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Chapter 9: Preconferences

9.1 Preconference programming procedures

9.1.1 Planning committee
9.1.2 General procedures
9.1.3 Planning committee chair
9.1.4 Program format
9.1.5 Program schedule
9.1.6 Letters of agreement
9.1.7 Honoraria and expenses
9.1.8 Transportation
9.1.9 Lodging
9.1.10 Site selection

9.2 Budget

9.2.1 Budget guidelines
9.2.2 Budget elements

9.3 Reimbursement requests
9.4 Program contracts
9.5 Corporate sponsorship
9.6 Waiver of preconference fees
9.7 Program brochure

9.7.1 Program Web Page

9.8 Cosponsorships
9.9 Publicity
9.10 Preconference planning schedule

9.1 Preconference programming procedures

ACRL supports the efforts of its units to provide conference or preconference programming for the ACRL membership. The following procedures are intended to assist ACRL units in their planning for preconferences.

9.1.1 Planning committee

As soon as it is decided that a preconference, institute, or workshop will be held, the committee, section, or division identifies a program planning committee. The planning committee can consist of 3 to 9 members. The chair is appointed by the committee chair, section chair, or vice-chair, or, if a divisional event, by the division vice-president or president. The ACRL appointment process should be followed (see Chapter 7, ACRL Guide to Policies and Procedures).

Committee members must be members of ACRL.

Each planning committee will have an ACRL staff member assigned to it as an ex officio member.

9.1.2 General procedures

The first responsibility of the committee is to develop the preconference or institute proposal. The proposal should announce the intent to hold the event; its general purpose, goals, or objectives; the probable time and place; an estimate of the number of attendees expected; and a rationale within ACRL's Strategic Plan and current priorities. (Refer to Section 9.2 for detailed descriptions of budget items.) The proposal should come to the Board (or ACRL Executive Committee) at the latest at the Midwinter Meeting occurring 18 months before the date the preconference is scheduled. The ACRL Board (or Executive Committee) is asked to approve the activity in principle, advise the unit of any matters the Board believes need further consideration, and give permission to continue with planning and to seek funding (if requested).

9.1.3 Planning committee chair

The chair of a preconference, institute, or workshop planning committee must have prior experience in ACRL at the chapter, committee, or section level, or as a board member.

The chair must also have adequate support for time, clerical assistance, access to technology (e-mail), and other needs that might arise in the planning process.

Chair responsibilities:

• With the sponsoring unit chair, select committee members
• Schedule and chair Program Planning Committee meetings
• Serve as principal contact with ACRL staff
• Assign tasks to committee members
• Develop and monitor program planning timetable
• Make initial contact with potential sponsors
• Issue initial invitation to program presenters
• Approve program announcement text
• Review all program materials
• Direct the activities of the committee
• Develop and refine the budget, and monitor expenses
• Copy ACRL staff liaison on all correspondence related to the event

Duties of the Program Planning Committee:

• Define and develop program scope, goals, and objectives
• Identify target audiences
• Develop program format
• Determine length of program
• Define scope of program content
• Select program title
• Identify and approach potential presenters
• Identify potential corporate sponsors and, after consultation with staff, approach potential sponsors
• Develop publicity strategy (press release, news articles, advertisements, listservs and Web postings)
• Determine program presenters' needs
• Develop and implement evaluation form
• Tabulate ACRL evaluations and prepare report of results
• Announce event on the Internet and relevant listservs
• Define conference space, location, and technology needs

ACRL staff responsibilities:

• Recommend program proposals to ACRL Board
• Prepare final budget
• Negotiate contracts (facilities, food, services, speakers)
• Secure ALA approval of all contracts and maintain files
• Send letters of agreement to all presenters
• Review brochure/Web content
• Provide administrative support for the planning committee
• Implement and oversee registration process
• Monitor budget
• Review and clear potential sponsors
• Acknowledge all donations and maintain records
• Serve as resource for Program Planning Committee
• Confirm program planning timetable
• Publicize program
• Mail brochures, if produced
• Duplicate program handouts provided they are received four weeks prior to program
• Provide onsite management for program
• Announce event on ACRL homepage and listservs
• Work with Program Planning Committee to secure conference site
• Work with Program Planning Committee to specify room set-ups, AV needs, and food function needs
• Prepare final preconference summary and report

