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Chapter 10: National Conferences

10.1 ALA general policies
10.2 ACRL units at National Conference
10.3 Conference organization

10.3.1 Procedures

10.4 Corporate sponsorship and participation
10.5 Exhibits
10.6 Fiscal policies
10.7 Registration
10.8 Site selection criteria and procedures
10.9 Speakers and programs

10.9.1 Speakers procedures—agreement, expenses, honoraria

10.10 Special services—procedures

10.1 ALA general policies

• No business meetings may be scheduled during the conference.
• A division Board-approved management plan for the conference must be submitted to the ALA Executive Board for approval two years before the conference is to be held.
• All ALA chapters in contiguous states must be notified in writing of the anticipated site of the conference four months before the proposal is submitted to the ALA Executive Board, and letters of support for the conference from the chapters must be solicited.
• The division may contract with other ALA units for specific services including, but not limited to, the Public Information Office for public relations and publicity, and the Office for Human Resource Development & Recruitment for the placement center.
• Overhead paid by the division will be assessed at 100% of the ALA composite rate in revenue from: registration fees, exhibit space rental, and meal functions, except for separately ticketed events.

10.2 ACRL units at National Conference

Programs
ACRL units are encouraged to participate in ACRL's National Conference. Unlike the Annual Conference, ACRL units must compete for a slot to make a presentation at the National Conference following the procedures outlined in the "Call for Participation" issued prior to each National Conference.

Other events
ACRL units may wish to host social events as a means to network with colleagues of similar interests. These events must be coordinated with the ACRL office and offered at times when no other major conference events are scheduled. ACRL will publicize these events in the conference promotional literature.

These events should be handled as ticketed events with those participating paying for the function. Because the ACRL National Conferences require major sponsorship from the vendors, ACRL units are not permitted to solicit funding or underwriting of any program or event at the National Conference. All fundraising for the conference is coordinated by the ACRL Colleagues Committee and the ACRL office for official functions planned by the ACRL National Conference Executive Committee.

10.3 Conference organization

"The ACRL Board should be presented with data that track the following for each national conference: (1) the number of intents to submit a paper; (2) the number of papers submitted for review; (3) the number of papers accepted for presentation, as a percentage of the total submitted; (4) of those accepted, what number and percent of total were found to be suitable for presentation after the first `stage' of review (as opposed to a second stage to identify `the best of the earlier rejects')." Source: ACRL Board, January 1983

"The Chair of the National Conference Executive Committee should be a past ACRL president or Board member or someone with equivalent experience who is committed to the ACRL National Conferences." Source: ACRL Board, June 1986; Executive Committee, Fall 1996

The Board directs the National Conference Executive Committee to explore alternative formats that will better serve the needs of our members for practical-based professional development. Source: ACRL Executive Committee, October 1994

10.3.1 Procedures

1. A chair for a National Conference Executive Committee is appointed by the ACRL president three years prior to the event, [e.g., in the fall of 2000 for the 2003 conference.] Source: ACRL Board, June 1986
2. The chair of the National Conference Executive Committee works with ACRL staff to articulate a vision for the conference that addresses the types of programming that should be provided. This vision influences the number and type of subcommittees that are needed.
3. The chair of the National Conference Executive Committee then recommends individuals to chair the subcommittees that will be needed to produce the conference. Chairs of the subcommittees in turn recommend for appointment the members of their subcommittee. Past subcommittees have been appointed for: Contributed Papers, Theme/Keynote Speakers, Panel/Worshop Sessions, Poster Sessions, Preconferences, Roundtable Discussions, Technology, Scenarios, Invited Papers, Exhibits, Local Arrangements, Preconferences, Volunteers. Subcommittees may change as the focus and needs of the conference change.
4. Chairs of each of these subcommittees comprise the National Conference Executive Committee.
5. The National Conference Executive Committee selects a theme for the conference and, in consultation with ACRL staff, develops a basic schedule of programs and conference events. The Committee also selects the conference theme tracks.
6. ACRL staff provide the Board with detailed information about the number of papers submitted, accepted, and rejected after the National Conference committees make their selections.

