NEW MEMBERS ROUND TABLE
MIDWINTER ACTIVITIES COMMITTEE
(Special Non-Voting)
Committee Charge: The Midwinter Activities Committee plans and executes a social event giving both new and experienced NMRT members an opportunity to meet and talk with each other in a relaxed and fun environment. The committee also creates a list of inexpensive places to stay in the Midwinter host city.
History of the Committee:
The Midwinter Activities Committee was established in 1977 to plan and execute the NMRT Orientation Program and Informal Dinner for the Midwinter Meeting. The first Midwinter Orientation was held in 1978. Effective 2002-2003 it became the responsibility of the Orientation Committee to plan and conduct the Orientation Program for both Annual and Midwinter, thus the main focus of the Midwinter Activities Committee is to provide a social activity. The activity can include meeting for dinner or something less formal, such as a pub gathering. The committee still provides information on the host city, in coordination with the Orientation Committee.
Committee Composition and Terms of Office
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Chair (one year term which begins at Midwinter Meeting)
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Committee members (one year terms, beginning at Midwinter. At least one committee member should live in conference city)
Committee Purpose
The Midwinter Activities Committee was established in 1977 to plan and execute the NMRT Orientation Program and Informal Dinner for the Midwinter Meeting. The first Midwinter Orientation was held in 1978.
Major Responsibilities
To conduct the NMRT Orientation Program and Informal Dinner at the Midwinter Meeting. the Orientation Program should focus on providing an orientation to the host city, to ALA (the organization), NMRT, and the conference itself. The purpose of the informal dinner should be to give new NMRT members the opportunity to meet and talk with experienced members, and for everyone to meet old friends and make new ones.
Procedures Used to Accomplish Major Responsibilities
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Establish committee
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Set date and time for program and dinner
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Choose location for dinner
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Plan the program and dinner
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Secure speakers and materials
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Carry out the program and the dinner
Information Regarding the Scheduling of Program and Critical Dates
The Midwinter Activities Committee observes all deadlines established by the Conference Arrangements Office, the editor of Footnotes, and the Publicity Committee Chair.
Contact People for Accomplishing Committee Objectives
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NMRT President
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NMRT Vice-President/President-Elect
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NMRT Networking Director
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NMRT Footnotes Editor
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NMRT Publicity Chair
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ALA Membership Chair
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Conference Arrangements Office
Publicity Needs
Articles on Midwinter activities appear in Footnotes, Newsnotes, American Libraries, and other sources, (including email) prior to the Midwinter Meeting. These articles and other publicity should be submitted to the Publicity Committee chair, who will distribute information to the appropriate publications.
Type of Recordkeeping
This committee maintains copies of all committee correspondence and reports.
Correspondence and Carbon Correspondence
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NMRT President
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NMRT Vice-President/President-Elect
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NMRT Director
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NMRT Staff Liaison
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NMRT Publicity Chair
Reports and Dates for Submitting Reports
The Midwinter Activities Committee subnits written reports to the NMRT President and Executive Board at the Midwinter meeting, and at other times upon request. Articles and other publicity on Midwinter activities should be submitted to the Publicity Chair, who will then distribute this information to the appropriate publications.
Reminders and Helpful Hints
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Budget: The budget covers the cost of telephone, postage, printed materials and audio-visual equipment if needed.
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Reports: A planning report indicating the committee's goals and objectives is submitted to the NMRT President and Director in August; President and Executive Board at the Midwinter Conference. Goals, activities, and budget expenditures should be included in this report.
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Social Event: The MW Social is an informal gathering for NMRT members and potential members. It should be publicized in the NMRT publications and email listserves. As far as estimating the number of people for the dinner, 50-60 is a good estimate. Traditionally door prizes have been awarded. Simple activities are encouraged.
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Timetable: Follow the rules for carbon copying all correspondence and memos of phone conversations. Plant to have everything finalized by the begininng of November. November and December can be utilized for last-minute tasks and follow-up. At all times, maintain contact with your committee members, your supervising board member, and the NMRT President.
END OF JANUARY
NMRT Vice-President/President-Elect appoints new Chair.
FEBRUARY
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Review files from previous year and begin making a time table for committee work. Review the committee's budget
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Encourage NMRT President to select one member who lives in the host city
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After committee appointments are official, contact each committee member to verify acceptance
MAY
If committee is meeting at the Annual Conference, prepare agenda for the planning meeting and email copies to committee members before conference. Obtain confirmations and biographies from them.
ANNUAL
Conduct the planning meetings for this committee.
JULY
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Set date and time for social event, and choose location
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Begin creating list of inexpensive hotels in host city
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Footnotes (August issue) - Check deadline
SEPTEMBER
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Submit planning report to NMRT President and Director
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Begin seeking donations for door prizes
OCTOBER
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Create promotional flyer for NMRT web page
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Footnotes (November issue) - Check deadline
NOVEMBER
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Publicize event through email listserves and on NMRT website
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Publicize hotel list through email listserves and on NMRT website
DECEMBER
Call event location to verify date and time
JANUARY
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Conduct Midwinter social event
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Prepare final report