9.1.4 Program format

Programs may be planned for one, two, or three days. The key to planning an exciting event is variety. Programs may include plenary sessions, panel presentations, seminar sessions, roundtable discussions, hands-on demonstrations, and interactive activities. Variety in activities is a requirement for larger programs as a strategy for maintaining participants' interest. Also consider the various learning styles when conceptualizing your program. Active learning is encouraged.

9.1.5 Program schedule

The program should begin with a registration period. Time should be allocated based on the number of registrants and the start time of the program. One-two hours is usually adequate for registration.

The schedule should be arranged so that there is a break or meal function every two hours. Breaks should be planned for a minimum of 20 minutes. Allow approximately two hours for "lunch on your own."

9.1.6 Letters of agreement

An invitation is extended to potential program speakers and presenters by the planning committee chair or an ACRL executive director designee. When the invitation is made by the chair, a copy of the letter should be sent to the ACRL office. The letter should contain general program information: topic, format, schedules, location, and expected length of presentation.

The ACRL office confirms speakers' participation by issuing a letter of agreement that includes dates and deadlines, appropriate release forms, and details any remuneration. Speakers must return a completed and signed agreement in order to validate the agreement.

9.1.7 Honoraria and expenses

Honoraria can be offered only to nonlibrarian speakers except through special arrangements where the participation is critical to the success of the program. Requests for such consideration must be justified and well documented in order to be reviewed and approved by the ACRL Executive Director. ACRL staff must be consulted prior to agreeing to an honorarium.

Reimbursable expenses include air fare, car mileage, ground transportation (taxi, trains, etc.), tips, meals, hotel, and other related expenses. Original receipts are required for reimbursement. Reimbursement forms are available on the Web

9.1.8 Transportation

All travel expenses incurred on behalf of the program must be incurred in accordance with ALA policies and guidelines. Speakers are reimbursed for airline travel at coach rate or actual fare, whichever is lower. Speakers who travel by car will be reimbursed for mileage at the prevailing IRS rate, and not to exceed the lowest coach fare. Speakers should work with Program Officer to make travel arrangements.

9.1.9 Lodging

Each speaker will be reimbursed by ACRL for a single night at the single room rate at an ALA conference hotel for a one day, or two nights for a two-day preconference or institute. Speakers should be informed that ALA pays for room and tax only. Incidentals (movies, telephone, etc.) must be paid by the speaker. Room service or minibar service will be deducted from the per diem of $40 per day.

9.1.10 Site selection

Site selection for preconferences, institutes, workshops, etc., not held in conjunction with an ALA Midwinter Meeting or Annual Conference will be made in conformity with Section VIII of the ALA Policy Manual, "Division National Conferences, Preconferences, and Related Activities." Cities will not be selected where there are any state laws requiring libraries in the city to conduct business in any manner that violates approved policies of the American Library Association at the time the site selection is made.

A host site for a preconference or institute is generally chosen by the Program Planning Committee in consultation with the ACRL staff about 18 months in advance of the event. Planning committees may recommend conference facilities, but only ACRL staff can enter into agreement and negotiate contracts for the facility on behalf of ALA.

Every effort should be made to hold preconferences in the same city as the ALA Annual Conference or Midwinter Meeting, and in facilities under contract by ALA Conference Services. College campuses may be considered as preconference locations if use of such facilities provide the necessary services, audiovisual, computer, etc., at the same or lower costs as the ALA facility, provide access to specialized facilities or collections, or is predicted to increase registrations. Such sites must provide for housing on campus or in close proximity that will not require busing unless offered by the campus.

