NASIG CONFERENCE PLANNING MANUAL

2. Basic Functions

2.1 AV/Technical Needs

AV and Technical needs are a crucial part of the Conference Planning Committee's work, since poor planning in this area can have a negative impact on the conference program.

The AV coordinator may be a member of the Conference Planning Committee who works with the technical staff at the host institution or a member of the technical staff at the host institution. It is this person's responsibility to work with the AV coordinator from the Program Planning Committee, IF one is appointed, or to coordinate directly with the Program Planning Committee chair(s) and speakers.

The exact arrangement depends on the site and expertise available, and should be negotiated by the Conference Planning Committee chair(s), Program Planning Committee chair(s) and Board liaison very early in the planning process.

Early in the conference planning cycle (September/October), the AV coordinator should set up a meeting with the campus conference director and representatives from the campus department(s) who provide AV/technical services for conferences. If the AV coordinator is a member of the host institution's technical staff, the Conference Planning Committee chair(s) may need to attend. Although the specific requirements for speakers may not be known this early, information concerning the size of the conference, general technical requirements, and information about the technical needs of previous conferences can be communicated. The days of overhead projections are in the past and early discussions of potential technical needs will get the NASIG conference on the necessary campus calendars. When the specific speaker requirements are known, they will not come as a complete surprise to campus personnel and are therefore more likely to be accommodated.

If working with a Program Planning Committee AV coordinator:

It is the responsibility of the Program Planning Committee AV coordinator to contact all speakers and to provide the Conference Planning Committee AV coordinator with a comprehensive list of speakers, their telephone numbers and/or e-mail address, the session they are presenting, and a complete list of their AV requirements. This information should be as detailed as possible to communicate the exact needs of each speaker. The deadline for submitting this information to the Program Planning Committee AV coordinator should be at least two months before the conference. Any extraordinary requests for high tech equipment should be communicated to the Conference Planning Committee AV coordinator as soon as possible. It is important that the Conference Planning Committee AV coordinator know how to contact speakers directly, if needed, for clarification of an AV request.

If working directly with the Program Planning Committee chair(s) or speaker liaisons:

The Program Planning Committee chair(s) or speaker liaisons will send information regarding speakers and their presentations to the Conference Planning Committee AV coordinator. Speakers will be asked to send information regarding their equipment needs directly to the Conference Planning Committee AV coordinator.

It is the AV coordinator's responsibility to follow up with speakers if information is not received.

In addition to technical support from the institution, it may be necessary to contact outside vendors to provide equipment and technical support not available on-site. If this is necessary, the earlier in the planning stages that this is known, the more likely it can be worked into the conference budget. In addition, it may be useful to arrange for cellular phones, to be used during the conference, for each Conference Planning Committee member, if possible, and one at the Information/Souvenir Desk. It may be possible to get promotional "conference phones" at no cost or at a greatly reduced rate.

A month before the conference, a master schedule of AV/technical requirements should be developed by the Conference Planning Committee AV coordinator. This schedule should be shared with the Program Planning Committee, any campus personnel involved in providing technical support, and the other members of the Conference Planning Committee. This schedule and the registration figures for individual sessions are needed to do the room assignments for workshops and concurrent sessions. This schedule should be worked into the Conference Master Schedule to insure that a person is assigned to each event to check that the AV required is operational.

At the conference, the AV coordinator should attend the speakers meeting so any last minute changes in requirements can be identified and arrangements made.

At the conference, all plenary and concurrent sessions are tape recorded. The AV coordinator on the Conference Planning Committee is responsible for making the arrangements to have the appropriate sessions taped. At the conclusion of the conference, the AV coordinator inventories the tapes then contacts the Proceedings Editors to see if any tapes will be needed for the proceedings. If the tapes are not needed for preparation of the conference proceedings, the AV coordinator mails the inventory list and the tapes to the NASIG archivist.

12 inexpensive tape recorders were purchased at the 1999 conference for recording each presentation. This action was taken in lieu of renting. These recorders are to be forwarded to the new CPC chair at the end of each conference

2.2 Badges:

Prepare badges for all conference attendees. This is usually done using the registration database. The conference badge should include attendee name, company or institution and city and state or city and province. Badges need to be easy to read. Use large, bold lettering.

Add stamps, ribbons or stickers to the badges to note:

Have extra blank badges available for late registrants or in case someone loses their badge.

In February or March check the supply of badge holders from the previous conference and order additional holders if needed.

Collect badges and badge holders at the final program session to be given (or mailed) to the incoming chair(s) of the Conference Planning Committee after the conference. At the end of the conference one badge will be drawn from the drop off box and the lucky attendee is awarded an appropriate prize -- a memento from the campus/site of the next NASIG conference. Usually the incoming chair(s) of the Conference Planning Committee handles the drawing.

2.3 Child Care

NASIG does not offer child care services on site during the conference. Instead, a list of local sitters and/or child care centers is prepared and made available upon request prior to the conference and during the conference at the information desk.

