ADVERTISING AND MARKETING DIVISION PROCEDURES MANUAL

ANNUAL CONFERENCE

Conference Planning

The Conference Chair and the Conference Planning Committee are responsible for the Conference theme; determining the number of general sessions and nature of the programs, selecting subjects and speakers for general sessions including the keynote speaker. This group plans and coordinates the overall Conference program, avoiding duplication and overlapping of Division and Section Activities, and searches for programs that might have Conference wide appeal.

The Chair Elect (and later when functioning as Chair) works with the Association's Conference planning staff in providing all the information requested by the staff relating to the Conference on a timely basis.

Division Program Planning

1. A notice should appear in the last Bulletin before the Conference asking members to bring or send program ideas for the following year. This is the responsibility of the Chair Elect. The Chair Elect should send out letters requesting help on Conference programming to those Divisions or Sections not having bulletins.

2. At the SLA Winter and Annual Conference the Division Planners will meet with the Conference Planning Committee and the Association staff and go over programming and organization details concerning the Conference.

3. At the Annual Division Business meeting the Chair should ask for discussion of possible topics as a guide to program planning. The new Chair should plan to discuss next year's Conference program with the new Board before the end of the Conference.

4. Following the Conference, the SLA Conference Chair will consult the Division Chair on the appointment of the Division Local Representative (optional).

5. Usually within a month after the Fall Meeting of the Board of Directors the Chair Elect is sent a preliminary program copy (no later than Mid November). Therefore, the Divisions should have done most of their program planning in the early Fall.

6. As soon as the Conference Planning Committee has reviewed plans of Division and Sections, it notifies respective Chair whether there are possibilities for jointly sponsored sessions, conference wide programs, or which topics overlap those of other Divisions or Sections. Chair Elects may have already worked out the co-sponsoring at earlier meetings of the Divisions planners.

7. All hotel arrangements, including meeting rooms, food and beverages, and audio-visual equipment is made through the Association's Conference staff. Hotels make meeting rooms available at no charge because the hotel expects meal and bar business. It is urged that Division meal functions be in the Conference hotel rather than in other restaurants. Exceptions could be luncheons on the day of an all day tour, or functions at which the Divisions are guests of a company or other organization.

8. The Chair Elect will be responsible for the creation and scheduling of all Division programming. The complete preliminary program is sent to the Division Chair and EXECUTIVE BOARD for approval. Wherever needed, the Chair Elect furnishes final and complete titles of programs, papers, speakers, etc. The program (deadline is usually the first week in January) is printed in the February issue of Special Libraries.

9. The Chair Elect works with the Hospitality Chair to insure the coordination of the Division Suite and the Field trip event.

10. Informs Division Public Relations Chair of all newsworthy, promotable events.

11. Keeps Chair and EXECUTIVE BOARD informed of all activities relating to Conference.

Conference Expenses:

Divisions are expected to pay for all expenses incurred during a Conference. Division expense items include speaker fees, flowers, meals, speaker expenses, stenographic or meeting typing services, Divisional suites, etc. The Questionnaire sent to the Division Chair in December by the Conference Chair will indicate the cost of equipment which might be needed. This questionnaire must be returned before February 1st.

An estimated budget should be submitted by the Chair to the Division Treasurer no later then February 28 of the conference year.

Warning: Do not overestimate the number attending meal functions on the first day of the Conference. The Divisions and Sections have the financial responsibility of paying for meals for which tickets have not been sold.