9.2 Budget

Staff will work with the chair of the Program Planning Committee to develop a budget. The budget should be presented for preliminary approval at the Midwinter Meeting 18 months before the preconference or conference is scheduled. A budget must be submitted by December 1 preceding the Midwinter Meeting at which the budget is to be presented. It would therefore be possible to submit a request to hold the event and a budget at the same Midwinter Meeting, since only preliminary budget review takes place at Midwinter. In that case, the Board could have a preliminary report from the Budget and Finance Committee to take into consideration.

9.2.1 Budget guidelines

• ALA policy states that "all institutes, workshops, etc., sponsored by ALA and/or its units shall be self-supporting and shall include provision for ALA administrative costs." The ALA indirect cost charge is determined annually. It is calculated on revenues, exclusive of donations and money for separately ticketed events. (ACRL staff will compute this figure.)
• All preconference costs are borne by participants and not membership funds since only a small number of members may benefit. Consequently, registration fees for each preconference must be set at a level to meet all costs of each conference, including direct staff costs.
• To keep registration costs at a reasonable level, a guiding principle of ALA/ACRL conference planning is to rely on local committees for conference planning arrangements and thereby avoid travel expenses and personal expenses for nonlocal members. The same principle applies to staff time.
• Because ACRL is held responsible for conference costs, the ACRL executive director and the ACRL Budget and Finance Committee must give final approval to a budget and registration fee. The registration fee can be set only after the budget is prepared.
• For preconferences, institutes, etc., not held in conjunction with an ALA Conference, it is the responsibility of the planning committee to inform ACRL staff of the exact meeting room and function space needs as determined by program requirements prior to the drafting of the budget.
• Only 90% of the total registration revenue may be included in the budget to afford ACRL financial protection. All costs being reimbursed must be budgeted to include total revenue (including donations) and total expenses. In-kind services cannot be budgeted. Source: ACRL Board, January 2008.
  
• The budget must include staff salary and benefit amounts based upon ACRL staff time studies for the most recent fiscal year. (ACRL staff supply this figure.)
• For any ACRL program registration, the difference in the registration fee between non-ACRL members and ACRL members must be at least the amount of the cost of ACRL membership fees.
• A minimum processing fee of $50 is assessed for registration cancellations and each preconference or institute registration materials must include a statement of this policy. After a stated cut-off date, no refunds will be issued.
• ACRL sections share equally with ACRL in the net proceeds from preconferences held in conjunction with ALA Annual Conference. Such shared proceeds must be used by an individual section in a manner which supports its goals and activities, supports the ACRL Strategic Plan, and complies with ACRL and ALA fiscal policies and procedures. Source: ACRL Board, June 2001.

9.2.2 Budget elements

• ACRL staff costs. This covers staff time spent working with the committee on the program. (Staff provide this figure.)
• ACRL staff travel. Include here estimated costs for staff travel to planning committee meetings and travel to programs at sites other than ALA conferences.
• Printing. (a) Preconference brochure (as appropriate). (b) Registration materials (handouts and list of registrants). (c) Meal tickets and invitations (as appropriate). (d) Registration folder and materials (as appropriate). (e) Printed stock for personalized name badges (if desired).
• Postage. (a) Cost of mailing brochure (as appropriate). (b) Cost of mailing registration confirmation. (if electronic confirmations are not used) (c) Miscellaneous correspondence with committee, speakers, etc.
• Speaker's expenses. (a) Housing and meals. (b) Travel (if the speaker would not otherwise be attending the meeting). For example, travel would not be paid for an ALA member if the preconference were being held in or near the same city as the ALA conference and the person would normally be attending the ALA conference. Any difference in fares may be budgeted. (c) Honoraria. Based on ALA practice, no honoraria will be paid to librarians except under unusual circumstances and approved by the ACRL Executive Director.
• Equipment. Audiovisual equipment rental and installation labor.
• Facilities Rental. Meeting or special function space if program is not held prior to the Annual Conference in conference hotel and/or if some events are held in other locations (e.g., reception at a museum).
• The incurred expenses of free registrants (such as food function expenses, registration packets, name badges, etc.).
• Meal functions (include tax and gratuities) (a) Meals (b) Receptions (c) Coffee breaks (d) Speakers' meetings (e) Banquets.
• ACRL office expenses. (a) Photocopies (in-house), including duplicating such items as: confirmation memo, the rooming list, and the registration list. (b) Postage (in-house). (c) Telephone and fax charges. (d) Conference operating supplies (speaker ribbons, badge holders, inserts, etc.). (e) ACRL indirect costs calculated on all expenditures excluding meal functions, salaries, and interunit charges, e.g., in-house photocopying, mailing, etc.
• ALA overhead. Add 18.9% of estimated revenue from registration fees.
• Other expenses. Add 10% of estimated expenses to cover such things as mail list rental, telephone, etc.

