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ACRL Special Events Request Form

Due to ACRL 8 months prior to the event

To support the networking aspects of section membership, the ACRL Board of Directors has authorized the loan of funds up to $1500 to sections for the purpose of placing deposits on event sites. The loan is to be repaid in full to the ACRL office one month prior to the date of the event.

ACRL Section:
Conference year & location:	Date submitted: _____/_____/_____
Title of event:
Type of event: (luncheon, dinner, reception, other—please explain)

Date and time of event:
Location of event:

Proposals will be evaluated based on:

Clarity of fund-raising plan and/or ACRL collecting fees from section members.
Timeline for collection of fees (registrations) and/or donations to ensure that funds are in place one month prior to the event.

Section contact:

Address:

City, State, Zip:

Phone:

Fax:

E-mail:

Event site contact:

Address:

City, State, Zip:

Phone:

Fax:

E-mail:

Purpose and description of event:

Anticipated number of participants: _____________

Estimated Expenses
Food & Beverage (per person):	$__________
Gratuity (per person):	$ __________
Tax (be sure to figure tax on gratuity)(per person):	$ __________
Other/Rentals (Audiovisual, Linens, etc.):	$ __________
ALA $2 processing (per person):	$ __________
Total estimated cost per person:	$ __________
Total estimated cost of event:	$ __________

How will funds be generated to cover costs? (Check all that apply):

_____ Donations from vendors* _____ Members will pay @ $____________ per member

_____ Other, please explain:

_______________________________________________________________________________

_______________________________________________________________________________

*Before soliciting corporate donations, you must fill out the following fund-raising plan identifying vendors you plan to approach. The ACRL Executive Director will review and approve the plan.

Vendor Name:	_________________________	Amount Requested:	$ __________
Vendor Name:	_________________________	Amount Requested:	$ __________
Vendor Name:	_________________________	Amount Requested:	$ __________
Vendor Name:	_________________________	Amount Requested:	$ __________
Vendor Name:	_________________________	Amount Requested:	$ __________

Specify the dates that you will begin and end collection of funds to support this activity:

Donations collected from:	______/_______/______	to	______/_______/______
Member fees collected from:	______/_______/______	to	______/_______/______

NOTE: For special events, member leaders are authorized to negotiate terms for facilities, meals and entertainment, and collect contract information for ACRL’s review and ALA approval or ask the venue to send information directly to the ACRL Program Coordinator.

MEMBERS ARE NOT AUTHORIZED TO SIGN CONTRACTS
OR LETTERS OF AGREEMENT FOR USE OF FACILITIES, MEALS OR ENTERTAINMENT.

All contracts and letters of agreement must be sent to the attention of the ACRL Program Coordinator for review and approval by the ACRL Executive Director and the ALA Senior Associate Executive Director.

I verify that the above contact person is responsible for our ACRL section’s special event and is authorized to request funding for the identified special event.

_____________________________________
Signature of ACRL Section Chair

Send completed form to:
Megan Griffin
Program Coordinator
50 East Huron Street
Chicago, IL 60611
Fax: (312) 280.2520
E-mail: mgriffin@ala.org

ACRL is a division of the American Library Association