Utah Library Association Annual Conference May 17-19, 2000 David Eccles Conference Center, Ogden

Duties of Each Conference Committee Chairperson

CONFERENCE CHAIRS

5/21/98

• Schedule Conference Committee meetings. Plan agenda for each.
• Prepare conference time line.
• Determine conference insurance requirements and get appropriate coverage.
• Design Conference logo. Print stationery.
• Work with conference site facility to ensure all needs are met.
• Approve all conference expenditures.
• Maintain complete set of records for archival purposes.
• Submit oral reports to Programming Board and ULA Executive Board.
• Work with ULA President and ULA programming board to prepare programs for conference.
• Work with ULA Awards Committee to ensure that meals are “comped” for each award winner and their presenter and that ribbons and meal tickets are included in their registration packets.
• Work with committee members to help them with their areas of responsibility.
• Work with Executive Secretary to prepare registration procedures and forms.
• Secure hotel registration information, maps of conference site, and how to get there, information on parking facilities, etc. for inclusion in registration information or newsletter articles.
• Work with Registration Chair to ensure preparation of conference packets – name tags, maps, programs, meal tickets, general information. Have supply of extras including blank name tags. Prepare VIP packets.
• Order ribbons: ALA, MPLA, UELMA, Conference Committee, Guest Speaker, Presenter, Exhibitor, etc.
• Arrange for preparation of signs for registration, programs and directions.
• Develop VIP welcome policy and procedures.
• Prepare conference evaluation forms and arrange for them to be distributed and received at conference.
• Work with Protocol and Exhibits Chairs to ensure that thank-you’s are mailed promptly.

EXHIBITS CHAIR

5/21/98

• Attend all Conference Committee meetings.
• Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of conference.
• Contact vendors that offer books, AV, software, circulation systems, and other library related products and services to determine interest in exhibiting at the conference.
• Contact vendors for suggestions. Examine exhibitor evaluations from the previous conference.
• Prepare vendor packet that includes an invitation to exhibit, a contract, and pertinent information about exhibits (e.g. size of table, cost, signs, insurance, security, shipping instruction and exhibitor schedule.)
• Work with conference site to ensure floor plan is to scale and realistic, e.g. where to install phone lines, etc.
• Work with conference Chairs and Executive Secretary to determine exhibit rates. Submit recommendation of sliding fee schedule for exhibits.
• Work with Conference Chair to determine exhibit hours.
• Establish deadlines for return of contracts and fees and full information on exhibitors.
• Request AV requirements from exhibitors. Work with Conference and Program Planning and Equipment Coordination chairs to evaluate all AV needs.
• Give opportunities to vendors to advertise in conference program, underwrite social events, and/or donate door prizes.
• Work with Finance Chair to develop procedures for monitoring exhibit, advertising, and underwriting fees. Maintain records of monies received, and work with Finance Chair to ensure checks are submitted in a timely manner.
• Coordinate with Publicity/Public Relations Chair to solicit door prizes from local merchants.
• Make booth assignments and inform vendors. Arrange exhibitors in the exhibit area so that products vary. Provide exhibitors with a map of floor plan with booth assignments indicated. Provide map of the facility showing where exhibits will be located.
• Arrange for promotional signs, dividers, and booth identification.
• Arrange for freight receipt – times, staff, dollies, or carts for exhibit setup, etc.
• Coordinate exhibitor registration. Prepare exhibitor badges/packets.
• Assign someone to be responsible for setting up a hospitality suite for exhibitors, and keeping it stocked.
• Work with Conference Chair to determine if an exhibit continental breakfast or reception should be planned.
• Coordinate with Conference Chairs to arrange for exhibit space for author signings.
• Work with Conference Chair and Protocol Chair to ensure that thank yous are mailed promptly at the end of the conference.

PROGRAMMING CHAIR

5/21/98

• Attend all conference committee meetings.
• Keep complete records. Prepare to turn in records including blank copies of any forms used, at conclusion of conference.
• Work with Conference Chairs and Program Board Chair to ensure that the conference programs are submitted by ULA sections, committees, and round tables.
• Screen program plans. Work with Conference Chairs to ensure programming is balanced during conference.
• Assist Conference Chairs in contacting and finalizing keynote and luncheon speakers.
• Assist Conference Chairs in mailing program contracts.
• Work with Conference Chairs to establish program schedule and assign rooms to programs.
• Work with graphic artist to design program layout and coordinate its printing. Arrange for ads for the program.
• Work with Conference Chairs to obtain biographical information on speakers and presenters.

