NASIG CONFERENCE PLANNING MANUAL

1. Introduction

1.1 The Annual Conference

Each year, usually during the first two weeks of June, NASIG holds a three day conference on a college or university campus. This format offers an attractive and dynamic environment at a reasonable cost. Every effort is made to avoid conflicts with conferences or meetings sponsored by sister organizations (SLA, MLA, SSP, CLA and ALA) which are often held during late May or the month of June.

The conference planning cycle begins with the appointment of a site selection committee. The committee, composed of NASIG members in the proposed conference area, surveys possible sites in the area, then submits a report to the Executive Board, which includes preliminary checklists for the sites explored and recommendations on promising sites. Following Board approval, the committee completes site visit checklists and submits the committee's recommendation. After reviewing the report, the Executive Board selects a site and the president working with the vice president, appoints the Conference Planning Committee. This is a two-step process. First, the Conference Planning Committee chair(s) is appointed by the president. The chair(s) prepares a list of committee members then forwards the list to the president who officially appoints the committee. Appropriate sections of the final site selection committee report are shared with the chair(s) of the Conference Planning Committee. The chair(s) distributes copies to committee members.

In recent years the standard practice has been to begin the conference on Thursday with dinner and the opening, and to conclude on Sunday around noon. A number of activities can precede the official opening, including preconferences, tours of the host campus library, NASIG committee meetings as well as Welcoming Refreshments and a First Timer's Reception. Generally these preconference activities are scheduled in the morning and/or afternoon hours of the first day. In addition an Executive Board meeting is held a day or two before any scheduled events. Board meetings are a full day session, however, if the agenda is lengthy, a day and a half or two day meeting may be scheduled. If offered, tours to local sites of interest are scheduled on Sunday afternoon after the conclusion of the conference program.

The conference offers a varied program of plenary sessions, concurrent sessions, and workshops, in addition to meals and social events. The Program Planning Committee selects the conference theme, develops the program schedule in conjunction with the Conference Planning Committee and selects/invites speakers. With guidance from the Executive Board, the Program Planning Committee and the Conference Planning Committee "put on" the annual conference.

For more information about the conference schedule see the Appendix which includes sample conference registration brochures and conference schedules.

1.2 Conference Planning Committee

1.2.1 Committee Charge

The Conference Planning Committee plans and coordinates site arrangements for the annual conference. The committee works closely with the campus conference director and his/her staff on the local/social arrangements for the conference. Major responsibilities of the committee usually include registration, facilities coordination, preparation of the conference registration brochure, web site and on-site registration packet, on-site audiovisual coordination, food services, entertainment, transportation, and tours. With assistance from the treasurer, the chair(s) of the Conference Planning Committee prepares a preliminary, revised, and final conference budget. The specific tasks regarding budget and finances to be handled by the committee are discussed at length in Section 3, Budget and Finance.

Also, the committee works with the Program Planning Committee on a number of tasks including the development of the conference schedule, preparation of the conference brochure and audiovisual needs. The Program Planning Committee provides the Conference Planning Committee chair(s) with estimates of speakers and audiovisual costs for the preliminary, revised, and final conference budgets. Details on coordination with the Program Planning Committee are included in Section 4, Coordination with the Program Planning Committee.

1.2.2 Compensation

All appointed Conference Planning Committee members will receive a waiver of basic conference fees, excluding optional events. All other host site volunteers will be allowed to drop in at a few conference sessions at no cost, if space permits. Volunteers or other staff at the host site who want to attend the entire conference are expected to pay full rates.

1.2.3 Structure and Composition

NASIG members from the conference site and surrounding institutions/area are asked to serve on the committee. Non-NASIG members who are interested in serving on the Conference Planning Committee are also often included. A chair or co-chair(s) are appointed by the president. It is extremely valuable to have the chair, a co-chair or a member of the committee resident on the conference site. At times, however, this is not possible. The chair(s) consult with the president and recommend members to serve. The president officially appoints the members. Often members from the Site Selection Committee, who surveyed the various sites in the area, are asked to serve. As with all NASIG committee appointments, an effort is made to involve all constituencies. Also, the president will appoint a Board member to serve as liaison to the committee. When possible that Board liaison should be a former CPC member. Working together the chair(s) and Board liaison serve as the primary contacts to the Executive Board.

The chair(s) coordinates the committee's efforts and serves as the primary contact person for the campus conference director. Because serving as chair is in and of itself a major assignment, the chair(s) should delegate primary responsibilities for other major assignments, such as registration, to other committee members.

The committee should consist of eight (8) to twelve (12) members. Each member is given, or volunteers for, a specific assignment(s). Consult Section 2, Basic Functions, for information on the tasks to be accomplished. Additional members are recruited as needed. Just prior to the conference, volunteers are sought to assist with various tasks during the conference.

