Preconference program packets are much more extensive than those distributed at conference programs, but some of the same tips apply. The IS Membership Committee is responsible for distributing IS information at annual conference programs.
Contents and preparation:
- Possible contents for preconference program packets include name tag, agenda/schedule for the day, evaluation form, bibliography, list of registrants, IS conference program flyer, IS information brochure, IS volunteer form, speaker handouts, meal ticket, a pen and blank paper for notes. Receipts for registration fees should also be available.
- At the Midwinter meeting, make final decisions about packet contents.
- Prepare program packets as much ahead of time as possible (3-6 months). If enough time is allowed, ACRL can make copies of any handouts and ship to the conference site.
- Decide if it will be advantageous and feasible to have ACRL ship the handouts to the program site. Check with ACRL conference planning staff for shipping deadline and other necessary arrangements.
- If using ACRL to ship the materials, it is advisable to ship to your hotel rather than directly to the program site. This frequently eliminates costly drayage fees from the loading dock and makes it easier to trace a missing package.
- Depending on the amount and weight of the materials, program planners might want to bring them to the program site themselves. This might entail more work/coordination on the front end, but planners would then be assured that the materials would be available for the program.