NASIG is unable to provide this service due to liability and insurance restrictions. Also, because the conference is priced at absolute cost recovery, any activity that does not serve the majority of members can not be included in the registration fee.

2.4 Conference Brochure

2.4.1 Content

The conference brochure will be the main source of information provided to all possible conference attendees. Information must be as accurate as possible. Determine mailing date (sometime in February) and number of copies to be printed. See Subsection 2.4.3., Brochure Counts, for approximate numbers of copies.

The Program Planning Committee will supply the program content: preconferences, plenaries, concurrents, workshops, --the conference schedule. Expect to receive a first draft in December. The final text should be received about four (4) weeks before anticipated mailing date of the brochure. You will need to supply the actual location for all events for the conference schedule. You will also need to negotiate any copy changes with the Program Planning Committee. For example, you may find that the abstracts supplied will not fit into the brochure space allocated.

The Conference Planning Committee, specifically the person(s) in charge of the brochure, will need to provide the following information:

  • Information about the campus: (brief, one paragraph).
  • Residence Hall accommodations: cost; types of rooms: suites; single rooms; double rooms; rooms for couples and/or families; bathrooms (private and/or shared, including the location and the average number of persons per toilet and shower); elevators and/or stairs; whether or not some or all rooms are air conditioned; linens; telephones (location); reading lamps; handicapped access. Are rooms available before and after the conference? Check-in/check-out times.
  • Alternative housing: local hotels and bed and breakfasts (include phone numbers).
  • Meals: location, "theme," reception and/or banquet, special event off-campus, including transportation and cost, if applicable.
  • Travel to/from campus: airport, train, bus, car. Include approximate cost and travel time, especially to/from airport.
  • Registration information: NASIG member registration, non-member registration, final deadline (supply dates), cancellation policy.
  • Brief weather for area in June. Casual "dress code" statement.
  • Recreation facilities: what, where, and if applicable, how much.
  • Tours: give description, length of tour and cost.
  • Emergency campus phone numbers.
  • Contact person(s) and information s/he can provide. Specify that the registrar is to be contacted for registration questions/changes and the Conference Planning Committee chair(s) are to be contacted with all other questions via the generic conference site e-mail address.
  • Statement on child care: see Subsection 2.3, Child care.
  • Information regarding campus smoking/nonsmoking policy.
  • Local/regional tourist information number/contact (phone and/or Internet) if available.

The conference registrar should supply the information for the registration form. See Subsection 2.11, Registration.

Review the conference registration brochures from previous conferences for ideas on layout and to check content. See the Appendix for copies of brochures from several past conferences.

Consult with the Board liaison regarding the appropriate parties to review the draft. Usually this group includes: president, vice-president, past president, Program Planning Committee chair or designate, and Board liaison. See Section 4, Coordination with Program Planning Committee.

You may hire a "designer" to help with the layout of the brochure.

Solicit bids from printers and select paper. This may be done well in advance. Work with the designer to determine the number of pages before selecting the paper, or ask the printer to weigh the approximate number of pages to determine mailing costs.

2.4.2 Mailing

Contact the chair of the Database & Directory Committee and request mailing labels for NASIG members. These should include renewing members, and non-renewing members (as of the date the labels are "run"). Send the Database & Directory Committee chair a supply of conference brochures (approximately 100) to send to all members joining after the label "run date." Use the Database & Directory chair's address as the return address on the brochure, so that address corrections can be made in the NASIG database. The address of the Database & Directory chair should ONLY be used for the brochure, for other correspondence use an appropriate return address.

Contact any local organizations that seem appropriate and ask for their mailing lists. You might want to "cross check" lists to avoid duplication.

Make mailing labels for all non-NASIG members, and requesters.

BROCHURES SHOULD BE MAILED FIRST CLASS. First class postage ensures delivery within a week to U.S. members. Bulk mailing is cheaper but less reliable. Brochures being sent to foreign countries, including Canada, should be placed in envelopes and sent airmail/first class. They should be stamped NASIG Brochure Enclosed on the envelope. Determine if the printer or campus post office or mailing service can assist you.

Mail packets of the brochures to the Board, the Database & Directory chair, etc. See Subsection 2.4.3, Brochure Counts.

Post conference information on NASIG-L, SERIALST, etc. after brochure has been mailed and received by most of the membership. Include whom to contact and/or list the site e-mail address for conference information and copies of the brochure. (You'll begin receiving requests as early as January).

Post conference information, including the registration form, on the conference Web Site. See Subsection 2.18, Web Site for Conference.

2.4.3 Brochure Counts

In determining the number of brochure copies to have printed, include approximately 1100 for members (check with the Database & Directory Committee chair for an exact count), 100 for new members (goes to RC&M), 135 for the Board, 100 copies to send to phone/fax/e-mail requesters, 50 copies for publicity efforts, 10 copies for the next years Conference Planning Committee chair(s) for planning and as an example to their institutions conference office, plus 50 extra copies for the conference registration desk, for mailings to speakers, etc.

