Programs
The possibilities for programming in LAMA are limitless. Good
programs can offer members a tangible educational experience,
augment a librarian's skills, and add to that individual's estimate
of the association. The LAMA Board of Directors has established
procedures for planning programs (revised 10/89, 12/90, 12/92,
6/94, 2/95, and 6/95).
An overview of the planning timeline
Proposals for conference programs are submitted at the Annual
Conference in June, 12 months before the Annual Conference at which
the program will be presented. Advice on program plans may be
sought in advance from the LAMA Program Committee at the Midwinter
Meeting 18 months prior to presentation.
Tentative proposals for preconferences are submitted at the
Midwinter Meeting in January, 18 months before the Annual
Conference at which the preconference will be presented. Final
preconference proposals are submitted at the Annual Conference in
June, 12 months before the Annual Conference at which the
preconference will be presented.
Final approval for programs and preconferences is given by the
Board of Directors at the Annual Conference in June, 12 months
before the program will be presented.
The following timelines for action and review are the minimum
necessary to ensure necessary funding and conference scheduling.
An overview of the planning process
The Section Executive Committees should assist their program
planning committees in the early stages of planning programs and
preconferences. They should encourage planners to consider
program-related publications, such as printed papers and
bibliographies. Reaction to program ideas may also be sought from
the LAMA Program Committee at this early stage.
Formal program and preconference proposals are presented to the
LAMA Program Committee for review. The Committee, following their
review, recommends approval of programs to the LAMA Board of
Directors. No program can be scheduled unless it has been reviewed
by the LAMA Program Committee and approved by the LAMA Board of
Directors.
The LAMA Budget and Finance Committee is responsible for reviewing
all requests for LAMA funds. Following Board approval of the
content of LAMA preconferences and conference programs, the Budget
and Finance Committee reviews the budgets to be sure they are all
well planned and within LAMA's overall financial resources. The
Budget and Finance Committee prepares budget recommendations for
Board action.
Requirements for preconference planners
At its 1995 Midwinter Meeting, the LAMA Board of Directors
established the following requirement for preconference planners:
Chairs of preconference programs must have previous substantive
experience planning a major program (or other effort).
Criteria for programs
I. Definition
For the purposes of these criteria, a program shall be defined as
"a continuing education experience in a structured format, at a
scheduled time, for a specific audience."
II. Responsibility
The LAMA Program Committee is responsible for reviewing all program
plans approved by Section Executive Committees and committee
chairs, and for recommending approval of programs to the LAMA
Board; it will, as appropriate, subject proposed programs to the
following review criteria. Program planners must evaluate their
proposed programs according to these same criteria.
III. Criteria
A. Purpose
l. The goals and objectives of the proposed program
should be clearly defined.
2. The target audience should be clearly defined. If
possible, it should represent more than one segment
of the LAMA membership.
3. The topic should be of current importance, of
popular demand, or related to the overall theme of
the meeting of which it is a part.
4. If the topic is related to an event of current
significance, timely presentation should be
emphasized.
5. If the topic has been addressed in a recent
program, the amount of new information or the
extent of popular demand should be sufficient to
warrant another program.
B. Content
1. The subject of the program should conform to the
topical areas of LAMA's units, and, when
appropriate, to program themes announced by the
LAMA President.
2. The proposed speakers should be skilled presenters
as well as subject experts.
3. The scope of coverage of the topic (broad/narrow)
should be well defined.
4. When appropriate, coverage should be balanced by
type of library, size of library, and
representation of all sides of controversial
issues.
C. Format and Schedule
1. The amount of time requested, the type of program
(e.g., conference program, preconference workshop)
and the presentation format (e.g., speaker, panel,
small group, etc.,) should be appropriate to the
topic.
2. Co-sponsorship with other LAMA units, other ALA
units, or non-ALA units should be considered when
such joint ventures are appropriate to the topic
and offer the potential to enlarge the audience.
3. The program planners should take advantage of local
resources and facilities which may be available in
a particular city or geographical region.
D. Cost
l. The program costs should fall within the LAMA
budget guidelines or be clearly justifiable in
terms of the nature and size of the targeted
audience and the importance of the topic.
2. If the program is to be co-sponsored,
responsibility for sharing of costs and/or revenues
should be defined.
3. External funding sources should be sought when
appropriate.
