Archives

ARCHIVIST

Documents to be collected:

  • Ballots – Keep ballots for one year then discard, keeping a tally and blank ballot for archiving.
  • Board Meeting papers – Agenda and minutes.
  • Lists of Board Members.
  • Membership lists.
  • Mentoring Information.
  • Newsletters – 3 copies of each.
  • Nominating Committee Minutes.
  • Photographs – current practice is to print (b&w) photos and mark them for event/individuals/place. Archive digital photos on a cd yearly.
  • Stipend awards – Keep individual applications 1 year and then discard, keeping winning application.
  • Treasurer’s Reports.
  • Website – complete printout every 6 months, July and February.
  •  Programs – brochure, agenda, speaker bios, publicity, evaluation summaries, etc.

From President:

  • Significant correspondence, including printed email.
  • Documentation of special efforts or initiatives.
  • Annual report to ACRL.
  • Correspondence with ACRL.

From all board members:

  • Send all documents considered of interest to the archivist for inclusion. Think of the work you have done and if it will inform people in the future. If in doubt send them in!

Last updated: August 2006

PROGRAM PLANNING COMMITTEE

Responsibilities

Time
Activity
JanuaryMeet to finalize plans for Spring Meeting and to choose speaker for Fall Meeting.
FebruaryAdvertise March Meeting date.
AprilCompile and report feedback.
May-JuneFirst meeting of new Board year.
July-AugustMeet to finalize plans for Fall Meeting and to choose speaker for Spring Meeting.
SeptemberAdvertise October Meeting date.
NovemberCompile and report feedback.
Invited Speaker(s) – the primary program speaker
  • Invite at least 6 months in advance. Discuss program theme, our expectations, the audience, duration of speaker’s talk, the day’s schedule, and honorarium. The Chapter may also cover travel, lodging and dining costs.
  • Appoint one board member as primary speaker(s) contact.
  • Request speaker(s) make own travel and lodging arrangements—remind them to save all receipts for later distribution to the Treasurer.
  • Send confirmation letter and copy the Treasurer.
  • Send a copy of program brochure/registration form, plus any other information RE other invited speakers, etc.
  • Waive registration fee, but provide a name tag.
  • Gather biographical information for brochure and program introduction.
  • Inquire RE special dietary needs, accessibility needs, etc.
Invited speaker(s)—secondary program speakers, e.g., panelists
  • Invite at least 3-6 months in advance. Discuss program theme, our expectations, the audience, duration of speaker’s talk, the day’s schedule, and honorarium. The Chapter may also cover travel, lodging and dining costs.
  • Appoint one board member as secondary speaker(s) contact.
  • Request speaker(s) make own travel and lodging arrangements—remind them to save all receipts for later distribution to the Treasurer.
  • Send confirmation letter and copy the Treasurer.
  • Send a copy of program brochure/registration form, plus any other information RE other invited speakers, etc.
  •  Waive registration fee, but provide a name tag.
  • Gather biographical information for brochure and program introduction.
  • Inquire RE special dietary needs, accessibility needs, etc.
Sponsorship
  • Apply for LSTA funding through the College & Research Division of PaLA
  • Seek vendor sponsor(s) for pre-program coffee/snacks
Venue Preparation
  • Secure venue as much in advance as possible.
  • Catering: morning breakfast snacks and coffee, lunch. Provide vegetarian options.
  • Audiovisual (computer, projector, screen), Internet.
  • Room set-up, e.g., classroom style, round tables, etc.
  • Signage.
  • Parking.
  • Directions to venue.
  • Contact venue/catering with final headcount—usually required two weeks before program.
Advertising
  • Issue a “Save the Date” e-mail message to ACRL/DVC and regional (e.g. ACLCP, TCLC, PA-ACADS, etc.) e-mail lists as early as possible.
  • Create 1-page information brochure and registration form (usually in PDF) for distribution with Newsletter, posting to web site, and distribution to ARCL/DVC and regional e-mail lists (Note: PDFs are not acceptable on every list—send info in body of message if necessary).
  • Issue reminder e-mail message.
Registration/Registrar
  • Establish registration deadline of two weeks prior to event.
  • Indicate no refunds will be issued after registration deadline—CANCELLATION POLICY?
  • Staff the registration table at the program to issue receipts, take on-site registrations (the venue/catering can usually manage up to 10 extra people—ask ahead).
Documents for Distribution
  • Request documentation from ACRL (e.g., brochures, sticky notes, etc.)
  • Program agenda.
  • Speaker biographies.
  • Speaker(s) program documents (e.g., Powerpoint slides, visual aids, etc.).
  • Name tags—include speakers.
  • Attendees List.
  • Note-cards for attendee questions.
  • ARCL/DVC membership form.
  • Evaluation form.
  • ACRL National membership form.
Post-program
  • Gather, analyze and distribute data from the Evaluation Form.
  • Issue payment to speaker(s).
  • Send thank-you note to speaker(s) and request their feedback.

~ updated August 2006
~ revised February 2009