ALA Conference Committee Committee
On behalf of ALA Conference Committee Chair Clara Bohrer, I am posting the following report:
ALA COMMITTEE REPORT
COMMITTEE: ALA Conference Committee (standing)
TIME PERIOD: 2015-2016—Through Midwinter Meeting 2016
REPORT SUBMITTED BY: Clara N. Bohrer, Chair, 2015-2016
ACTIVITIES OF THE COMMITTEE: (including the 2016 Conference Program Coordinating Team)
This report covers activities of the ALA Conference Committee on ALA Connect and at the 2016 ALA Midwinter Meeting.
- Reviewed the 2016 Annual Conference and 2017 Midwinter Meeting skeleton schedules for approval by the ALA Executive Board during the 2016 Midwinter Meeting. The Committee made no changes to the schedules as presented.
- Received an update from staff on the registration and budget targets for the 2016 Midwinter Meeting.
- Received an update from staff on the move away from ALA Connect and the impact on the scheduler. New scheduler is a work in progress and committee was asked to provide input on their experiences.
- Received an update from staff on the use of the new integrated proposal-to-final program system which has increased efficiency and reduced error-prone repetitive data entry at difference stages.
- Staff reported on existing contract language that helps to address the concerns of the Task Force on Equity, Diversity and Inclusion. The Committee will continue to reviews TF recommendations relevant to ALA conferences. Invitations to speak at the 2016 ALA Annual Conference have been issued to several speakers recommended by the TF.
- Discussed a potential upcoming Council resolution on accessibility of ALA conferences and meetings for people with disabilities. Staff provided an update on current practices. The mover of the Council resolution provided some background.
- After an hiatus, a representative from ASCLA’s Accessibility Assembly will be regularly appointed to the ALA Conference Committee by ASCLA.The committee had a discussion on accessibility issues at conferences and expressed interest in receiving an accessibility checklist relevant to conference planning.
- Reviewed a list of potential Auditorium Series speakers and recommended preferred speakers to ALA Conference Services for 2016 Midwinter Meeting and 2016 Annual Conference.
- Participated in voting for the Ignite sessions at the 2016 Midwinter Meeting.
- Discussed the experience of implementing the "Deep Dives" pilot programming at the 2016 Midwinter Meeting. Evaluations are being collected and will be reviewed by the Committee.
- Discussed the process (preliminary, since subject to feedback from evaluations) for the next set of "Deep Dives" pilot programming at the 2017 Midwinter Meeting.
- Heard a proposal from staff regarding a branding opportunity for the Midwinter Meeting with the Center for the Center for the Future of Libraries to offer program content with a focus on innovation and trends impacting libraries, both short and long term.
- Reviewed and evaluated proposed Annual Conference 2106 programming to identify any major content gaps.
Next Face-to-Face Meetings:
- 2016 Annual Conference—Saturday, June 25, 8:30 – 10:00 a.m. 2016 & 2017 Conference Program Coordinating—Saturday, June 25, 10:30-11:30
- Work will continue on ALA Connect between face-to-face meetings as needed.
Face-to face meeting participants (MW 2016):
ALA Conference Committee: Clara Bohrer (chair), Sara Kelly Johns (Executive Board), Mary Hastler (Division Representative), Aaron Dobbs (Division Representative), Carla Land (Councilor-at-Large), Hannah Kyung Lee (Chapter Councilor), Martha Goddard (ASCLA Accessibility Assembly), Ken Stewart (Division Representative) Peter Hepburn, Mary Ghikas (staff), Alicia Navarro (staff)
Conference Program Coordinating Team: Alice Calabrese-Berry (United for Libraries), Katherine Louise Kan (YALSA Representative), Mary Pagliero Popp (RUSA Representative), Trisha Burns (PLA Representative), Evviva R. Weinraub (LITA Representative), Nikki Winslow (Round Tables Representative), Ken Stewart (AASL Representative), Mary Ghikas (staff), Alicia Navarro (staff)
On behalf of ALA Conference Committee Chair Clara Bohrer, here is the agenda for our meeting, as well as the 2016 CPCT, in Boston: (also as an attachment)
ALA Conference Committee, Saturday, January 9, 8:30-10:00am, Boston Convention & Exhibition Center (BCEC) 259A
-Registration and Budget Targets
-IT Implementation Update (including Scheduler)
- TF on Equity, Diversity & Inclusion: recommendation on contract language
- Changes in Orlando since 2004
- Accessibility: Council resolution (MW2016), current status, Conference Committee membership
- Sustainability: Council resolution (AC2015), current status
- Deep Dives
> MW2016 experience
> MW17 Proposal : Coordination/Schedule, Recuitment/Call for Proposals, Jury Proces
- Other Current Content Streams: News You Can Use, IGNITE!, Masters Series, Discussion Groups
- Branding/Marketing Issue & Proposal
ALA Connect Change (IT) -- Spring 2016
ALA Conference Committee: 2016 Conference Program Coordinating Team (CPCT), Saturday, January 9, 10:30-11:30am, BCEC 259A
Current 2016 ALA Annual Conference Submissions: What's Missing? What should be coordinated?
