Hosting an ACRL RoadShow

NOTE: due to the impact of COVID-19, in-person RoadShow workshops are currently on hold. In the meantime, we are excited to begin featuring new Off-RoadShow virtual experiences.

Interested in hosting an in-person RoadShow or online Off-RoadShow? Here's what you need to know.


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In-Person RoadShow Workshops

While ACRL provides the workshop content and presenters, hosts play a major role in putting the workshop together on their campuses. Here's a breakdown of responsibilities and other A/V and materials needed to successfully host a workshop.

Host Responsibilities

  • Reservation of meeting space and audio-visual equipment, and printing of workshop handouts and materials, per the requirements provided by ACRL.
  • On-site instructional technology and AV support as needed (more information below).
  • Reservation and purchase of presenter lodging and ensuring presenters are given a clear understanding of satisfactory ground transportation options.
  • Communicate regularly with presenters regarding program and logistics.
  • Catering for workshop participants and presenters, if desired and as appropriate.
  • Staff as needed (e.g., general oversight, check-in assistants).
  • Management of registration process.
  • Compilation of attendee roster with complete contact information and registration list.
  • Providing participant and presenter name badges.
  • Marketing and publicity of the workshop.
  • Restrict participant number to limits set by ACRL to allow for maximum interactivity.

ACRL Responsibilities

  • One full-day workshop at the Host’s site.
  • Expert presenters to teach the workshop. ACRL will cover the expenses for presenter honorarium; presenter travel expenses will be invoiced to the hosts. 
  • Delivery of workshop handouts to be printed prior to workshop date.
  • Evaluation design and compilation for overall workshop. ACRL will provide a final evaluation summary report.

Code of Conduct

To provide all participants in ACRL's professional development events equal opportunity to benefit, ACRL is committed to providing a harassment-free environment for everyone. This is articulated in our Statement of Appropriate Conduct used in all ACRL conferences. We invite and encourage you to use it as a model for your workshop.

AV and Materials Needed

Specifics may vary by workshop, but generally, the following audiovisual equipment is needed for all workshops:

  • Room set with roundtables, plus head table for presenters.
  • Two wireless/lavalier microphones.
  • Projector, screen, and computer (laptop or desktop).
  • Printing of handouts and other necessary documents, communicated to the hosts by the presenters prior to the workshop.

Other materials may include Post-It Notes, markers, flipcharts, dot stickers, masking tape, writing utensils, etc. Complete lists for each workshop are available upon request by emailing Chase Ollis at collis@ala.org.


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Online Off-RoadShows

Off-RoadShows are being piloted as either multi-part webcast series designed for individual participation, which are hosted by ACRL, or more robust opportunities that may be licensed to your institution, chapter, or consortium for a more customized experience. Here's how each works:

Opportunities hosted by ACRL

Register for any of our webcasts or webcast series as an individual or with a group! ACRL runs the show, you just need to show up! Webcasts and webcast series have set curricula with time for discussion during the live event. ACRL may offer discounted rates for group registrations.

Licensing Opportunities

ACRL now offers the opportunity to license a virtual Off-RoadShow for your institution, chapter, or consortium. Like our popular in-person workshops, hosts play a major role in putting the virtual experience together for their communities. See below for a breakdown of responsibilities:

Host Responsibilities

  • Reservation of virtual meeting space (Zoom preferred)
  • Technical support as needed (i.e., participant audio and connection issues, etc.)
  • Management of registration process, ensuring participation is capped at the limit set by ACRL. Host will compile the final registration list, which will be shared with the presenters and ACRL
  • Communicate regularly with presenters regarding the virtual program and connection details
  • Marketing and publicity of the online workshop with your community

ACRL Responsibilities

  • A full virtual workshop experience delivered by expert presenters, as described on the ACRL website
  • Delivery of all necessary curriculum materials, including any pre-workshop "homework," prior to the virtual workshop date
  • Delivery of a final evaluation summary report for the virtual workshop

Code of Conduct

To provide all participants in ACRL's professional development events equal opportunity to benefit, ACRL is committed to providing a harassment-free environment for everyone. This is articulated in our Statement of Appropriate Conduct used in all ACRL conferences, and we encourage you to use it as a model for your virtual workshop.


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Frequently Asked Questions

Below are answers to common questions for prospective hosts of ACRL's RoadShows. If you have additional questions not answered below, please contact Chase Ollis at collis@ala.org.

Online Off-RoadShows

What type of technology is needed to host?