After the budget has been approved no additional funds may be allocated unless approved by the ACRL executive director in concert with the chair of the ACRL Budget and Finance Committee. This is to ensure the integrity of the budgetary procedures.

9.3 Reimbursement requests

Requests for reimbursement for expenses incurred should be submitted within two weeks from the date of the event. Expect to receive a check in three to four weeks from the time the request is mailed to ACRL. All requests should be submitted with original receipts, bills, tickets, etc. (See Reimbursement Request form.)

Expenses normally are not reimbursed for:

• planning, and local arrangements committee members, personal conference registration and travel expenses (see also section 9.6 regarding waiver of registration);
• section chair and section executive committees members' personal conference registration and travel expenses;
• section chair travel expenses to attend preconference planning committee meetings (unless also the chair of the committee);
• personal registration and travel expenses for ALA members who attend preconference and also serve as discussion leaders.

9.4 Program contracts

The ACRL headquarters staff is responsible for contractual arrangements with the preconference hotel for room rates, arrangements for room reservation cards, food functions, function space allocation, complimentary room assignments, and, in consultation with the program committee, meeting room requirements. The chair should contact the ACRL executive director as soon as possible following the chair's appointment so that headquarters staff will be able to provide the needed support for planning a successful preconference.

ALA is the legal and financial entity with respect to financial and contractual obligations incurred by ACRL as a division of ALA. The ACRL executive director is accountable to ALA for compliance with financial and other policies and guidelines. All contracts must be approved by the ACRL executive director and signed by an ALA associate executive director.

9.5 Corporate sponsorship

Sometimes there may be a need to seek funding beyond that which is allocated through ACRL to support programs. The ACRL Colleagues Program, created by the Board in 1992, generates nondues revenue to allow ACRL to expand programs and services to members and potential donors, and to do more in the area of promoting the profession. The Board believes that it is important to coordinate all requests to potential donors and other outside funders through a centralized program. ACRL members may not make any formal requests for contributions on behalf of the division to potential donors without first clearing the request with the ACRL executive director.

ACRL units seeking financial support from vendors, corporations, foundations, and governmental agencies should submit a plan to the ACRL executive director prior to approaching the above named groups. The plan should include the following elements:

• name of sponsoring unit;
• name or title of event;
• date and place of event;
• brief statement of purpose;
• budget for the event, and;
• identification of funding source(s).

The ACRL executive director will review the plan with the ALA Development Office and, upon receipt of notice from the executive director, the unit may contact the potential funders identified in the plan. (For detailed procedures on soliciting funds to support your program, read ACRL Tip Sheet # 10.)

9.6 Waiver of preconference fees

Program planners and unit leaders of preconferences, institutes, etc. may waive the personal preconference registration fee for preconference planning and local arrangement committee chairs. This waiver is limited to no more than three responsible persons per preconference. Source: ACRL Board, February 1995

9.7 Program brochure

The preconference brochure should include the following information: title; sponsorship information; dates; location; general introduction and program information; schedule of events including registration time; list of speakers and topics; list of workshops; accommodation information, guest information, and transportation information. The brochure should be a self-mailer if possible.

