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Preconference/Workshop Program Planning Form

After your request to hold a preconference or workshop has been approved by the ASCLA Board of Directors, please submit this form by July 1st. For more information about planning a preconference, please see Guide to Policies and Procedures: Meetings and Programs. If you wish to seek donations from vendors, please see Guide to Policies and Procedures: Budget and Finance for the policy statement before filling out item #14.

  1. Name of person in charge of planning the preconference or workshop.

  2. E-mail address.

  3. Name of preconference or workshop.

  4. Expected number of attendees.

  5. Highest number of attendees you can accommodate.

  6. Number of planning committee members you expect to attend. (They may attend at no charge.)

  7. Room requirements (choose one).

    Classroom Style
    Round Tables
    Theater Style

  8. If you need additional rooms (e.g., for break-out sessions), please describe needs.

  9. Number of speakers. (They may attend at no charge.)

  10. Names of speakers (include job title, place of employment and title of speech).

  11. Catering needs (check all that apply; keep in mind that a breakfast will add $15 and a lunch $35 to the registration fee).

    Continental breakfast (optional)
    List start time and end time

    Morning coffee break
    List start time and end time

    Lunch (optional)
    List start time and end time

    Afternoon coffee break
    List start time and end time

  12. Audio-visual needs:

    Flip charts with markers      Specify quantity

    Standing Podium      Yes No

    Acetate roll     Quantity

    Pointers      Type: Electric or wooden

    Audiocassette player/recorder     Quantity

    Videocassette Player with Monitor     Type: 3/4-inch U-matic or 1/2-inch VHS      Quantity

    Videocassette Player with Projector     Type: 3/4-inch U-matic or 1/2-inch VHS      Quantity

    Microphones
    Floor microphone      Quantity
    Table microphone      Quantity
    Lavalier microphone      Quantity
    Podium microphone      Quantity

    Slide projector      Specify quantity

    Overhead projector      Specify quantity

    Computer projector      Specify quantity

    Projectionist/Operator
    Time needed from until

    Screen      Specify quantity

    Computer (desktop)       Specify quantity

    Computer (laptop)       Specify quantity

    List software needs (if any) for computers.

    Phone/data line for Internet connection (Internet Provider Service, e.g., AOL, MSN, Earthlink, etc., is not included)

  13. Speaker expenses (usually only non-librarians are eligible to receive honoraria or expense reimbursement).
    (If there will be more than two speakers, contact ASCLA staff.)
    • Speaker One
      Airfare (Specify originating city)
      Hotel (Specify number of nights)
      Per Diem (Specify number of days)
      Honorarium (List amount)

    • Speaker Two
      Airfare (Specify originating city)
      Hotel (Specify number of nights)
      Per Diem (Specify number of days)
      Honorarium (List amount)

  14. Estimate number of pages for program handouts.

  15. Donations from vendors. Having read the chapter from the policies and procedures guide mentioned above, please submit the following information for each vendor:
    • Company 1

    • Amount you are seeking

    • What will they be asked to sponsor (e.g., speaker expenses, lunch, refreshment breaks, etc.)

    • Company 2

    • Amount you are seeking

    • What will they be asked to sponsor (e.g., speaker expenses, lunch, refreshment breaks, etc.)

    (If there will be more than two sponsors, contact ASCLA staff. )
    Note: One representative from each sponsor may attend the preconference or workshop at no charge.

  16. Explain any other expenses associated with the program.