Planning

This list, prepared by former planners, will help you plan the day.

Before Meeting

  • Create committee to plan the meeting. One member of planning committee should be administrative assistant as they are very familiar with details (catering requests, room reservation process, etc.).
  • Secure a room on campus for meeting
  • Secure parking permits for meeting
  • Secure Keynote Speaker(s)
  • Send out call for proposals
    • NYSCILIB
    • ACRL STS
    • Regional Councils WNYLRC, RRLC, CLRC, North country, Capital District, Southeastern New York
  • Secure Afternoon Tours.
  • Determine Cost of Food for the day ‐ Which budget line to use.
  • Reserve Food for the day.
  • Create Schedule for Meeting – accept / reject proposals.
  • Find out equipment, software, other needs of all speakers. Work with Media/IT Dept to make sure everyone (presenters and participants) has network access.
  • Create Registration Form
  • Post on the Conference website.
  • Send out call for participants
    • NYSCILIB
    • ACRL STS
    • Regional Councils WNYLRC, RRLC, CLRC, North country, Capital District, Southeastern New York
    • Library Schools: UB, Syracuse, Albany, University of Toronto
  • At least 1 week prior to event, if possible, get a copy of each speaker’s presentation to have loaded on room PC. Suggest they bring a travel drive with same.
  • Make spreadsheet or other detailed record of all monies/registrations received, including contact info, dietary/access needs.
  • A few days before event, contact all registrants via email to confirm receipt of their registration, along with map/parking info/directions. Confirm registration/meeting times, what if any refreshments will be available, ask if there are any questions.

Day of Meeting

  • Prepare Day of items
    • Name tags, markers, pencils, pens
    • Participant List
    • Individual Receipts
    • Check in sheet
  • Someone to run the check in desk.
  • Put signs up on campus to help people find the room.
  • Test all media equipment

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