed on menu choices
  • 50-150 attendees are anticipated
  • Think about what students want to know and experience at the conference!
  • Monitor materials distributed by ALA divisions and round tables (who left literature? are attendees taking brochures? what is left?). This information could be helpful in letting ALA units know how much literature to leave.
  • When all is said and done, think about ways to improve for next year

General Timetable of Activities

July-August

  • Welcome committee members; introduce them to charges, goals and objectives.
  • Review previous year's files.

 September-December

  • Prepare and submit planning report for NMRT President.

 Midwinter

  • If necessary, meet with committee to discuss plans for reception.

 February-May

  • NMRT President will reserve space in the ALA Annual Conference Schedule.
  • NMRT President will reserve space at a conference hotel for the reception.
  • Once the reservation has been finalized, work with the hotel to arrange catering for the event.
  • Submit article to publicity channels.
  • Coordinate with chairs of the NMRT Professional Development Grant Committee, the Shirley Olofson Memorial Award Committee, the Annual Conference Professional Development Attendance Award Committee, and the Student Chapter of the Year Award to plan the presentation of awards.
  • Invite representatives from ALA Divisions and Roundtables to attend the reception to introduce themselves and their division or roundtable. If a representative cannot attend, invite them to drop off literature for distribution at the reception.
  • Submit progress report via ALA Connect
  • Forward information to SASCO Chair and Publicity Chair for distribution.
  • Finalize all reception plans by Memorial Day weekend.

June

  • Publicize the event using social networking tools, ALA Connect, and library listservs.

Annual

  • Wrap up any last-minute preparation and host the reception!
  • The NMRT Professional Development Grant, the Shirley Olofson Memorial Award, the Annual Conference Professional Development Attendance Award, and the Student Chapter of the Year Award is presented at the Annual Reception.

 Last revised: September 2017