10.4 Corporate sponsorship and participation

The ACRL National Conference must be budgeted to be self-supporting and revenue generating. In order to fund some of the activities of the conference, the National Conference Executive Committee may seek corporate sponsorships.

The ACRL Colleagues Committee is the unit with responsibility for National Conference fundraising. When soliciting funds to support programs, these guidelines apply:

1. Program planners with needs for funding to support their programs must develop a written plan including a budget and submit it to the National Conference Executive Committee.
2. All correspondence between representatives of the Colleagues Committee and corporate sponsors is reviewed by the executive director and prepared on official association stationery.
3. Thank you letters to corporate sponsors are prepared by the executive director.

Source: ACRL Executive Committee, April 1994

10.5 Exhibits

• Exhibits are a vital component of the ACRL National Conference. Exhibits by companies offering products and services that facilitate the ability of academic librarians to serve their patrons' information needs are encouraged.
• Professional library organizations, including ALA and its units, will be given a 50 percent discount on exhibit space.
• Free "exhibit-only" passes will be available onsite.
• All personnel working the exhibits area must register as exhibitors for the conference.
• Admission to the exhibits is by conference badge or exhibits pass only.

10.6 Fiscal policies

• All conferences must be budgeted to be self-supporting; only 90% of the budgeted revenue may be recognized. Source: ACRL Board, January 2008.
  
• All fiscal responsibility is held by the division under ALA accounting practices.
• Revenues are not recognized until after the conference is held and the department budget is closed.
• All contracts for products and services must be reviewed by the ACRL executive director and processed according to ALA fiscal polices.
• The conference budget must be approved by the division Board.
• Representatives of ACRL may not solicit donations of money and/or services without review by the division staff.
• The conference budget will include expenses for all regular division staff salaries and benefits reflecting time spent on conference activities.

10.7 Registration

Who should register?
All attendees must register for the conference. Volunteers, including committee members and speakers who are librarians, or hold professional positions in libraries, must pay the regular registration fee to attend meetings. Admission to program meetings, conference receptions, and events are by official conference badge.

Speakers who are not librarians may receive a complimentary one-day registration.

Registration rates
A discounted fee for all categories of registrants may be offered to individuals who preregister.

A preferential registration fee for ALA members with an additional preferential fee for ACRL members will be established and approved by the ACRL Board. A preferential rate for other groups may be established.

Cancellation policy
Written cancellations and changes will be accepted until three weeks (15 working days) before the first day of the event and are subject to a handling fee. Cancellations will be processed after the conference or preconference. Cancellations submitted after the deadline date will not be entitled to a refund. Source: ACRL Board, June 1994.

Scholarships
Some years ACRL is able to offer scholarships consisting of complimentary registration and a stipend. The ACRL Board decides whether or not to offer a scholarship program prior to each National Conference.

Waiver of registration fees
The Chair of the National Conference Executive Committee may receive complimentary registration to the National Conference.

10.8 Site selection criteria and procedures

Criteria
"The selection criteria for ACRL National Conference sites are the following:

1. The conference site should rotate throughout the country;
2. The conference site should offer a range of housing and meeting space as follows: 10–15 meeting rooms seating a combination of 300–350 theater and banquet style; 10 meeting rooms housing 25–100 classroom or banquet style; 1 room seating 2,500–3,000 theater style; 1,400 sleeping rooms; and banquet facilities for 2,500;
3. Adequate transportation services should be available to and from the host city;
4. There should be a concentration of ACRL members or potential members in the conference region."