Major Speaker Status
-Conversation Starter Call/Jury Process
-IGNITE! Session Call/Jury Process
ALA Connect Change (Spring 2016)
See you all soon.
On behalf of ALA Conference Committee Chair Walter Betts, here is the agenda for the AC15 meeting, Saturday, June 27, 8:30-10:00am, Moscone Convention Center, North Building, 110. The 2015 CPCT will meet in the same room, 10:30-11:30am.
- Deep Dive programs -- Final Sign off on 2016 approach; 2017 implementation process (call & jury)
- Update on 2015 Annual
- Update on 2016 Annual -- campus changes
- Scheduler change for 2016
- Conference content system (scorecard) implementation update
The updated list of conference sites is attached to this agenda. No new sites are being considered at this conference.
ALA COMMITTEE REPORT
COMMITTEE: ALA Conference Committee (standing)
TIME PERIOD: 2014-2015 – through Midwinter 2015
REPORT SUBMITTED BY: Walter Betts, Chair
ACTIVITIES OF THE COMMITTEE: (including the 2015 Conference Program Coordinating Team)
This report covers activities in the ALA Conference Committee group on ALA Connect and at the 2015 ALA Midwinter Meeting:
- Based on discussion at AC2014 (Las Vegas), drafted a response to BARC regarding the proposed Council resolution on Midwinter Meeting programming, which was referred to BARC. The ALA Conference Committee recommended against the resolution at this point, as it is currently written.
- Based on discussion at AC2014, the ALA Conference Committee drafted a proposal for an alternative approach to MW programming, within the existing policy. Based on further discussion and authorization at MW15, the ALA Conference Committee is developing a pilot project (“deep dive” or intensive programs) for implementation not later than MW17 (Atlanta). Implementation at MW16 (Boston) is preferred and feasibility is currently being explored.
- Reviewed proposal modifications to the AC2015 (San Francisco) skeleton schedule for approval by the ALA Executive Board. Modifications are designed to facilitate conference activities during the Pride Parade on Sunday.
- Reviewed the proposed skeleton schedule for the 2016 ALA Midwinter Meeting and 2016 ALA Annual Conference, for approval by the ALA Executive Board during the 2015 ALA Midwinter Meeting.
- Received updates from ALA staff on the 2015 Midwinter Meeting and 2015 ALA Annual Conference preparations.
- Received an update from ALA staff on implementation (2015) of an integrated proposal-to-final-program system to eliminate costly and error-prone repetitive data entry at different stages.
- Reviewed a list of potential Auditorium Series speakers and recommended preferred speakers to ALA Conference Services (2015 CPCT).
- Reviewed and supported the Idea Box proposal (Mike Marlin, SRRT), for implementation at the 2015 AC. ALA Conference Services will work on implementation.
- Reviewed and evaluated proposed AC2015 programming to identify an major content gaps. (2015 CPCT)
Next Face-to-Face Meetings:
- Work will continue in ALA Connect (both ALA Conference Committee and the 2015 Conference Program Coordinating Team).
- The next scheduled face-to-face meetings will be at the 2015 ALA Annual Conference:
- ALA Conference Committee: Saturday, June 27, 8:30-10:00am (to be confirmed).
- 2015 & 2016 Conference Program Coordinating Team with 2016 Conference Program Coordinating Team: Saturday, June 27, 10:30-11:30am (to be confirmed).
ALA Conference Committee in ALA Connect: http://connect.ala.org/node/65249
Face-to-face meeting participants – MW2015:
ALA Conference Committee: Walter Betts (Chair) Jan Sanders, Sara Kelly Johns (Executive Board), Mary Hastler (Division Representative), Kelly Crivelli (ERT Representative), Aaron Dobbs (Division Representative). Guest: Jennifer Boettcher (RUSA Councilor). Mary Ghikas (staff), Alicia Navarro (staff), Paul Graller (staff).
2015 CPCT: Walter Betts (Chair), Julie Kane (ALCTS Representative), Mary Hastler (PLA Representative), Debra Shapiro (LITA Representative), Pete Reehling (RTCA Representative), Jeffrey Bowen (LLAMA Representative), Adam Szczepaniak (ASCLA Representative), Don Roalkvam (UFL Representative). Guest: Mike Marlin (SRRT).
On behalf of ALA Conference Committee Chair Walter Betts, here is the agenda for our meeting in Chicago on Saturday , January 31, 8:30-10:00am, McCormick Place West - W192c.
(1) Continuation of discussion on programming at the Midwinter Meeting: (a) status of resolution and referrals, (b) initial focus and implementation issues related to proposed "deep dive" sessions.
(2) Review of skeleton schedule for 2016 conferences. [Note: No major changes are proposed from the original 2015 conference skeletons.] At each Midwinter Meeting, the ALA Executive Board approves the "skeleton schedule" for the following Midwinter and Annual (2016) on recommendation of the ALA Conference Committee and ALA Conference Services.
