NASIG CONFERENCE PLANNING MANUAL

4. Coordination with Program Planning Committee

4.1 Budget

Obtain from the Program Planning Committee:

• Input on estimated speaker expenses (travel, honoraria, fee waivers for registration and housing, etc.)
• Input on estimated fee waivers (speakers, committee members, others) (Send copies of this information to Conference Planning Committee chairs and registrar.)

Press Representatives -

• There is no conference registration category (of either reduced cost or no cost) for press representatives. All attendees to the conference must register and pay registration subject to existing policies related to speakers.

4.2 Schedule

• Plan meals, breaks, and social activities around the program portion, and also coordinate meals and evening activities with the Program Planning Committee
• Be sure to communicate any campus requirements/restrictions for meal times, for example, how early breakfast can be served or whether the auditorium is available as needed
• Coordinate number of workshops and room sizes
• Work with the Program Planning Committee to develop the opening session usually brief address from University/Library administrator and talk on topic of local interest/significance (colorful speaker)

4.3 Conference Brochure

• Conference Planning Committee develops general information section climate, attire, emergency telephone numbers, etc. This can be prepared well in advance. Refer to previous brochures in the Appendix.
• Program Planning Committee will provide the program information, a list of speakers, program titles, abstracts, etc.
• Identify a core group of proofreaders (not too many, but include the president and Board liaison) to review the brochure. Have at least one member of the Program Planning Committee as part of the group to verify speaker names, titles, etc.

4.4 AV/Technical Needs

• Each committee will assign an AV coordinator. The Program AV coordinator will work directly with the speakers. The Conference Planning AV coordinator will work directly with the campus AV staff. See Section 2.1., AV/Technical Needs, and Section 5.2, Conference Proceedings.
• Coordination of AV/Technical needs has sometimes been difficult. Assigning this responsibility to specific individuals on the Program Planning Committee and Conference Planning Committee has been done to minimize confusion. However, at times the campus AV staff will need to communicate directly with speakers to clarify requests.
• Advise the Board and Program Planning Committee of Internet room access hours as soon as they are known. Try to schedule some access during non-program/meal times.
• 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.

4.5 Speaker Contacts

• Can be handled one of two ways. Consult with the Program Planning Committee chair(s) to determine the method to be used.

  Method 1:
  Program Planning Committee assigns a contact from its committee for each speaker (plenary and workshop). The responsibility for supplying speakers with registration forms and ensuring that they register rests with the Program Planning Committee. However, the Conference Planning Committee registrar will notify the Program Planning Committee chair(s) if they do not receive speaker registrations.

  Method 2:
  The Registrar sends registration forms to speakers and works with Program Planning Committee members to make sure all speakers have registered. It is the responsibility of both the registrar and committee members to coordinate the follow-up with speakers.

• Program Planning Committee will compile a complete list of speakers with names and addresses. This list of speakers and the financial/housing arrangements is given to the Conference Planning Committee registrar by the Program Planning Committee.
• VIP speaker transportation to and from campus may need to be arranged by the Conference Planning Committee. The contact from the Program Planning Committee should alert the Conference Planning chair(s) to any needs in this area.
• Speaker housing in nearby hotels will be offered. The Conference Planning Committee should reserve a block of rooms to be used by speakers (plenary and concurrent). Information should be shared with the Program Planning Committee about these arrangements so they can inform speakers of the procedures to use these rooms.

4.6 Lists of Attendees

• In order to assign workshop recorders and introducers, one month before the conference starts a list of who has registered for each of the sessions needs to be sent to the person(s) responsible for making the assignments. Generally the Proceedings Editors select the recorders, and the Secretary or the Program Planning Committee chair(s) has selected the introducers. The Program Planning Committee may make adjustments to this practice. Regardless of any change, the Conference Planning Committee will need to produce these lists and make sure they are sent to the correct party(ies).
• Send the number of attendees registered for each workshop and concurrent session to the Program Planning Committee chair(s) for dissemination to the various speakers. This should be done immediately after the close of registration or at least two (2) weeks prior to the conference opening.

4.7 Speakers Meeting

• Program Planning Committee will set a time for and conduct the speakers meeting which is held prior to the conference opening. The purpose of the meeting is to orient speakers, introducers, and recorders to the rooms and AV set-ups, and to give general instructions. A speakers handout which supplies this information may be helpful. See Appendix for a sample.
• Conference Planning Committee needs to arrange for all the meeting rooms to be open at that time.
• Some members of the Conference Planning Committee need to attend the meeting to answer site related questions. The committee chair(s) and AV coordinator should be among the members attending.

NOTE: Recorders, introducers, and the Proceedings Editor(s) are asked to attend as well. After some general comments, speakers go to their respective rooms to check out the set-ups.

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