Also have 100 copies printed for the chair of the Database & Directory Committee for postal returns. Returned copies of the brochure will be sent to the chair of the Database & Directory Committee for address verification. They will resend the brochure, if possible.

Summary :

Members (approximately) 1100
New members (RC&M) 100
Special Requests 100
Database & Directory Chair 100
Board Members:  

President

 25

Vice-President

25

Secretary

 25

Treasurer

 25

Past President

5

Members-at-Large (6 members @ 5 each)

 30
Publicist (member of RC&M) 50
Next year's Conference Planning Committee chair(s) 10
Miscellaneous 50

2.5 Entertainment/Events

2.5.1 Evening Events

You should provide some form of entertainment for each night. For ideas, review the appropriate sections in the conference registration brochures from previous conferences which are included in the Appendix. Consider the following suggestions.

Opening night:

  • Musical accompaniment before/during dinner, or something with a "local" theme.

Second night:

  • Tickets to a local theater or a local event (this might be an additional charge for conference attendees).

AND

  • An event on campus (as an option to above event).

OR

  • A dance with live or taped music, or folk/square dance.

AND

  • Late night social (including cash bar.)

Third night (banquet and/or reception, on or off campus):

  • Musical accompaniment.
  • If reception is held on campus, a dance following with live or taped music.
  • Late night social (including cash bar).

For musical accompaniment or local "performance", audition the group either in person or ask for a tape of a recent performance. Secure a signed contract. Arrange parking and set-up (availability of electricity, etc.) for group. Provide a deposit, if required (ask the NASIG treasurer for an advance). Supply any other equipment that might be needed (chairs, microphone, etc.)

For an off-campus event, contact local theaters, etc. for schedules and prices of performances. Information should be available for the conference brochure. Reserve tickets in advance, and secure with a deposit, if necessary. Contact the registrar for actual "enrollment" and finalize number of tickets a few weeks before the conference. If transportation to an event is required, it should be arranged by another committee member. See Subsection 2.16.2, Special Events and Tours.

Confirm all aspects of evening events a month prior to the event.

2.5.2 Late Night Socials

Choose a site for the late night socials which are scheduled Friday and Saturday evenings. Be sure that a cash bar is included. If campus catering can not supply and serve bar snacks (chips, pretzels, etc.) assign a committee member to purchase munchies and be responsible for coordinating set-ups, refills and clean-up each night. If the campus will not collect cash, assign a committee member and ask the NASIG treasurer for a cash box. Assign a committee member to serve as a greeter, etc.

2.5.3 First Timer's Reception

Plan a First Timer's Reception to be held on Thursday afternoon, for approximately one hour, in a location/room separate from the Welcome Refreshments, but near-by. Provide light snacks and beverages. Send a special invitation to all first timers in their registration confirmation letters; invite all current and incoming Board members and past presidents to attend. This reception is a wonderful chance for first time conference attendees to meet NASIG officers, Board members, committee chairs, and other first timers in a relaxed and informal setting. This is often the event in which mentors and mentees plan to meet; arrange a separate table(s) with signage for them as well as a designator such as a badge marker, detachable ribbon, etc. See Subsection 5.2, Mentor Program.

2.5.4 Welcome Refreshments

Plan Welcome Refreshments to be available for several hours on Thursday afternoon and to be located near the Registration/Information/Souvenir Desk. Provide snacks, finger foods, and beverages. Remember that many attendees will have been traveling and skipped lunch. These refreshments are provided as a general welcoming function for all conference registrants to relax and greet both new and old colleagues and friends also attending the conference. Expect people generally to drop by rather that stay for the entire scheduled time. There are no formal activities planned.

2.5.5 Committee Chair Orientation

Plan a lunch (on either Friday or Saturday during the regular lunch break -- consult with Board Liaison to determine which day) for all new Committee Chairs and selected Board members (check with the vice-president for number of attendees). Provide a separate room (near the main lunch area if possible) with a boxed lunch and drink.

2.6 Food Service

2.6.1 Planning Meals

Food is a very important part of the conference. Two people should be given this assignment, and the entire menu should be reviewed and approved by the entire committee.

Estimate the number of people that will attend each meal. The lowest number of attendees will be at breakfast. The highest number will attend lunch and breaks. The campus conference director should be able to assist you in determining these estimates or contact the chair(s) of the last Conference Planning Committee for assistance.

The committee members "assigned to food," and the chair(s) should meet with the campus food service personnel and/or caterer. Ask for sample menus. Ask if the food service can be upgraded for an additional cost. Discuss the set-up for each meal, including breaks. If possible, try to avoid meal tickets. Ask if the cost is based on actual or estimated attendance.

