RUSA Program Planning
Budgeting for Preconferences and Institutes Forms | Proposal Forms for Programs and Preconferences | Resources | Scheduling Programs
Scheduling Programs
What are my responsibilities as a committee chairperson or interest group meeting scheduler?
RUSA-level committee chairpersons and designated section schedulers are responsible for entering committee meetings and discussion groups into the online scheduler.
Programs, preconferences, board meetings and division-wide receptions and events are scheduled by staff, and should not be entered by members.
When should I start scheduling my meetings/discussion groups?
The online scheduling periods will be posted in mid-August and will be distributed to members responsible for meeting scheduling. The approximate deadlines are as follows--specific deadlines are posted in the division workspace in ALA Connect.
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MIDWINTER MEETING 2013 |
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Date |
Activity |
Notes |
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September 30 |
Midwinter Meeting scheduling requests must be entered. |
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October 1 |
Preliminary Midwinter schedule posted in ALA Connect |
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October 7 |
Final changes for Midwinter must be entered; A/V orders must be complete by this date |
A/V orders cannot be changed after this date |
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ANNUAL CONFERENCE 2012 |
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October 15 |
Annual Conference scheduling opens |
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February 10 |
Preliminary Annual schedule posted |
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February 25 |
Final changes for Annual must be entered; A/V orders must be complete by this date |
A/V orders cannot be changed after this date |
Documents to assist with scheduling for Midwinter 2013 are posted in the RUSA workspace in ALA Connect.
Resources
RUSA Resources
Lessons Learned: wisdom from past planning committees
Forms
Proposal Forms for Programs and Preconferences
Proposals for the 2014 Midwinter Meeting and Annual Conference are due by May 15, 2013.
In completing this form, you are proposing an institute for the Midwinter Meeting 6 months from the time of this proposal submission, or a preconference for the Annual Conference 12 - 18 months from the time of this proposal submission. Institutes and preconferences are essentially the same thing: half or full day workshops held on the Friday prior to one of our meetings. The RUSA Board will review the proposals and funding requests and make their approval decisions by July 31.
Proposals must be submitted using the online form, which is accessible via the link below. There is a downloadable PDF of the proposal form available for your reference as you prepare to complete the online form.
2014 Program and Preconference Proposal Form (Online Form)
2014 Program and Preconference Proposal Form (Downloadable)
Preconferences and Institutes:
Promotion of Preconferences/Institutes/Workshops:
The earlier a preconference is marketed, the better your chances for a successful turn-out of members. Please use the following calendar as a guide to start your promotion of preconferences and institutes.
Budgeting:
The RUSA Marketing Specialist works with each member planning committee to prepare a realistic budget for the Annual Conference Preconferences and Midwinter Institutes. The RUSA business goal of each is to set a minimum revenue goal of $1,000 over expenses. Expenses are variable and can include items such as:
- A/V cart
- ALA Overhead
- Breaks/refreshments
- Breakfast
- Computer
- Electronic and print promos
- Flip Chart
- Floor microphone
- Folders/Binders
- Handouts, materials
- Internet, high speed connect
- Labor for A/V setup
- Lavalier microphone(s)
- LCD projector
- Lunch
- Mixer
- Podium w/ microphone
- Room Rental
- Screen
- Service Charge
- Speaker Honoria
- Speaker Hotel
- Speaker Per Diem
- Table microphone(s)
- Taxes
