Guidelines for PLA President at PLA Conference

These guidelines provide an overview of the role of the PLA President during PLA Conference planning as well as onsite at the conference. The PLA President’s role is: to serve as conference host; to support the work of the conference committees: and to serve as media spokesperson for PLA leading up to, during, and after the conference. The PLA Executive Director works with the President, advising and supporting the President with these responsibilities. The Executive Director is the President’s first point of contact for planning and is always available to provide assistance.

Pre-Planning

  1. The PLA President works with the Conference Committee Chair and the PLA Conference Manager (with consultation from the Conference Committee) to select speakers for these major conference events:
    • Opening and Closing Sessions
    • Big Ideas Sessions
    • Author Luncheons/Events
    • Other special events (varies conference to conference)

    The PLA President works with the committee to develop a conference speaker “wish list” approximately 12–18 months prior to the conference. Authors and keynoters should complement the conference program and offer attendees a variety of options. The PLA Conference Manager then works with publishers and speaker agents to determine availability and fees.

  2. The PLA President works with PLA staff to arrange their conference schedule (see sample President’s Schedule) and confirm commitments. The PLA President has first preference on which events to serve as emcee at the conference. The PLA President-Elect, Conference Chair, Board, and other Conference Committee members fill in the rest of the available slots for major conference events.

  3. The PLA President serves as the spokesperson for media/press leading up to the conference. PLA Marketing Manager and Press Officer work with the President to schedule interviews, provide background, etc. The PLA President may designate interview assignments to other PLA Board members of member leaders as appropriate.

Onsite

  1. The PLA President acts as official “host” for the conference, including the following events:
    • Opening Session and other speaking events, as chosen.
    • PLA VIP Reception—Board, conference committees, sponsors and a variety of library partners.
    • PLA President’s Reception—smaller gathering with PLA Board, staff, and invited guests.
  2. The PLA President serves as the spokesperson for media/press onsite. PLA Marketing Manager and Press Officer work with the President to schedule interviews, provide background, etc. The PLA President may designate interview assignments to other PLA Board members of member leaders as appropriate.

Generic PLA President’s Schedule Requirements at PLA Conference

Wednesday

Event

Time

Location

Notes

Opening Session

2:00–4:30 PM

Convention Center

PLA President emcees. Script written by PLA staff for President’s review.

VIP Reception

7:00–8:30 PM

TBD

PLA President serves as host, with Board and staff. Includes sponsors, Board, ALA, PLA, and other VIPs. PLA staff sends invites, organizes location/catering, etc.

Thursday

Event

Time

Location

Notes

Big Ideas

8:15–9:15 AM

Convention Center

PLA President, President-Elect, or Board member introduces. PLA scripts.

Author Lunches (2)

 

12:00–1:30 PM
 

TBD

Board or Conference Committee Chair introduces.

Friday

Event

Time

Location

Notes

Big Ideas

8:15–9:15 AM

Convention Center

PLA President, President-Elect, or Board member introduces. PLA scripts.

Author Lunches (2)

12:00–1:30 PM

TBD

Board or Conference Committee Chair introduces.

All Conference Reception

5:30–7:00 PM

TBD

PLA President serves as host, with board and staff.

PLA President’s Reception

8 PM

President’s suite

PLA President hosts; PLA President reviews invite list. PLA staff sends invites; organizes.

Saturday

Event

Time

Location

Notes

Big Ideas

8:15–9:15 AM

Convention Center

PLA President, President-Elect, or Board member introduces. PLA scripts.

Closing Session

12:00–1:00 PM

Convention Center

PLA President, President-Elect, or Board member introduces. PLA scripts.

Notes: Plan on press interviews and related meetings, schedule TBD. Contact: Press Officer, ALA PAO and/or PLA Marketing Manager.