You will need to plan the following meals:

  • 3 dinners: opening night, 2nd night, last night (one of these could be a banquet or a reception on or off-site, you may wish to serve wine and/or beer, or the 2nd or 3rd night could be a "free" evening
  • 3 lunches: the final day (Sunday) will be a box lunch, and depending on registration count, cafeteria size, etc., 150 or so boxed lunches may be made available as an option on Friday and Saturday
  • 1 lunch for committee chairs: box lunch
  • 3 breakfasts
  • 3 morning breaks
  • 2 afternoon breaks
  • 1 welcoming reception (soft drinks, light hors d'oeuvres, and other light refreshment)
  • 1 first timer's reception (soft drinks and light refreshment)
  • Cash bar every night, if possible. See Subsection 2.6.2, Liquor Policy
  • Preconference: meals/breaks depending on schedule

Menu suggestions/requirements:

  • Salad bar at each lunch, plus hot and/or cold entrees
  • Breaks: coffee, decaffeinated coffee, tea, herbal tea, juice, sodas (afternoon), fresh fruit, pastries, cookies, etc.
  • Vegetarian entrees, at all meals (including the box lunch) should be planned and it should be made clear how vegetarians are to be identified at each meal (Do they need to tell the food service staff to be served a special meal, or do they simply select appropriate items from a buffet?) Obtain count from registration forms; provide extra vegetarian meals
  • If a reception is held instead of a banquet, serve a large variety of hot and cold hors d'oeuvres, fresh fruit, pastries, cookies, etc.

2.6.2 Liquor policy

2.6.3 Leftovers

Ask campus food service or caterers if they have a policy for disposal of leftovers. NASIG would like the food to be donated to a local food pantry or other charitable organization, if possible.

2.6.4 Other tasks

NOTE: More often people are arriving the day before the official conference opening to attend a Preconference. Obtain information about available food service on campus and nearby restaurants for these early arrivals.

2.7 Housing

2.7.1 Room assignments:

Determine if the conference office will assign residence hall rooms (preferable and consider paying extra for this service if necessary) and distribute room keys. If not handled by the conference office, assign one or more committee members to determine room assignments. They will need to work closely with the registrar.

If possible have men and women, smokers and nonsmokers on separate floors or at least in separate suites. If you designate floors by gender, be sure that rest rooms are signed appropriately.

Have rooms on the first floor available for physically disabled attendees if the campus does not have rooms equipped for the disabled. See Subsection 2.14, Special Needs.

Have a few extra rooms available just in case an attendee is dissatisfied with the assigned room or a problem is discovered.

If special/deluxe accommodations are available for speakers, coordinate room assignments for speakers with the Program Planning Committee. Reserve a block of rooms at a near-by hotel for speakers.

2.7.2 Important Details

Arrange to have extra blankets, towels and washcloths available upon request, and reading lamps if not already in the room and available. Also, have some clothes hangers available upon request.

Post and announce the checkout time. Arrange for luggage storage if the check out time is before the conference closing.

Consider and arrange for any "special touches" determined appropriate by the Conference Planning Committee and Board liaison. These may include flowers or other welcoming to be placed in the president's and Board members' rooms, in the reception area, etc. Consult with Program Planning Committee chairs to determine if any "special touches" are needed for speakers.

Keep in mind that there will be two groups of early arrivals, the Board and those attending the Preconference. The Board usually arrives two days before the conference for an all day meeting the day before. Preconference attendees usually arrive the day before.

There will also be those wishing to extend their stay in the residence halls. Find out if this is possible and include this information in conference publicity.

2.8 Information

2.8.1 E-Mail Correspondence

Arrange for an e-mail account for your site. Make the address generic and easy to remember, for example NASIG, at, the name of your institution, dot edu (i.e., nasig@unm.edu). Individuals will send messages to this account asking a variety of questions about the conference. A committee member should be assigned to monitor and respond to the e-mail daily, and as the conference date approaches, several times per day. E-mail messages that the monitor cannot answer or messages to specific committee members should be forwarded to the appropriate person.

2.8.2 Conference Registration Packets

Ask the campus conference office for any printed information that they can provide. Prepare driving instructions to campus. These should be given to the registrar and sent with registration confirmation. Buy folders or notebooks, preferably with a campus logo, or ask the campus conference office if they can supply them. Approximately 650-700 folders or notebooks will be needed, depending on the anticipated number of conference attendees.

Provide local information for the conference packet:

  • Maps of campus; floor plans for buildings where meetings will be held; general campus information
  • Local restaurants and night spots, especially those within walking distance. Provide address, phone, type of food, and if possible, approximate cost
  • Local shopping areas: drugstores, banks, post office, movie theaters, etc.
  • Local transportation: bus, subway, taxi, etc.
  • Campus emergency numbers
  • Local churches and synagogues, including addresses and times of services
  • Campus library and bookstore hours
  • Local hospitals, emergency rooms
  • Local area map
  • INTERNET access location and hours

Other items for the conference packet:
Be sure to consolidate like information and photocopy double-sided when appropriate)

