Hosting an ACRL RoadShow

Interested in hosting an ACRL RoadShow? Here's what you need to know. To discuss dates, location, and pricing for a specific RoadShow, please contact ACRL Program Officer Chase Ollis at collis@ala.org or (312) 280-2521.

Host Responsibilities

  • Reservation of meeting space and audio-visual equipment, and printing of workshop handouts and materials, per the requirements provided by ACRL.
  • On-site instructional technology and AV support as needed.
  • Reservation and purchase of presenter lodging and ensuring presenters are given a clear understanding of satisfactory ground transportation options. (Note, ACRL will pay for presenter lodging for the subsidized version of the Scholarly Communication: From Understanding to Engagement workshop.)
  • Communicate regularly with presenters regarding program and logistics.
  • Catering for workshop participants and presenters, including refreshment breaks and/or meal services (e.g., breakfast, lunch) as appropriate.
  • Volunteer staff as needed (e.g., general oversight, check-in assistants).
  • Management of registration process, if any.
  • Compilation of attendee roster with complete contact information and registration list.
  • Participant and presenter name badges.
  • Marketing and publicity of the workshop.
  • Limit participation to 100 individuals to allow for maximum interactivity.

ACRL Responsibilities

  • One full-day workshop at the Host’s site.
  • Expert presenters to teach the workshop. ACRL will cover the expenses for presenter honorarium; presenter travel expenses will be invoiced to the hosts. 
  • Delivery of workshop handouts to be printed prior to workshop date.
  • Evaluation design and compilation for overall workshop. ACRL will provide a final evaluation summary report.

AV and Materials Needed

Specifics may vary by workshop, but generally, the following audiovisual equipment is needed for all workshops:

  • Room set with roundtables, plus head table for presenters.
  • Two wireless microphones.
  • Projector, screen, and computer (laptop or desktop).
  • Printing of handouts and other necessary documents, communicated to the hosts by the presenters prior to the workshop.

Other materials may include Post-It Notes, markers, flipcharts, dot stickers, masking tape, writing utensils, etc. Complete lists for each workshop are available upon request by emailing Chase Ollis at collis@ala.org.

Expected Travel Costs

Travel costs vary, depending on flight costs for the presenters based on their locations in relation to host sites, and the lodging options made available (1 or 2 nights depending on schedule and flight availability). We have found that costs for past workshops usually land in the ballpark of $800-1,200 per presenter, but can inch a bit higher on rare occasions. Because of this, we recommend a $2,000 budget total for these expenses in addition to the license fee.


Frequently Asked Questions

Below are answers to common questions for prospective hosts of ACRL's RoadShows. If you have questions regarding the competitive subsidized version of the Scholarly Communication: From Understanding to Engagement workshop, please see this page. If you have additional questions not answered below, please contact Chase Ollis, ACRL Program Officer, at collis@ala.org.

Can the host charge a registration fee to cover costs?

Yes, the host may choose to recover costs associated with hosting the workshop by charging a registration fee for participants. Please note, our RoadShows are not intended to serve as profitable events for hosts.

We are considering a registration fee, but would also like to investigate vendor or institutional sponsorships to cover the costs. Are external sponsorships for cost recovery permissible?

We understand that hosts may wish to keep costs for individual attendees low, and you are free to ask each library dean/director of participating institutions to contribute rather than charging individuals a registration fee. Additionally, there may be another college/university mechanism (i.e. a staff development fund) that could be tapped. You could also approach a library friends group, if you have one, or an individual donor who has made a commitment to the library/chapter in the past.

As for vendors, if you approach a local business (a printer, caterer, or someone similar with whom you routinely do business and have a good relationship), that would be fine. But hosts may not seek funding from a national vendor of library products/services. This includes your local sales representative of a national vendor. In part, this is because ACRL approaches these same organizations to fundraise for our conference and other programs. But largely, it is because of our desire to ensure that there is local commitment.

What type of facility is needed to host? Is a single room sufficient or are there breakout sessions requiring smaller rooms along with the “main” room?

One single room is all it takes, set up with round or conference tables (not theater style), as well as a head table for the presenters. This allows participants to engage more easily in hands-on activities. Breakout rooms are not necessary. If you are catering breakfast or lunch, you may consider putting the food in the back of the room, or in an adjoining room, so participants do not have to venture far during the break.

Is there a minimum or maximum limit for the number of attendees?

There is no minimum number of attendees required to host the workshops (except for the competitive subsidized Scholarly Communication: From Understanding to Engagement workshop, which is 40 participants).

To ensure maximum engagement, attendance is limited to 40 particpants for workshops with 1 presenter, and 100 participants for workshops with 2 presenters.

How many presenters are needed for each workshop?

All workshops require two presenters, unless otherwise noted.

Specifically, the Assessment in Action: Demonstrating and Communicating Library Contributions to Student Learning and Success and Planning, Assessing, and Communicating Library Impact: Putting the Standards for Libraries in Higher Education into Action workshops have the option for one presenter to deliver the workshop to a maximum group of 40 attendees. Assessment and Standards workshops with more than 40 attendees require two presenters.

How would you advise handling the lunch break during the workshop?

For most campuses, we strongly urge you to have lunch catered in the room, or in an adjacent room, rather than expecting participants to leave and return. This will ensure the best use of time for participants and presenters. We suggest allowing 60 minutes for lunch.

When can we host a workshop? Are there pre-determined dates?

All workshops are available upon request from the host (except for the competitive subsidized version of the Scholarly Communication: From Understanding to Engagement workshop, which must be held between February and August of each year). We ask hosts to provide us with specific dates that work best for them, then we survey our presenters to check on availability. We request hosts select dates at least 2 months in advance.

How are presenters matched up with hosts?

Matches are based on several factors, including availability to present on the specified date, proximity of the presenter to the host site, and place in the presenter rotation. Once hosts select a date that works best for them, presenter coordinators in each presenter group work to select the best match for your institution. ACRL does make every effort to be as economical as possible with regards to presenter travel expenses.

Are we allowed to record the workshop?

While recording the workshops is not strictly prohibited, we strongly advise against recording the workshops for a few reasons:

  • It’s an interactive workshop, so a recording would not capture the complete experience.
  • It would be terribly difficult to sit through watching a full-day recording of anything, even with high production value and professional quality.
  • Our presenters work to create a welcoming environment where people feel free to share experiences from their own workplaces. To record it and make that available would change the dynamic and may inhibit conversation.

Please note, master presentation materials are available for attendees to refer to after the workshop.

Can we take photos of the workshop?

Our presenters often take photos of flip charts or large groups working (taking care to avoid individuals or faces), then share those with hosts via Dropbox or another shared drive.

If hosts would like to take photos of the workshops, please ensure that people you photograph consent to you taking their pictures (you may wish to note this on your registration form).