Preconference Planning Calendar

Manual Table of Contents

33-24 MONTHS BEFORE PRECONFERENCE

• Appoint preconference chair and committee. (This would coincide with other appointments, but does not have to be done this early.)

24 MONTHS BEFORE

• Select date of preconference based on ALA Annual Conference location and dates
  
  
• Begin preparation of tentative budget. This is an ongoing process as information is collected and clarified

21 MONTHS BEFORE

• Prepare outline of the program and send to the Section Chair for Executive Committee review and approval.

18 MONTHS BEFORE

• Submit preconference proposal request to ACRL Board (due beginning of the second week in December for consideration at Midwinter)

12 MONTHS BEFORE (AT ANNUAL CONFERENCE)

• Make final selection of speakers and session moderators and obtain verbal commitments from them
  
  
• Obtain final budget approval from ACRL Budget and Finance Committee and ACRL Board
  
  
• Develop plan for soliciting gifts (including vendors, deadlines) and submit plan to ACRL

9 MONTHS BEFORE

• Prepare final draft of program
  
  
• Prepare draft of preconference brochure

7 MONTHS BEFORE

• Prepare and distribute national news releases on the preconference
  
  
• Prepare publicity to distribute to discussion lists and IS website

6 MONTHS BEFORE

• Preconference brochure to be printed
  
  
• Obtain speaker agreements in writing
  
  
• Finalize room and meal arrangements

3 MONTHS BEFORE

• Finalize all AV arrangements
  
  
• Identify and obtain inserts (including local information) for registration packets and ship to ACRL if appropriate

1 MONTH BEFORE

• Obtain list of registrants from ACRL
  
  
• Arrange for stuffing of registration packets if necessary