  • Lists of conference attendees (one by name and another by institution, from registrar)
  • List of workshops with times and room assignments (from facilities person)
  • List of current and incoming Executive Board members (from Secretary)
  • List of committee chairs, committee meetings with room assignments (from Secretary, facilities person assigns room)
  • List of Networking Nodes and User Groups sessions with room assignments (from secretary, facilities person assigns room)
  • List of Student Grant Recipients, Horizon winner(s), and Fritz Schwartz Serials Education Scholarship recipient(s)(from Awards & Recognition Committee)
  • Program schedule (UPDATED) (from brochure compiler)
  • List of the members of the Program Planning Committee and the Conference Planning Committee (Secretary or committee chair)
  • Abstracts of preconference (s), plenary papers, concurrents, and workshops, with presenters names (from Program Planning Committee).
  • Program addendum (from Program Planning Committee)
  • Conference Evaluation Form (from Evaluation & Assessment Committee)
  • Call for Papers for the next conference (from Secretary or Program Planning Committee)
  • Call for Nominations Form (from Secretary)
  • Business Meeting Agenda (from president)

2.8.3 Information/Souvenir Desk

With rest of committee, decide location of information/souvenir desk. Some committee's may wish to combine this desk with the Registration Desk to form a Registration/Information/Souvenir Desk, if space permits. Plan to staff the desk during meeting breaks, lunch and after final daily sessions. Be sure to have a number of committee members available: this desk WILL be very busy. Obtain cash box and receipt book from NASIG treasurer. Also, consult with treasurer regarding possible assistance from Finance Committee to staff the desk.

Plan to have the following at the desk:

  • Souvenirs and price list (post)
  • Copy of most recent proceedings volume and order information
  • Extra tour and/or special event tickets, if available
  • Phone books
  • Copies of the conference brochure and conference packets (put in a binder)
  • Copies of the workshop descriptions and attendance lists (put in a binder)
  • Child care information - (a list of sitters or child care centers near the campus)
  • Receipt forms, signed by registrar or NASIG treasurer (whomever is responsible for conference finances)
  • NASIG membership brochures (from Secretary or Regional Councils & Membership Committee)
  • Any local travel/sight seeing brochures (from local Chamber of Commerce, etc.)
  • A telephone, cellular and more than one, if possible
  • NASIG Message board
  • Bulletin board for non-NASIG conference flyers, announcement of other events, and information about any other "unofficial" activities.
  • Box for lost & found items
  • Daily newspapers (optional)
  • "Tally" sheet to keep track of items sold. Consult the treasurer about the method to be used
  • Maps of local metropolitan area and state
  • Floor plans for buildings
  • Bus schedules
  • Photocopier (optional)
  • Misc. office supplies including pens, pencils, markers, paper clips, stapler, etc. Other misc. items such as extra name tags, band-aids, etc.

Know location of: all of the buildings, classrooms, and bathrooms, pay phones, and fax machines (in all buildings). Know the local taxi companies and how to use local transportation.

2.9 Photocopying

Select a member of the Conference Planning Committee to be responsible for coordinating photocopying of the conference packet materials and the workshop handouts.

Select a copy service at or near the host institution to handle the bulk photocopying at least two months before the conference. In making your selection make certain that they can handle non-routine requests such as transparencies, collation, etc., and that they will be open long hours at the time of the conference (weekends and late into the evening), 24 hours 7 days is preferable. Although most of the copying is completed before the conference, there is usually a last minute request, so it is better to be prepared.

2.9.1 Conference Packet

Prepare a conference packet for every registrant. Have packets available to distribute to the Board at their meeting prior to the conference opening. It is desirable to plan for an additional 25 packets for: last minute registrants, use at the Information/Souvenir Desk, the NASIG Archives, and the Conference Planning Committee of next year's conference.

See Subsection 2.8.2, Conference Registration Packets, for a list of materials to be photocopied.

2.9.2 Workshop Handouts

Arrange to have the workshop handouts, that are submitted by the Program Planning Committee, photocopied. Consult with the Program Planning Committee and/or speakers to determine if handouts should be distributed to the speakers at the speakers meeting or distributed at the door by volunteers just prior to their session(s). If a speaker does not attend the speaker meeting and does not request distribution at the door, handouts should be kept in the registration area for pick-up. If distributed at the door, gather volunteers to assist.

Conference speakers have the option of submitting masters to the Program Planning Committee of their handouts to be photocopied. The handouts to be photocopied should be sent to the Conference Planning Committee at least three weeks before the conference.

The final registration figures for each session need to be tallied to determine the number of photocopies needed of each handout. The handouts are distributed to the appropriate speakers at the Speakers Meeting.

2.9.3 Handout Packets

Preparation of the Handout Packets will be coordinated by Publications Committee. These packets consist of the handouts from all concurrent sessions and workshops. The Publications Committee will arrange to get copies of all the handouts (in advance of the conference, at the Speakers Meeting, or at the session itself, or in some combination of the above) and have them reproduced, bound, and mailed. Some photo duplication companies can provide these services. Handout Packets are pre-sold on the registration form in advance of the conference and during the conference at the Registration/Information/Souvenir Desk. They are mailed to purchasers after the conference concludes. No Handout Packets will be sold after the conference ends. NASIG Executive Board members will not receive complementary handout packets. Some states may require payment of tax on handout packets. The CPC should investigate this issue and advise the Executive Board and the Publications Committee.