Source: ACRL Board, January 1981; revised, June 1989

Procedures

1. The ACRL executive director will contact the executive directors of ALA chapters in the states of cities being considered to get initial preliminary support from the chapter for investigating a conference site in its state.
2. ACRL staff will identify potential cities for the National Conference that meet the requirements for:
   • Good potential for drive-in attendance as well as airline travel.
   • Meeting and exhibit space.
   • The required number of sleeping rooms within a 3–4 block walking distance of the convention center. (For the 1999 conference this was 1,400 rooms on the peak night.)
   • Date availability. (Traditionally a spring meeting that is scheduled not too closely to the ALA Midwinter Meeting or Annual Conference, is before the end of academic institution's quarters/semesters, and avoids conflicts with major holidays and state chapter meetings is desired.)
3. ACRL staff will visit potential sites to check out suitability for a National Conference.
4. ACRL staff will contact all ALA and ACRL chapters within the state and the contiguous states and regions to the site under consideration to solicit support for a National Conference in the proposed city.
5. ACRL staff will prepare a document for the ACRL Board's review recommending one or more sites and dates for future conferences.
6. The ACRL Board of Directors will review the staff recommendation; if more than one site is proposed, the Board will select one for approval.
7. The ACRL Board will forward its recommendation to the ALA Board for final approval. Typically, the ACRL president and executive director attend the ALA Board meeting to present the request for site approval.
8. Once a site has been identified, ACRL members in that region will be informed and encouraged to support the holding of the ACRL National Conference there.

10.9 Speakers and programs

Speakers at the National Conference are selected by the National Conference Subcommittees and Executive Committee. Some speakers, such as keynote/theme speakers and invited and featured speakers, are invited to present. Other speakers go through a competitive selection process to ensure the highest quality of presentation. Presenters of contributed papers, panel/workshop programs, poster sessions, and roundtables compete for a limited number of slots. Typically, the subcommittees conduct a blind reviewing process to select the best presentations.

10.9.1 Speaker procedures—agreement, expenses, honoraria

All speakers/presenters are required to sign a speaker agreement prepared by the ACRL staff that outlines the terms under which the presentation will be made.

Honoraria and expenses for nonmember and nonlibrarian speakers will be negotiated by division staff in consultation with the conference committee. Reimbursable expenses include: a pre-established per diem, travel expenses (coach or lowest available airfare), and hotel costs (single room at a conference hotel).

In accordance with ALA practice, division members and/or librarians will not receive honoraria nor have expenses reimbursed for presenting regular conference programs. However, division members and/or practicing librarians may be paid and/or have expenses reimbursed if they present programs at pre- or post-conferences or seminars for which additional registration fees are charged.

Speakers who are librarians are expected to register for the conference. Speakers who are not librarians may receive a one-day registration waiver.

Speakers may be reimbursed for the duplication of handouts to be distributed to program attendees with the prior approval of division staff.

Presenters of conference papers and panel presenters do not receive honorarium.

Speaker honorarium will be negotiated for keynote speakers ($1,000-$15,000).

Invited or plenary speakers may receive honorarium for $500-$1,000 upon completion of a paper of publishable quality and/or presentation at the conference.

At times, it may be necessary to offer an honorarium to obtain the best speaker for a preconference. Any honorarium paid will be incorporated into the budget and fees will be set to recover all costs.

10.10 Special services—procedures

Internet cafe
ACRL staff and the local arrangements committee will work with the convention center and any necessary outside suppliers to develop a means of giving conference participants access to the Internet from the Convention Center.

Press room
ACRL staff generally will contract with the ALA Public Information Office for the following services: develop a press kit to be sent to national and local media prior to the conference; provide a press room onsite; handle media inquiries and arrange interviews and publicity for the conference.

Bookstore
ACRL staff will determine how best to make ALA and ACRL products available to conference participants. This may take the form of contracting with ALA staff or another vendor to provide a bookstore that will also stock ALA and ACRL items for sale.

Placement service

1. ACRL staff will provide space and generally contract with ALA staff to offer a placement service at the National Conference.
2. This center will be available free of charge to employers.
3. Job seekers may submit resumes to the Placement Center by mail and are not required to attend the conference. Job seekers who use the placement service at the conference are not required to pay regular registration fees if they are only using the Placement Center and not attending other programs and events.

Literature distribution

1. ACRL staff will make space available at the Convention Center to distribute noncommercial materials.
2. All materials to be distributed must be approved in advance by ACRL staff or individuals so designated by staff.
3. ACRL staff may offer to vendors a for-fee placement of their materials in the registration packet. All for-fee placements are subject to ACRL's approval. ACRL reserves the right to reject literature considered unacceptable as to wording or appearance for any reason.

Conference Publications
National Conference Executive Committees shall arrange for the publication of each conference's contributed papers so that a permanent record will be established and these papers will be picked up by appropriate indexing and abstracting services. Source: ACRL Board, June 30, 1998

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