IMPORTANT DOCUMENTS
Planning Procedures
Downloadable Event Form
NOTE: Please read the Planning Procedures document at the top of the page before submitting the event form. This form must be submitted to Lauren Carlton (lcarlton@ala.org) 5 months prior to the event. For events at ALA Annual Conference 2023, forms must be submitted by February 17, 2023.
Event Information
ACRL Unit:
Date submitted: _____/_____/_____
Title of event:
Type of event: (luncheon, dinner, reception, other—please explain)
Date and time of event:
Location of event:
Contact Information & Event Description
Unit contact (contact for your section, not the venue):
Phone:
Email:
Purpose and description of event:
Anticipated number of participants: _____________
*NOTE: Attach a list of prospective attendees (based on polling).
Estimated Expenses
| Line Item | Amount |
|---|---|
|
Food & Beverage (per person): |
$__________ |
|
Gratuity (per person): |
$ __________ |
|
Tax (be sure to figure tax on gratuity)(per person): |
$ __________ |
|
Other/Rentals (Audiovisual, Linens, etc.): |
$ __________ |
|
Total estimated cost of event: |
$ __________ |
How will funds be generated to cover costs? (Check all that apply):
_____ Donations from vendors* _____ Section Basic Service Funds
_____ Other, please explain: _______________________________________________________________________________
_______________________________________________________________________________
*If your section plants to solicit donations from vendors for special events, please complete the fundraising plan below. The ACRL Executive Director will review and approve the plan.
Fund Raising Plan
| Vendor Name (please list) | Amount Requested |
|---|---|
| $ | |
| $ | |
| $ | |
| $ | |
| $ | |
| $ | |
| $ | |
| $ | |
| $ |
Fundraising Timeline
Donations collected from:
______/_______/______ to ______/_______/______
NOTE: Member leaders are responsible for the following:
- Identifying a venue for the event
- Negotiating contract terms for facilities, emails, etc.
- Transmitting draft contracts and fundraising plans to the ACRL Program Officer Lauren Carlton (lcarlton@ala.org) in a timely manner.
- Update ACRL Program Officer (Lauren Carlton) on fundraising progress.
- Directing vendors to send W-9 forms and ACH payment information to ACRL Program Officer Lauren Carlton (lcarlton@ala.org) no later than 2 months before the event.
MEMBERS ARE NOT AUTHORIZED TO SIGN CONTRACTS OR LETTERS OF AGREEMENT FOR USE OF FACILITIES, MEALS OR ENTERTAINMENT.
All contracts and letters of agreement must be sent to the attention of the ACRL Program Officer for review and approval by the ACRL Executive Director.
I verify that the above contact person is responsible for our ACRL unit’s special event and is authorized to request funding for the identified special event.
_____________________________________
Signature of ACRL Unit Chair
Send completed form to:
Lauren Carlton
ACRL Program Officer
E-mail: lcarlton@ala.org