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Lily Sacharow's picture

CATF Call 12 Minutes

Hi everyone, 

Here are the notes from our 4/13 conference call. Please contact me with any updates or edits. Note the inclusion of potential "umbrella" recommendations categories and subcategories, also listed below. 

Action items highlighted: 

  1. LAST CHANCE to send Melissa names and emails of guest testers by TODAY, 4/14 (2 invitees per person)
  2. Take survey when it is released
    • Notify Melissa and Mike about any clarifications needed for questions, verbiage, or demographics
    • Check for and report any technical glitches encountered
    • Task force members and guests should provide feedback by Friday, 4/21

  3. Mary will send out completed Guidelines document to CATF members by Monday, 5/1

  4. Task force members should review current Best Practices for Presenters page and send suggestions for improvements and potential content to Lily by Monday, 5/1 


Draft Recommendations Categories and Subcategories

Category 1: BEFORE (Pre-conference virtual and in-person meeting planning)

  1. Site Visits (1-2 years prior to conference; contract finalizing)
  2. Accommodations and Housing
  3. Conference Center Spaces (room setups overview, conference center spaces, room placement)
  4. Communication with Site Personnel (facilities and fixed spaces, help services, hotline awareness)
  5. Web Accessibility (registration, OnPeak, scheduler, conference app, online environment)
  6. Audiovisual Preparations (procedures for room setups, captioning, accessibility of virtual meeting software)
  7. Exhibits (hall setup, rest areas, vendor awareness and planning, wayfinding & signage, carpeting)
  8. Social Events and Off-Site Locations (individual division and group planning; reservations of accessible off-site spaces)
  9. Presenter Preparations (presentation best practices for accepted proposals; meeting & program planning checklist)

    Category 2: DURING (Coordinating accommodations and addressing concerns on-site)

  1. On-Site Accessibility Services Management (availability and coordination of scooters, interpreters)
  2. Reporting Newly Arising Issues (addressing, troubleshooting, and tracking processes in real time)
  3. Setup and Maintenance for Programs and Exhibits (process for either participants or leaders/vendors reporting and handling issues with a specific event or space, including audiovisuals)
  4. Transportation (addressing transit needs and concerns)
  5. Awareness and Publicity of Reporting Issues (signage; program, site, & app links to hotlines; info booths knowledge)

    Category 3: AFTER (Assessment and evaluation)

  1. Assessment (general needs, purpose, & sustainability)
  2. Surveying Methods (regular follow-up surveys; focus groups; data collection)
  3. Issue Tracking Database (creation, organization, & responsibility; review; maintenance & distribution of relevant info)
  4. Site and Systems Review (accessibility explicitly covered in site-specific decisions meetings immediately after conference; negotiating terms for reusing location)
  5. Improvements to Future Conferences (implementing changes following review; immediate incorporation of feedback into planning for upcoming conferences)
  6. Communication (providing updates, tips, and relevant info to members, leadership, vendors, & other ALA bodies)
CATF Call 12 Minutes23.78 KB
Carrie Banks's picture


The notes look good.

On the best practices I would add:

In general, let u know about any accommodations that you need early in the process

Under Visuals: be prepared to describe your visuals for audience members who are blind or have low visions

Under Presentations:
- Do not superimpose text over graphics
- Avoid slides that are too busy or that have continuous, distracting animations.

I hope this helps.

Carrie Banks | Supervising Librarian, Inclusive Services
Brooklyn Public Library

Internal extension: 39162