E. Dissemination of Information
1. Dissemination of program content via publications
and/or taping should be emphasized. For
guidelines, see "Developing a Publication from a
Conference Program," in the "Publications" chapter
of this Manual.
Program Planning Process and Calendar
Program planners must complete and submit a Program Planning Form
during the Annual Conference 12 months prior to presentation. The
program concept and the LAMA Program Proposal Form must be:
1. Fully developed in terms of program content and format, goals
and objectives, and identified speakers. When possible,
confirmation of speakers should occur before the conclusion of the
conference.
2. Approved by the Section. Sections proposing more than one
program must prioritize their proposals. (Discussion groups note:
Discussion groups may not offer conference programs on their own,
but must secure the sponsorship of a section or division-wide
committee. The sponsorship is not required when Program Planning
Form is submitted, but must be secured by the conclusion of this
conference).
3. Signed by the Section or Discussion Group Chair.
4. Submitted to the LAMA Program Committee at the Annual
Conference by or before 5:00 p.m. Saturday; the completed and
signed form should be left in the folder marked "LAMA Program
Proposals" at the LAMA Desk in the ALA Office area. If this
deadline cannot be met, planners must bring 20 copies of the
Program Planning Form to the first scheduled Program Committee
meeting.
5. Presented before the Program Committee at its first scheduled
meeting during the Annual Conference. Program planners must
reserve a presentation time slot; the sign-up sheet is posted in
LAMA Office in the Convention Center. Planners should arrive about
15 minutes before the scheduled time slot. Each presenter will have
15 minutes to present and discuss a program with the Committee.
On the first reading, those programs which substantially meet the
program criteria described above will be approved contingent upon
meeting any minor recommendations of the Program Committee.
Planners will be expected to proceed on their own, presenting final
plans at the Midwinter Meeting, 6 months before the program.
Program planners with ideas having strong potential but needing
further work will be invited to return to the committee's second
scheduled meeting with a revised proposal addressing the Program
Committee's concerns. A presentation time slot must be reserved;
the sign-up sheet will be available at the committee's first
scheduled meeting and in the LAMA Office at the Convention Center.
If the revised proposal substantially meets the program criteria,
it will be approved contingent upon meeting any further minor
recommendations of the Program Committee. Planners will be
expected to proceed on their own, presenting final plans at the
Midwinter Meeting, 6 months before the program.
Weak proposals will be turned down, with recommendations on how to
"try again next year." Program planners should understand that the
shortened 12-month process may require that the Program Committee
will need to say "no" more often.
Tips for Conducting a Successful Presentation to the Program
Committee
Following their program proposal presentations, planners can expect
to answer detailed questions from members of the Program Committee.
This friendly but thorough examination is an essential element in
maintaining the high quality of LAMA programs. This is also an
opportunity for planners to seek input and assistance from the
committee. Successful presenters will:
1. Complete the forms. All of the information asked on Program
Proposal Form is pertinent. In this case, information really IS
KNOWLEDGE. Proposals that are incomplete come under close scrutiny
- they are immediately suspect as being indicative of insufficient
planning, and they usually are!
2. Keep it simple. Proposals that contain complex program
presentations with many speakers, reactions panels, etc., generally
don't work in the real world. Complex schemes will come under
close scrutiny by the committee.
3. Define the target audience. Usually one of the first
questions the Program Committee will ask is "Who is the program
for?" A very general rule is that a program must be able to
potentially draw an audience of 150+ attendees.
4. Develop a creative program title. The title has to indicate
what the program will be about as well as grab the members'
attention.
5. Delineate the program content. Programs that address current
and/or emerging issues, trends, developments, etc., generally
receive stronger committee support. Programs that are too narrow
or broad will come under close scrutiny.
6. Identify the speakers. Potential speakers must be identified
for a proposal to be approved. Confirmation of speakers should
occur before the conclusion of the Annual Conference. Evaluations
have shown that successful programs have good speakers!
7. Ask questions! The goal is quality programming. Program
planners are encouraged to ask the committee for assistance,
guidance, and clarification.
Program Planning Calendar
Midwinter Meeting
(18 months before the Annual Conference program)
Preconference planners prepare a Preliminary Preconference Proposal
which must be approved by the Section Executive committee and then
presented before the LAMA Program Committee at its scheduled
meeting. Complete the LAMA Program Proposal.
May 1
(13 months before the Annual Conference)
Preconference planners submit a tentative budget to the LAMA
Executive Director. Complete Form D, Budget for LAMA
Preconferences.