The registration form in the brochure should have the following: title, sponsorship, dates, places, registrant's name, registrant's title, registrant's mailing address, registrant's daytime phone number, registrant's e-mail address, registrant's institutional affiliation, workshop interests, a place to request special assistance as required by the Americans with Disabilities Act, limits on attendance, fees and what is offered for the fees, price differential for members and non-ACRL members, price of extra events if appropriate, deadline for registration, registrations accepted after deadline if space is available and subject to prescribed late fee, fee for cancellation, and cancellation policy.

The brochure should also include the following: "Preconferences are offered on a cost-recovery basis and may be canceled if there is insufficient registration. If an activity is canceled, ACRL cannot be responsible for cancellation charges assessed by airlines or travel agencies." Include the deadline for written cancellations and changes (15 working days before the first day of the event) and the handling fee.

In order to allow the staff to guarantee that the finished product will include all necessary registration and program information and will conform to ALA guidelines, such as those regarding sexist terminology and differentiation of cost based on membership status, the brochure must be submitted in the final design stage to headquarters no less than six months prior to the preconference dates.

Source: ACRL Board, January 1989

9.7.1 Program Web Page

A web page may be mounted in addition to or in lieu of a printed brochure. Items identified in 9.7 should be included on the web page.

9.8 Cosponsorships

ACRL encourages cosponsorship of preconferences, institutes, or workshops, but planners need to consider carefully the fiscal implications of cosponsorship which is other than "in name only."

When ACRL receives a request for cosponsorship from an outside organization, another ALA division or unit, or an individual or group, the following procedures should be followed. All cosponsorships that commit ACRL resources require Board approval. Requests for cosponsorship could be for workshops, institutes, conferences and preconferences, or research projects. All activities which involve ACRL cosponsorship shall be reviewed and approved by the ACRL Board of Directors or the Executive Committee (depending on time constraints). An exception to this is for requests made to sections to cosponsor programs. Sections do not need Board approval to cosponsor a program "in name only."

"In name only" is defined as meaning that no ACRL resources, including staff time or space in ACRL publications, would be requested. Source: ACRL Board, February 1994.

"In name only" means simply that the ACRL name will be used in conjunction with the hosting unit's promotions. If you are in doubt regarding any requests for cosponsorship from an outside organization, another ALA division or unit, or an individual group, please call your staff liaison.

Proposals for cosponsorship must be submitted in writing and should contain the following information about the proposed activity:

• a statement of the purposes and objectives;
• a description of the program content and level;
• an indication of the educational methods of materials to be used;
• the qualifications of the individuals' money, mailing lists, etc.; and
• identification of other organizations involved in the program and the nature of their responsibilities, the anticipated benefits to ACRL, a proposed mechanism for evaluating program effectiveness, and a timetable for submission of evaluation to ACRL Board of Directors.

Source: ACRL Board, February 1994

9.9 Publicity

ALA and ACRL provide a number of opportunities to help you reach your targeted audience of ACRL members and academic librarians. You will want to be sure to use the following opportunities to promote your program:

• ALA Conference Preliminary Program.
• Press releases to non-ACRL publications. Members submit information to ACRL staff, who forward to the Public Information Office at ALA.
• Announcements in College & Research Libraries News. These may include brief alerts such as to save dates and get full information on the web and fuller descriptions of the programs and registration information. Submit your items to the editor of C&RL News.
• ALA Cognotes, the daily conference newspaper.
• Listservs and the Web.

Additional sources are:

• Publicize the program locally in chapter mailings and your institution's newsletters.
• Sections should use their newsletters and Web pages to promote their events.

9.10 Preconference planning schedule

(Note: Numbers after each statement refer to the responsibility key.)

Responsibility Key
1. Headquarters staff
2. Program Committee chair
3. Program Planning Committee

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