EQUIPMENT COORDINATION CHAIR

5/21/98

• Assess AV requirements for programs. Work with Conference and Exhibits Chair to evaluate all AV needs. Coordinate AV needs for each program, prepare detailed chart.
• Determine if presenters and/or participating libraries can fill AV requirements, or if part or all need to be contracted for.
• Determine if conference site will allow us to bring in materials.
• Determine charges for equipment rented from conference site.
• Prepare a detailed schedule of equipment needs with room assignments.
• Provide a room for equipment storage.
• Arrange for return of equipment.
• Work with Exhibit chairs to coordinate equipment needs of exhibitors.
• Using schedule of AV required for programs, make sure that AV is delivered and set up for program.
• Assign people to check individual meeting rooms for proper setup. Find out how to contact facility staff to resolve problems.
• Be available as a trouble shooter during conference.

MEALS/ENTERTAINMENT CHAIR

5/21/98

Meals

• Attend all Conference Committee meetings.
• Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of conference.
• Work with Conference Chair to plan for meal functions, determining schedule, budget, menu, and program.
• Work with Conference Chair to prepare meal tickets.
• Coordinate volunteers to take tickets at meal functions and any other conference events requiring ticket admission.

Entertainment

• Attend all Conference Committee meetings.
• Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of conference.
• Work with Conference Chair to plan entertainment during conference. Make sure that charges will fit within conference budget. Give entertainment information to Program Chair and Publicity Chair.
• Gather information about activities of local interest to include in registration packets.

FINANCE CHAIR

5/21/98

• Attend all Conference Committee meetings. Give finance report.
• Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of conference.
• Work with Conference Chair to establish overall budget for conference.
• Work with Executive Secretary to set up checking account, credit card account, and system for monitoring conference expenses and incoming revenue.
• Work with Exhibits Chair to develop procedure for monitoring exhibit, advertising, and underwriting fees. Deposit exhibitor fees.
• Establish procedure to reimburse libraries of committee members for phone calls, copies, and postage.
• Reimburse individuals or organizations in a timely manner.
• Work with Conference Chair and Executive Secretary on final conference report.
• Plan to train Finance Chair of next conference.

PUBLIC RELATIONS/PUBLICITY CHAIR

5/21/98

• Attend all Conference Committee meetings.
• Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of conference.
• Provide publicity for conference and act as liaison between media and Conference Committee.

Contact local newspapers and magazines.

Contact national library magazines.

Prepare releases for ULA newsletter and ULA webpage.

• Secure ads for program brochure.
• Work with Conference Committee to assure that conference information is included in the ULA Newsletter and on the ULA Homepage.
• Coordinate with Exhibits Chair to solicit door prizes from local merchants.
• Work with Programming Chair to provide written biographies for all speakers and an overview of the conference (conference fact sheet) to be included in programs and press releases.

REGISTRATION CHAIR

5/21/98

• Attend all Conference Committee meetings.
• Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of conference.
• Work with vendor to donate bags for registration materials.
• Work with Conference Chair on VIP packets making sure they include name tags, ribbons, and meal tickets.
• Work with Conference Chair to make sure that packets for all presenters contain name tags, ribbons, and meal tickets if authorized.
• Work with Conference Chair and Executive Secretary to coordinate registration.
• Schedule volunteers to help with registration. Train volunteers and prepare them to double as information desk.
• Coordinate preparation of conference packets – name tags, maps, programs, meal tickets, general information. Have supply of extras including blank name tags.

PROTOCOL/HOSPITALITY CHAIR

5/21/98

• Attend all Conference Committee meetings.
• Keep complete records. Prepare to turn in records, including blank copies of any forms used, at conclusion of conference.
• Assist with speaker negotiations as requested.
• Provide shadows for major speakers. Provide detailed schedule information to shadows, as well as biographical information about speaker (to be provided by Programming or Public Relations Chair.)
• Coordinate with ULA Sections, committees, and round tables to guarantee someone from each unit will provide transportation, acquaint speaker with room, arrange introduction at program.
• Assemble list of anticipated questions and answers for use by volunteers during the conference.
• Arrange for message board for conference attendees.
• Arrange program signs each day of conference. Change signs according to program schedule.
• Arrange for a couple of people to be available to work on last-minute details/problems as needed by Conference Chair.
• Work with Conference and Exhibits Chairs to ensure that thank-you’s are mailed promptly at end of conference.

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Utah Library Association PO Box 970488 Orem, Ut 84097-0488

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