Tip Sheet #2: How to Work with ACRL to Plan a Section Special Event
Special Events Request Form
A Special Events Request Form must be submitted to ACRL at least 8 months prior to the event. ACRL will advance up to $1,500 per section event to cover deposits for facilities, food, and entertainment. The loan is to be repaid in full to the ACRL office one month prior to the date of the event. ACRL is responsible for processing all deposits, payments, and registrations.
Fundraising
If your event requires outside donor support, you must submit a fundraising plan on the Special Event Request form in order to have your event approved by ACRL. The plan should provide the following information:
- Budget for the program or event
- List of potential vendors you wish to solicit and the amount(s) to be solicited from each vendor
- Timeline for solicitations
Under ALA and ACRL guidelines, you may NOT directly approach a potential donor without first clearing it with the ACRL executive director. Units receive written notification to proceed after their plans have been reviewed. See Tip Sheet #11 for more information on how to approach vendors.
Cost
The cost per person for the event must be figured to include food, beverages, taxes, gratuity, room rental fees, and any other expected expenses. Note: gratuity is always taxed. Outside vendor support would lower the per person cost. Corporate donations must be confirmed in writing before ticket prices/fees are set and the special event is promoted.
All funds, including donations and registration payments, must be received no later than one month before the event.
Contracts
Once ACRL approves an event, the section can begin negotiating contracts with the vendor(s). See Tip sheet #3 for more information on contracts. Section 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 ACRL Program Coordinator for review and approval by the ACRL Executive Director and ALA Associate Executive Director. ACRL will fax the signed contract directly to the vendor and will notify the section when this has been done.
Vendor Payments
ACRL will issue deposits directly to the vendor(s) by the dates indicated on the contract(s). The section will be notified when checks are issued.
ACRL will bring a check for the remaining balance to the Midwinter Meeting or Annual Conference, and will hand-deliver the check to the local arrangements chair or a member of the section executive committee.
Registration Form
The local arrangements chair must send the registration form to the ACRL Program Coordinator for approval before it can be made public. The form for the special event should include the following information:
- Day, date and times of event
- Location: name and address
- Menu (include vegetarian option, if applicable)
- Area map
- Transportation options
- Cost per person in U.S. dollars; international checks or money orders not accepted
- Deadline for payment to be received by ACRL
- Type of payment accepted (checks, credit cards, etc.)
- No refunds policy
The return registration form must specify:
- Checks made payable to ACRL
- Mail to "Event Name" / ACRL / 50 East Huron Street / Chicago, IL 60611
- Place for attendee’s name, institution, phone number, and email address
- Place for credit card information (if applicable)
- Request payment in U.S. dollars
- Menu choice (if applicable)
A registration form template can be found below. Once the form has been approved by ACRL, it can be posted on the Section Web site.
Publicity
The local arrangements chair is responsible for publicity. After posting the registration form to the Section Web site, it is a good idea to promote the event on the Section listserv and direct people to the online form. Multiple reminder postings will be necessary.
Plan to promote the event in the Section newsletter that precedes the conference (include approximate deadlines).
Processing Registrations
ACRL processes all registrations, deposits, contracts, and payments, and a $2 per registrant fee is charged to cover these services.
Once registration opens, the ACRL Program Coordinator sends weekly updates to the local arrangements chair. ACRL will issue receipts to each attendee via email.
Closing Registration
Registration will close when the maximum attendee allotment has been reached or one month before the event, whichever comes first. The maximum attendee allotment must be agreed upon by both ACRL and the venue in the contract.
The local arrangements chair is responsible for providing the final registration number to the vendor(s) by the date specified on the contract(s).
On-site Registration
Sections may do on-site registration, provided that the venue has agreed to accept walk-ins. Attendees who register on-site must pay the venue directly. The local arrangements chair should collect the names, institutions, and email addresses of on-site registration attendees and send this information to the ACRL Program Coordinator after the event.