(3) Update on 2015 Midwinter.
(4) Update on 2015 Annual Conference.
(5) Update on implementation of new Meeting Submission software. (This will address the whole cycle, beginning with the point that a member submits a program proposal to a Division or other group. The Division-level -- or other -- program selection committees can work within the system, and program information will move forward through the system without repetitive, and error-prone, rekeying.)
(6) Idea Box proposal (see documents attached).
Attached is the *draft* skeleton schedule for the 2016 Midwinter Meeting (Boston) and 2016 Annual Conference (Orlando).
There is one modest change from the 2015 approved skeleton schedules (before the changes made for San Francisco): We have moved back the closing general session and inaugural brunch a half hour. We have an east coast conference site (which affects travel times) and moving back (later) a half hour will give the ALA Council is bit more space, should their business run long. Note that the temporary change made for the San Francisco (2015) conference (on Sunday only -- to address longer travel times due to the Pride Parade) does not carry through to the 2016 skeleton. The sessions starting at 8:30am and 1:00pm have reverted to 1.5 hour sessions. When you look at the draft skeleton, note the tabs, for Midwinter and Annual.
For those who might not be familiar with the "skeleton" schedule, it includes the core governance meetings (Council, Executive Board) as well as registration and exhibits open hours, the Opening General Session, the ALA President's Program. It also "blocks" for other meetings/programs. This "skeleton" schedule is approved annually by the ALA Executive Board (and any changes subsequently made to it will also need to be approved by the Board). Once approved, it is distributed to ALA units. It becomes the framework around which other meetings and programs are scheduled.
Both the ALA Conference Committee and Exhibits Round Table Board see the draft schedule before it goes to the ALA Executive Board for approval. It is scheduled to go to the ALA Executive Board at their third meeting on Tuesday morning.
See you all soon.
As you know, we have been doing Kitchen Table Conversations -- small group discussions --at both MW and AC, beginning with the 2013 Annual in Chicago. We block a small conference room and schedule 4 conversations a day, Saturday-Monday. Each conversation has a facilitator and note-taker, and as many participants as show up, up to (usually) a maximum of about 15.
The initial series of conversations focused on participants' aspirations for, concern related to and recommendations for ALA as a community of members/staff/external allies. Coming from that initial series, we developed a short (paragraph) "community narrative." In subsequent conversations, we have tested that narrative -- usually making modest tweaks as a result -- and then focused on specific areas of our community experience: Conferences (MW2014), Advocacy (AC2014). At the MW2015 MW, we will be focusing on Professional and Leadership Development -- which seems also relevant to the conference experience.
I have pasted in below the original invitation that went out from ALA President Courtney Young. This year (thanks to Alicia Navarro in ALA Conference Services) we are using Volunteer Spot for sign-ups. Please consider signing up to facilitate or take notes at a session, or to participate. Sign up at:
TO: ALA members and 2014 ALA Midwinter Meeting attendees
FROM: Courtney L. Young, ALA President
RE: ALA Midwinter Meeting: Conversations with members of the ALA Community
DATE: 13 January 2015
At this year’s ALA Midwinter Meeting in Chicago, we are continuing the kitchen-table type conversations with ALA members and attendees about their aspirations for ALA as their professional community – a community of members, staff and external allies. These conversations are a step in the process of making ALA an innovation space where we can collaborate and create together.
These 1 ½ hour conversations will take place Saturday-Monday at the 2015 ALA Midwinter Meeting in Chicago, at the Hyatt Regency McCormick, Boardroom 1. We are planning four conversations per day, each with 16 participants. They will begin on Saturday, January 31, and run through Monday, February 2: 8:30-10:00am, 10:30-noon, 1:00-2:30pm, and 3:00-4:30pm. To ensure your seat, please register in advance registration by visiting http://vols.pt/Eab9qU. We will fill spaces on a first-come basis. This year, the Kitchen Table Conversations have been included in the Scheduler http://alamw15.ala.org/sessions/kitchentableconversations, so you can add them easily to your schedule.
ALA members experienced in facilitating conversations will facilitate and record the conversations. Following the Midwinter Meeting, we will post notes to the community in ALA Connect (http://connect.ala.org/node/210217 ) – and as we hold future conversations, we will continue to build a rich base of public knowledge about the aspirations and concerns of our community. We will be continuing these conversations at the 2015 Annual Conference in San Francisco.
Feedback from the Kitchen Table Conversations held at the 2013 ALA Annual Conference, 2014 Midwinter Meeting and 2014 Annual Conference has been shared with the ALA Executive Board and with Division leaders. As the Board considers future directions for ALA in a time of significant change, your voice is very important. I urge you to participate so we can hear your voice as we consider the best ways for ALA to work with and on behalf of members now and in the future. I thank you for your membership, your attendance and your interest in building our professional community together.