Annual Conference
(12 months before the Annual Conference program)
Program planners complete a Program Proposal Form and a Tentative
Budget which must be approved by the Section Executive Committee
and then presented before the LAMA Program Committee at its first
scheduled meeting. Consult with Section Executive Committee to
select an appropriate date and time for the program. Programs
should not conflict with the Section Executive Committee meeting.
Final time slots are assigned by the Program Committee. The LAMA
office can provide estimates on such items as AV, handouts, etc.,
for the tentative budget.
The Program Committee will either give provisional approval,
request that planners revise plans and present them again later
during this conference, or defer proposals for substantial
reworking and possible consideration the following year.
At the final meeting of the LAMA Board of Directors, the LAMA
Program Committee recommends approval of the concept and content of
all programs for the Annual Conference one year later.
October 1
(9 months before the Annual Conference program)
The LAMA office files meeting space request forms for all programs
and preconferences with the ALA Conference Services Office.
November 1
(8 months prior to the Annual Conference program)
Program planners must submit final budget requests. Complete Form
C, Final Budget for Conference Program.
Midwinter Meeting
(6 months prior to the Annual Conference program)
The LAMA Program Committee reviews conference program budgets and
recommends final approval to the LAMA Board of Directors.
Audio-Visual Equipment
All audio-visual equipment for conference programs is paid for by
ALA Conference Services if it is ordered before May 1. Equipment
ordered after May 1 is paid for by LAMA. All equipment should be
requested through the LAMA office.
All audio-visual equipment for preconferences is paid from the
preconference registration fees. All equipment should be requested
through the LAMA office.
Cosponsorship of Programs
In 1996, the LAMA Board of Directors revised the standing policy on
cosponsorship which had encouraged cosponsorship by other groups
for LAMA preconferences, conference programs and special
conferences whenever possible and appropriate. "In name only"
cosponsorship was eliminated because it did not promote honest
efforts at true cooperation among sections and divisions.
Cosponsorship of LAMA preconferences, conference programs and
special conferences, as well as co-sponsorship by LAMA units of
programs by others, is now permitted only when it involves
substantive participation in the planning or presentation of the
program. To accomplish this, cosponsorship must be sought at the
beginning, rather than at the end, of the program development
process. Cosponsorship should be considered when the participation
of another group can enlarge the scope of a topic, bring additional
expertise to the program, or increase the potential audience.
Endorsement of a program may be sought from non-participating units
to increase publicity and attendance for the program.
A program offered by a discussion group, whether affiliated with
the division or with a section, is required by ALA to have
cosponsorship by the division or one of its sections or standing
committees, or by another membership unit of ALA. This policy
applies to approved conference programs but does not apply to
discussion group meetings.
The new cosponsorship policy becomes effective at the 1998 ALA
Annual Conference.
Forms of Cosponsorship
Cosponsorship of programs may take two forms:
1. Joint sponsorship, in which two or more units collaborate in
planning a program from the outset, with a co-planner from each
unit sharing responsibility;
2. Participating sponsorship, in which one unit initiates
planning and invites the substantive participation of a second
unit.
Program planners may also seek "endorsement" from non-participating
units to increase publicity and attendance for the program.
[A statement defining endorsement of programs will be prepared by
the LAMA Program Committee for approval at the 1997 Midwinter
Meeting.]
Conference or other non-revenue programs initiated by LAMA units
Program planners seeking joint sponsorship should invite discussion
by parties from both units at the earliest planning meetings.
Planners should follow the LAMA program and budget approval
process, submitting modified forms which define the sharing of
responsibility and are signed to indicate approval by both
executive committees.
Program planners seeking participating sponsorship should identify
possible cosponsors as soon as possible in the planning process.
Planners should follow the LAMA program and budget approval
process, submitting program and budget proposals which identify the
cosponsor, define the nature of the cosponsor's participation and
are signed to indicate approval by both units.
Preconference, post conference, special conference or other revenue
programs initiated by LAMA units:
LAMA units planning preconferences, post conferences, or other
revenue program activities should give careful thought to the
benefits to be derived from cosponsorship before seeking
participation from a non-LAMA unit. Cosponsorship of a revenue
based event has financial implications for the division and must be
discussed with the LAMA Executive Director or Deputy Executive
Director before planning can go forward.