2.10 Publicity

Contact and coordinate efforts with state or provincial representative of the NASIG Regional Councils & Membership Committee.

Send copies of the conference brochure and NASIG membership brochure to regional libraries, library schools, etc.

Send conference information to regional library newsletters and calendars (the NASIG secretary is responsible for any national publicity).

2.11 Registration

Select a registrar from the Conference Planning Committee. Consult with the treasurer about registration procedures. Two possibilities exist: the registration forms with payment may be sent to the treasurer first. The treasurer checks that the financial transaction is okay and forwards registration form to Conference Planning Committee registrar. Questions or problems with payment are handled by the treasurer. The other possibility is the reverse, the Conference Planning Committee registrar receives the registration material and deals with all the problems, then forwards the payment on to the treasurer. A decision about the registration workflow MUST be made before the brochure is produced. Also note, that the registrar should be prepared to devote a great deal of time to this job.

Credit cards (MasterCard and VISA) can now be accepted by NASIG for registration. The Registrar should work with the Treasurer on the workflow associated with registrations charged to a credit card.

2.11.1 Responsibilities of the Registrar

2.11.2 Registration Database

The use of relational database software such as Microsoft Access is suggested, because this type of database gives the user flexibility to run the reports, lists and letters necessary for the NASIG conference.

It is recommended that the individual in charge of this database has experience with it, take a course on how to use the database, or have experience with a similar type of database and go through any tutorials available for that database.

The use of a relational database software allows you to set-up separate databases for similar information but to link them so that information in various databases can be brought together in a single report. Information is broken down into separate databases so that you will not run out of available fields in any one database. For the purpose of the NASIG conference, information can be separated into three (3) linked databases. The suggested databases include an address database, a registration database and a workshop database.

2.11.3 Database Elements

WORKSHOP/PRECONFERENCE DATABASE:

Since the titles and number of workshops and Preconferences offered varies from one conference to another, a brief explanation of how the fields should be set up in this database will be given, instead of listing the individual fields which are needed. In this database, there should be a field for EACH SESSION OF EVERY WORKSHOP OR PRECONFERENCE OFFERED. Most workshops and Preconferences are offered at least twice. So, for example, if there were ten (10) workshops being offered, and each one was offered twice, you would need twenty (20) fields (one (1) field for each separate session of each workshop offered). This should be done so that you can keep track of exactly how many people are registered for each session of each workshop. This information will come in handy when reserving rooms for the workshops and Preconferences.

2.12 Signage

Signs are needed to direct conference attendees to conference destinations (i.e. housing, registration, meals, meeting rooms, telephones, rest rooms, etc.). A member of the Conference Planning Committee familiar with the host institution should be assigned the responsibility of arranging for preparation and placement of signs.

During the early conference planning stage, the Conference Planning Committee sign coordinator should check with the conference office at the host institution to determine what services they offer in preparation and placement of signs. An institution may have restrictions on the design, size and placement of signs on campus; or, they may have pre-printed signs available. If signs need to be posted outdoors, the signs should be weatherproof and may require the use of stanchions. If the conference office does not provide assistance with the preparation of signs, and the coordinator is not adept at producing signs on a PC, the production should be turned over to a graphic services operation.

To decide what signs are needed, it is useful for the sign coordinator and another member of the Conference Planning Committee to follow the conference schedule around the campus and to note what signs are needed and where they should be placed. It is best to do this about one month before the conference to allow sufficient sign preparation time.

In addition, it is helpful to have a schedule of sessions including the room number, date(s), time(s), and program name(s) posted by the door to each meeting room. Conference attendees will be able to confirm that they are at the correct location for a particular workshop, etc. These signs can also be used by the people delivering AV equipment to confirm they are in the correct location.

When and where appropriate, have individuals stationed at critical points to direct attendees to locations. See Subsection 2.17, Volunteers.

2.13 Souvenirs

The selling of souvenirs is a profit-making and promotional venture for the organization. Conference souvenirs should be NASIG souvenirs, rather than site or campus souvenirs, and should have the official NASIG logo on them.

A subcommittee should investigate possible souvenirs and supply information, including prices, to the entire committee. The chair(s) will need to include cost information in the conference budget and discuss the souvenirs proposed at the fall meeting or with the Board via e-mail. Usually two (2) souvenirs are offered at each conference.

CPC should also investigate state regulations about the collection of taxes on souvenir sales and discuss that information with the Executive Board.

Souvenirs that have sold well in the past include t-shirts, tote bags and coffee mugs. If t-shirts are selected, be sure to order mostly large and extra large sizes. Generally items should be priced between $5.00 and $15.00. Remember quality counts.

