MARS Discussion Group/Forum Planning Advice

MARS Discussion Group/Forum Planning Advice

1. Read the MARS Discussion Group guidelines section of the MARS Handbook.
2. When requesting a room size from the MARS Scheduling Coordinator, keep in mind the recent attendance figures:
   • Midwinters: median of 75; range from 35-140
   • Annuals: Public Libraries draw around 80-85; others around 20
3. If appropriate, request equipment and software by using the AV Request Form.
4. Consult the Publicity avenues for MARS activities page.
5. Consider appointing or requesting a volunteer to serve as "guest moderator" for a forum. A guest moderator should have some expertise in the theme topic. Guest moderators may assist the Discussion Chairs in helping develop a theme or handouts, and/or by facilitating the discussion. Guest moderators benefit from opportunities to showcase their expertise or projects.
6. Remember that a discussion forum may not mimic a program. The bulk of a forum must consist of audience participation.
7. Create a handout and/or website if appropriate.
8. Draw up a list of questions to throw out if the discussion lags.
9. Design sufficient attendance sheets in advance. Create columns with as little information as needed (e.g., name/institution/email). Report the number of attendees to MARS ExComm.
10. Arrange for someone (such as the Vice-Chair) to record "minutes." Decide in advance whether a blow-by-blow or minimal summary is appropriate for distribution to non-attendees.
11. At Midwinter, ask for volunteers to serve as incoming vice-chair of the discussion group (unless you already have an appointee in mind). Invite volunteers to give their name and contact information to you or to the MARS Vice-Chair.
12. Distribute the minutes or summary on MARS-L, the committee or discussion group's web page, and appropriate listservs.
13. Thank any guest moderators in writing after the event.
14. Stay on top of deadlines!

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