If the decision is reached to cosponsor a revenue based event with
a non-LAMA group or agency, a written agreement must be drawn up
which clearly defines the responsibilities of members and staff of
each group, the sharing of direct and indirect costs, the
distribution of revenues, and the ownership of products of the
program.
The agreement, signed by the executive directors and the chief
officer of each group, must be attached to the program proposal and
budget forms.
Conference or other non-revenue programs initiated outside LAMA
seeking cosponsorship from a LAMA unit
When a LAMA unit is asked to cosponsor a program activity being
planned by a non-LAMA group, the LAMA unit should
1. assess the program proposal according to the LAMA program
criteria,
2. define precisely the extent of LAMA participation expected by
the other group, and then
3. submit a written request for approval to the LAMA Program
Committee.
The request may be a modified LAMA program proposal form, a copy of
the other unit's program form, or a separate memorandum, but it
must indicate the nature of LAMA's responsibility and be signed to
show approval by the executive committees of the LAMA unit and the
initiating unit. However, LAMA cosponsorship of other groups'
conference program which entail financial participation by LAMA
must obtain budget approval in the same way and at the same time as
LAMA-initiated programs.
Preconferences and other revenue programs initiated outside LAMA,
seeking LAMA co-sponsorship:
Invitations to LAMA or one of its units to cosponsor
preconferences, post conferences, special conferences or other
revenue program activities of other groups or agencies, should be
carefully evaluated in consultation with the LAMA Executive
Director or Deputy Executive Director. The programmatic aspects of
the proposal should be assessed by the invited LAMA unit according
to LAMA criteria, and reviewed by the LAMA Program Committee (for
conference programs) or Special Conferences and Programs Committee
(for non-conference programs or workshops). Procedures for a
written agreement, final program approval and final budget approval
shall be the same as for preconferences initiated by a LAMA unit.
No program or preconference can be scheduled if it has not been
reviewed by the LAMA Program Committee and approved by the LAMA
Board of Directors.
Evaluation of Conference Programs
(Approved by the LAMA Board June 26, l990)
Purposes and Process
Purposes:
1. Evaluate each program against LAMA's criteria for conference
programs.
2. Evaluate each program against the objectives stated in the
program proposal.
3. Evaluate the delivery of each program -- i.e., organization,
presentations, handouts, effectiveness.
4. Evaluate each program by someone knowledgeable in the LAMA
program preparation process.
5. Provide Program Committee members the opportunity to keep
informed about programs and program presentation.
6. Provide all programs with comparable evaluations.
Process:
1. The LAMA Program Committee chair assigns a conference program
to each Program Committee member. If there are more programs
than members, the chair will seek assistance from other LAMA
members who are aware of the LAMA program planning process.
2. At the beginning of the program, the evaluator will give the
audience evaluation form to two people from the audience who
say they intend to stay through the program and are willing to
evaluate it.
3. At the end of the program, the evaluator will fill out the
committee member form and obtain the audience form from the
two participants.
4. The evaluator will send copies of both parts of the evaluation
to the chair of the committee which presented the program with
copies to the section chair, the LAMA Program Committee chair,
and the LAMA Office.
5. This evaluation does not replace evaluations by the audience
on forms developed by the committee presenting the program.
The Program Committee encourages these additional evaluations.
Fiscal policy for LAMA programs
Financial accountability for LAMA's funds rests with the LAMA
Executive Director. No contracts may be entered into for ALA, LAMA
or any of its units without the formal approval of the LAMA Board
of Directors, and the approval and the signature of the LAMA
Executive Director or Deputy Executive Director.
ALA and LAMA require that all expenditures fall within budgeted
amounts. Budgeted expenses cannot be paid until the invoice or
request for reimbursement accompanied by original receipts is
received by the LAMA Executive Director. The LAMA office will
process requests for payment through the ALA Accounting Office.
Preconferences: Preconference budgets are reviewed by the LAMA
Budget and Finance Committee and recommended to the LAMA Board of
Directors at the Annual Conference preceding the conference at
which the preconference is to be offered. To meet this deadline,
preconference planners must submit the Budget for a LAMA
Preconference and Speaker Expenses Worksheet (Form D) to the Budget
and Finance Committee and the Executive Director by May 1, thirteen
months before the preconference is to be held.
