Program Planning Guidelines

mid-January:
Meet to finalize plans for Spring Meeting and to choose speaker for Fall Meeting.
February 1:
Advertise March Meeting Date
April: 
Compile and report feedback.
May — June:
First meeting of new Board year.
July — mid-August:
Meet to finalize plans for Fall Meeting and to choose speaker for Spring Meeting.
September 1:
Advertise October Meeting Date
November
Compile 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 nametag.
  • 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 nametag.
  • 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.).
  • Nametags—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