Ask the previous Conference Planning Committee chair(s) for the NASIG mechanical, if needed.

Contact the previous Conference Planning Committee to determine number of items ordered and sold.

Contact the previous Conference Planning Committee chair for leftover souvenirs.

Contact local suppliers for estimates and delivery times. A deposit might be required (ask the NASIG treasurer for an advance).

Arrange pick-up and/or delivery of souvenirs. Supply a count and price list to the Registration/Information/Souvenir Desk.

Prior to the conference, set aside one souvenir of each type for the NASIG Archives. Send those souvenirs to the NASIG Archivist.

Souvenirs will be sold at the Information/Souvenir Desk during the conference. You will need to set up one or more tables to display items and schedule committee members or volunteers to sell items. Items are offered for sale during registration (all day on the first day) and during lunches and breaks. You will need to keep detailed sales records of the number of items sold for future conference planning efforts.

Leftover souvenirs (unless perishable) should be sent to the chair(s) of the next Conference Planning Committee. Check with the president before mailing especially if the current or upcoming conference is in Canada.

2.14 Special Needs

Reasonable accommodation for individuals with special needs must be provided. (For details see the Americans With Disabilities Act (ADA), July 26, 1990, for U.S. Conferences. Note that Canada does not have an ADA type law.) Attendees are asked to disclose any dietary and/or physical special needs on their registration form. The Program Planning Committee will inform the Conference Planning Committee of any speaker special needs.

Care should be taken to include a variety of food choices at all meals/events. Special arrangements must be made to provide vegetarian, diabetic, etc. meals, upon advance request. Based on recent conferences, many attendees that do not indicate a vegetarian preference, select meatless dishes, so plan to provide extra portions of these. See Subsection 2.6.1, Planning Meals.

Special physical needs may include wheel chair accessibility to classrooms and dorm rooms, specially equipped bathrooms, provision of sign language interpreters, special bedding for severe allergy sufferers, etc., and will vary by conference. (Note: NASIG owns one set of special bedding that is mailed to the incoming Conference Planning Committee chair(s) after the conclusion of the conference.) See Subsection 2.7.1, Room Assignments.

2.15 Tours

2.15.1 Off Campus

Tours are offered on the last afternoon of the conference, after the conference closing. Be sure to allow enough time for people to pick up their box lunches, eat, and return to their rooms briefly, before the start of the tours.

Select two (2) or three (3) different tours. Be sure to include transportation in the cost of the tour.

Contact possible tour sites and/or tour companies and ask:

  • Limited number of attendees?
  • Group rates available?
  • Brochures?
  • How long is the tour?
  • Is there a tour guide?
  • When is reservation required?
  • Is a deposit required?
  • When is final payment due?
  • Is transportation included or do we need to arrange it? How much will it cost (is it included in the cost of the tour?)
  • Where will attendees be picked up/dropped off?

Give the information to the entire Conference Planning Committee for review and approval.

Prepare a short description of the tour for the brochure. Be sure to include cost, departure time and length of tour. Indicate if tour is limited to a certain number of people.

Using NASIG letterhead, confirm the arrangements with each tour site/company. Request confirmation in writing. Some tour companies require a signed contract. If so, be sure that the contract states what is included in the tour and how the rates will change depending upon the number of people going on the tour, if appropriate. This contract should be reviewed by the Conference Planning Committee chair(s) and sent to the treasurer for signature.

Two to three weeks before the conference, contact the tour site/company and confirm registration. Obtain number of tour attendees from registrar and supply figure to tour site/company. If more spaces are available, tickets may be sold at the conference Information/Souvenir Desk. Ask the tour site/company how they should be paid for any additional tickets sold.

From conference registration lists, select a tour leader for each group/bus. This should preferably be a local person. Each tour leader will be given a list of tour registrants. Names should be checked off before leaving the campus and on return from the tour site. The tour leader will be responsible for giving any tips to the bus driver/tour guide. The treasurer will give the money for tips to the committee member who is responsible for distributing it to the individual tour leader. The tour leader should have the name and phone number of the contact person at each site/company and the phone number of the campus conference office.

Arrange for luggage storage for attendees opting for tours but are not staying an additional night on campus.

During the conference make appropriate announcements about check-out times, estimated return time of tours and luggage storage.

2.15.2 On Campus

Tours of the campus and/or the library(ies) may be offered during the afternoon prior to the conference opening.

Contact the appropriate campus office and/or library to make arrangements and to gather information on the following:

  • number of attendees
  • length of tour
  • tour leaders
  • availability of maps, brochures, guides, etc.

OR

Organize the tours yourself using volunteers or by employing students.

Prepare a short description of tour/s for the brochure and have this information at the Registration/Information/Souvenir desk.

After the conference prepare and send letter(s) of thanks on NASIG letterhead.