Hosts should have a stable high-speed internet connection and license to a virtual meeting platform (Zoom preferred). The meeting platform should include the following features: audio and video capabilities, screen sharing, live chat, breakout rooms, and polling.

Is there a minimum or maximum limit for the number of attendees?

Yes, licensed Off-RoadShows should have a minimum of 20 attendees and a maximum of 60 attendees to maximize engagement and allow presenters to provide sufficient feedback for any "homework" from participants.

Does the number of attendees affect the cost?

Yes. See this page for more information.

When can we host a virtual workshop? Are there pre-determined dates?

All licensed Off-RoadShows are available upon request from the host. We ask hosts to provide us with specific dates that work best for them, then we survey our presenters to cehck on availability. Off-RoadShows vary in length and span across several days or weeks, and thus may require flexibility in scheduling. We request hosts identify dates for Off-RoadShows at least one month in advance.

How are presenters matched up with hosts? Can we choose our presenters?

Trust us, you'll be in good hands with any of our expert presenters.

Presenter-Host matches are based on several factors, including availability to present on preferred dates, presenter rotation order, and institutional background. Once hosts select dates that work best for them, presenter coordinators in each presenter group work to select the best match for your institution. While hosts may request specific presenters, we cannot guarantee these requests can be accommodated.

Are we allowed to record the virtual workshop?

No. Off-RoadShow virtual workshops are intended to be interactive live experiences, and a recording would not capture the full experience.

In-Person Workshops

What type of facility is needed to host? Is a single room sufficient or are there breakout sessions requiring smaller rooms along with the “main” room?

One single room is all it takes, set up with round or conference tables (not theater style), as well as a head table for the presenters. This allows participants to engage more easily in hands-on activities. Breakout rooms are not necessary. If you are catering breakfast or lunch, you may consider putting the food in the back of the room, or in an adjoining room, so participants do not have to venture far during the break.

How many presenters are needed for each workshop?

All workshops require two presenters, unless otherwise noted.

Specifically, the Assessment in Action: Demonstrating and Communicating Library Contributions to Student Learning and Success and Planning, Assessing, and Communicating Library Impact: Putting the Standards for Libraries in Higher Education into Action workshops have the option for one presenter to deliver the workshop to a maximum group of 40 attendees. Assessment and Standards workshops with more than 40 attendees require two presenters.

Is there a minimum or maximum limit for the number of attendees?

There is no minimum number of attendees required to host the workshops, though we recommend having at least 20 participants to ensure enough engagement and interactivity for small groups and idea sharing. Attendance must be limited to a maximum of 40 participants for workshops with 1 presenter, and 100 participants for workshops with 2 presenters.

How would you advise handling the lunch break during the workshop?

For most campuses, we strongly urge you to have lunch catered in the room, or in an adjacent room, rather than expecting participants to leave and return. This will ensure the best use of time for participants and presenters. We suggest allowing 60 minutes for lunch.

When can we host a workshop? Are there pre-determined dates?

All workshops are available upon request from the host. We ask hosts to provide us with specific dates that work best for them, then we survey our presenters to check on availability. We request hosts select dates at least 2 months in advance for domestic workshops, and at least 3 months in advance for international workshops.

How are presenters matched up with hosts?

Matches are based on several factors, including availability to present on the specified date, proximity of the presenter to the host site, and place in the presenter rotation. Once hosts select a date that works best for them, presenter coordinators in each presenter group work to select the best match for your institution. ACRL makes every effort within reason to be as economical as possible with regards to presenter travel expenses.

Are we allowed to record the workshop?

No. We do not allow recording of the workshops for a few reasons:

  • To respect the privacy of attendees. Our presenters work to create a welcoming environment where people feel free to share experiences from their own workplaces. To record it and make that available would change the dynamic and may inhibit conversation.
  • It’s an interactive workshop, so a recording would not capture the complete experience.
  • It would be terribly difficult to sit through watching a full-day recording of anything, even with high production value and professional quality.

Please note, master presentation materials are made available for attendees to refer to after the workshop.

Can we take photos of the workshop?

Our presenters often take photos during workshops of group work and creative materials (flip charts, posters, etc.), then share those with hosts and/or ACRL staff. Host personnel may take photos at the host's discretion, taking care to let attendees know that photos are being taken and offering them the option to have their likeness excluded from photos. ACRL encourages hosts to include the following language on their workshop registration forms:

Photographs of attendees and their work, including diagrams, posters, and other creative materials, may be captured by presenters or host personnel throughout the workshop and used for promotional and other purposes by ACRL and/or the host. Attendees grant permission to ACRL and the host to photograph and share their group work and other photos captured throughout the day.