Conference programs: Program planners must submit the Final Budget
for Conference Program (Form C) to the Program Committee and the
Executive Director by November 1, eight months prior to the Annual
Conference at which the program will be presented. The LAMA
Program Committee reviews all program budget requests and
recommends action to the LAMA Board of Directors at the Midwinter
Meeting six months prior to the Annual Conference at which the
programs are to be presented.
When the requested amounts exceed the total allocated program
support budget, program chairs needing substantial funding to
support outside speakers or otherwise enhance program content may
be directed to seek additional funding through an ALA grant when
such funds are available, or from outside contributors. However,
no outside solicitations can be made until formal approval has been
given by ALA's Fund for America's Libraries. Names of potential
sponsors should be submitted to the LAMA Deputy Executive Director,
who will communicate with the Fund and notify the program chair
when approval has been received. (This policy is clarified under
"Gifts and Contributions.")
In accordance with ALA practice, neither honoraria nor expenses are
paid to ALA member librarians who would normally attend the ALA
conference and who have a role in a conference program. It is
expected that librarians will participate in such programs as a
professional responsibility.
Non-librarians who speak at LAMA programs may receive a modest
honorarium, travel expenses, one night's hotel stay at the average
ALA conference rate, and a per diem meal allowance. These speaker
expenses must be itemized in the program budget and approved by the
Board of Directors during the program budget review.
Guidelines for reimbursement of preconference expenses are
explained under "Honoraria and Reimbursement."
Handouts
The program chair is responsible for coordinating all program
handouts. Originals may be sent to the LAMA office for
duplication. Camera ready copy must be received by May 12; the
LAMA office cannot assume responsibility for reproducing handouts
received after that date. Program speakers may also choose to
reproduce their own handouts. Production, delivery and
reimbursement should be coordinated with Yvonne McLean, LAMA
Program Assistant.
Budgets for handouts must be approved by the LAMA Board as part of
the overall program budget. Handouts on 8 1/2 x 11" bond paper
cost .05 per page.
Number of Conference programs
On January 10, 1989, the Board approved the following policy:
The usual number of Annual Conference programs should be no more
than 15. The AIA/ALA Library Buildings Awards Program and the LAMA
President's Program are not to be counted as part of the maximum.
At its November 1991 meeting the Executive Committee reviewed the
history of the policy governing the number of programs to be
offered and reaffirmed the policy that the Program Committee will
recommend to the Board no more than fifteen programs for
presentation at an Annual Conference; the number will include Swap
and Shop and Fund Fare. The BES/AIA Library Building Awards
Program and a President's Program, although processed through the
Program Committee, do not count against the limit of fifteen, as
these are not necessarily annual programs.
Promotion of Programs and Publicity
Much of the success of programs depends upon the effectiveness with
which they are promoted and publicized. It is important to meet
all deadlines of the ALA Conference Services Office to insure that
a program appears in the preliminary program information mailed to
all ALA members in May and in the final ALA Conference program.
The LAMA office staff will compile a flyer with information about
all LAMA conference programs, to be distributed in the literature
distribution bins at Annual Conference. Program chairs may also
publicize their programs on LAMA's electronic newsletter, LEADS
from LAMA, by sending a 250-word program description to
lolley@ala.org.
In addition, publicity may be submitted to Library Administration
& Management. LA&M goes to all LAMA members, so it reaches
individuals with a special interest in administration and
management and people who are most interested in LAMA programs.
The Summer issue is traditionally devoted to upcoming events at the
Annual Conference. News items must be forwarded to the associate
editor by
March 20.
On site, announcements may be placed in Cognotes, the daily
conference newsletter.
Black and white photographs of some non-librarian speakers are
sometimes included in the Conference Program, Cognotes, and LA&M.
Photographs should be sent to the LAMA office by February 1 for
possible inclusion in publicity releases. Photos must be submitted
directly to Cognotes for inclusion in that publication.
The LAMA office commissions a brochure to promote all LAMA
preconferences. This brochure includes the agenda, the speakers
panel, cost information and a registration form. It is
disseminated through a general mailing, and via electronic
listservs. To meet printing deadlines, information should be
submitted as soon as possible after the Midwinter Meeting.
Speaker Information
Program and preconference chairs are responsible for obtaining
complete and current information about all program speakers,
including address, telephone, email, social security number when
reimbursements are to be made, and biographical data when relevant.
Complete and submit the Speaker Information Form (Appendix I) by
March 1.
Except as indicated above, LAMA does not provide funds for
publicity for conference programs or preconferences.