2.16 Transportation

2.16.1 Arrivals/Departures

NASIG no longer provides transportation to/from airports, train stations, bus stations, etc. as part of the registration package. However, special arrangements may need to be made for shuttling VIP speakers either to and from the airport or to and from their hotel; check with the Program Planning Committee. Special arrangements may also need to be made for airport transportation for the student grant recipients; check with the Awards & Recognition Committee chair(s).

Depending on the location the Conference Planning Committee may contract with a company to provide transportation at the registrant's personal expense. Or, if the conference site is not near a major airport (i.e. Chicago, New York, etc.), you should notify all the local companies that provide such transportation and tell them the dates of the conference and the estimated attendance. This is important to ensure that the local companies can provide adequate transportation to the campus. Give them the best site on campus for drop-off/pick-up (preferably as close to the registration area as possible). Ask if any discounts are available for large groups. Depending on airport and/or shuttle service policy, it may be possible to post a NASIG banner at the shuttle booth and/or assign a volunteer to greet conference attendees as they arrive. This would generally be done on Wednesday afternoon and/or Thursday.

Obtain estimated travel costs from local companies and give to conference brochure compiler.

Contact the local transportation company(ies) a few weeks before the conference to remind them that a large group will be arriving and to confirm prices.

If appropriate, on the second to last day of the conference, post sign-up lists for shuttle services and lists for attendees wanting to share taxis, then contact shuttle services and taxis regarding numbers and hours.

2.16.2 Events and Tours

If any conference events will be off-campus, arrange for local transportation (this will probably be by bus). Transportation also might be needed for the tours. Contact local companies and obtain quotes:

  • Estimate the number of attendees and ask for the cost of each bus.
  • Is a deposit required?
  • When is final payment due?
  • Arrange best pick-up location on campus and be sure that they know exact location of destination. Ask if drop-off and pick-up at site will be in the same location.
  • Using NASIG letterhead, confirm the arrangements with each tour site/company. Request confirmation in writing.

If the special event/tour is an added cost for conference registrants, then the cost of the bus should be included.

Two to three weeks before the conference, contact the transportation company to confirm arrangements.

Remind the NASIG treasurer prior to the start of the conference to bring cash for tips for the bus drivers.

2.16.3 On-Site

Due to liability issues, the local site probably will not let committee members use any university-owned vehicles. Check local policies. The Conference Planning Committee may want to have some committee members bring their own vehicles for use during the conference or consider renting a vehicle. Consult your Board liaison before renting vehicles.

Committee members might need to transport various items, including people, to/from various sites on campus.

Transportation should be offered to any attendee unable to walk from one conference locale to another. The offer of transportation should be made to those attendees inquiring before the conference, and as a general announcement during the conference. Transportation might not need to be provided for each event.

2.17 Volunteers

A committee member should be appointed to be in charge of volunteers. This assignment could be combined with compiling a master schedule for the conference: a listing of each event, time, locale, person in charge, number of volunteers needed, and any special instructions. See the Appendix for samples of master schedules from previous conferences.

A committee member should be assigned to coordinate each event, including the scheduling of volunteers and assignment of specific tasks. Volunteers are very useful, especially on the first day of the conference, when they can give directions. They can help move "traffic" in congested areas, or remind attendees when coffee breaks are over and sessions are about to start. They can be assigned as ushers for each plenary session, concurrent session, and workshop to give out speakers' handouts. Volunteers can also provide speakers with water during their presentation. They can be "bus shepherds" or accept meal tickets, if necessary.

Volunteers will be compensated by being allowed to drop in at a few conference sessions at no cost if space permits. The Conference Planning Committee chair(s) may invite a volunteer to serve on the Conference Planning Committee at any time if the level of his/her contribution warrants eligibility for the basic fee waiver and the appointment is approved by the president.

After the conference prepare and send letter(s) of thanks on NASIG letterhead to all volunteers.

2.18 Web Site for Conference

A member(s) of the Conference Planning Committee should be assigned to establish and maintain the Conference Web Site (Note: Do not confuse this with the NASIG Web Site at http://nasig.ils.unc.edu/, however, the conference Web Site should be linked from the NASIG Web Site.) Hiring someone to design and build the Conference Web Site is also a possibility. If this approach is preferred, it should be included in the budget for the conference and discussed with the Executive Board. The main goal of the Web Site is to provide conference information electronically. The site should include information from the printed brochure, including the registration form, as well as links to other Web Sites pertinent to the conference that help to acclimate guests to the region prior to their literal arrival, such as those dealing with local weather, hotels, restaurants, sight seeing and tourist information, etc. In addition, the site may have links to speaker's home pages and to sites with topics related to the current year's conference. Information on NASIG Networking Nodes and User Group meetings, provided by the NASIG secretary, should be included, with the meeting agenda where appropriate. There should also be a place for posting announcements about other events (that do not conflict with NASIG sponsored events) and unofficial notices that may be of interest to conference attendees -- this section of the Web Site should be clearly labeled as "unofficial" and may include a disclaimer that these events are not paid for or otherwise supported by NASIG, but are a courtesy for conference attendees.

Top of page
CPC home