1.2.4 Communications/Meetings

The Conference Planning Committee begins the planning process for the conference in the spring a year prior to the event. The newly appointed committee may meet with the chairs and members of previous Conference Planning Committees to discuss issues and concerns, or spend some time during the conference observing the chair(s) and/or committee of the current conference. The fall Board meeting is held at the host site. The chair and the campus conference director meet with the Board to tour the campus, review the revised budget, and discuss any issues or concerns. In late summer or early fall, the Board liaison, often accompanied by the president, may visit the site and meet with the chair, committee members if available and the campus conference director. Throughout the year the committee meets regularly, often bimonthly, until January, then monthly or more often as the conference draws near. Minutes of the meetings should be prepared and shared with all committee members and the Board liaison. If the Board liaison lives close to the conference site, s/he may regularly attend committee meetings. The chair(s) and some members should be in residence at the site a day or two before the conference begins. The chair(s) will need to communicate regularly with the Board liaison, president, treasurer and Program Planning chair(s). While e-mail has become the norm, fax and phone are also regularly used.

The Executive Board meets three times a year. The chair(s) will be required to report at one or more of these Board meetings: the fall meeting in October or November, the meeting held in conjunction with ALA midwinter in January or February, and the final meeting held the day before the conference opening. Meetings are generally a full one day event or more and it is customary for NASIG to support travel and/or lodgings to the fall and midwinter meetings. At the Board meeting held just prior to the conference a time will be scheduled for the chair(s) to present their report. The chair(s) are not expected to attend the entire Board meeting. Also, if necessary or desirable, the Board liaison may be asked to visit the campus and meet with the committee and conference director in the spring.

A committee listserv will be set up by ECC to support the committee's activities in July or at an earlier date if requested by the committee chair.

The Conference Planning Committee chair or co-chairs will contribute short articles/reports for the NASIG Newsletter (for the December, February, and April issues; the Newsletter editor will notify the chair of exact submission dates). These articles include information about the up-coming conference.

1.2.5 Reports to the Executive Board

  • Preliminary budget report based on the site selection report, at the June Board Meeting, twelve months prior to conference
  • Revised budget report and fee recommendation prior to the fall Board meeting
  • Final budget report and fee recommendation in January or February prior to midwinter meeting
  • Wrap-up, including various reports from the registration data. For more information about wrap-up activities see Section 5.6, Conference Wrap Up
  • Suggestions for updating/revising the conference planning manual

1.3 Monthly Planning Schedule

(Begins a year prior to conference)

May:

  • CPC Board Liaison sends Conference Planning Manual to chair
  • Incoming chair(s)submit preliminary budget based on the site selection report to president for June Board meeting (due May 15)

June/July:

  • Consult with Program Planning Committee about conference site: physical facilities, distance, AV, time limitations, etc.; discuss schedule goals with Program Planning Committee
  • Receive materials from previous CPC chairs(s).

August:

  • Select/appoint committee members in consultation with the president
  • Make arrangements for fall Board meeting to be held in host city
  • Consult with Program Planning Committee about conference schedule
  • Review and revise schedules for coming year and communicate these to committee members and Board liaison
  • Discuss entertainment/social activities

Sept/Oct:

  • AV coordinator should set up meeting with Campus Conference Director and representatives from the campus department(s) who will provide AV/technical services for conference
  • Assign committee responsibilities and communicate these to Board liaison, secretary, and president.
  • Give feedback to Program Planning Committee concerning rooms and scheduling of meals, breaks and social activities
  • Obtain contract or letter of agreement as required by campus - send to president for signature if not done earlier
  • Submit revised conference budget to Board liaison and president prior to fall Board meeting
  • Submit budget request for Conference Planning Committee expenses (i.e. office supplies, travel for out-of-town committee members, etc.) to treasurer, president, and Board liaison (deadline: October 1)
  • Begin planning tours and airport transportation
  • Determine registration procedures and select database
  • Gather "local information" for conference brochure
  • Select souvenir(s) (include in budget)
  • Assist Program Planning Committee in finalizing the conference schedule for presentation at the fall Board meeting
  • Prepare a short article for the December newsletter (deadline Nov. 1)
  • Host fall Board meeting--arrange for campus tour
  • Report at fall Board meeting (chair(s)), i.e., regarding recommended changes to conference based on local requirements

November:

  • Prepare list of local hotels. Reserve block of 20-25 rooms for speakers and other dignitaries. Try to obtain special rate
  • Plan for banquet/reception if off campus
  • Check with local authorities regarding liquor license and state/local sales tax procedures for souvenir/handout sales and liquor at various events
  • Design registration form - Make arrangements for printing of brochure
  • Obtain final conference schedule from Program Planning Committee chair(s)
  • Obtain final list of program participants from the Program Planning Committee Chair. Share the list with the AV coordinator and conference registrar

December:

  • Obtain program information for brochure from Program Planning Committee
  • Prepare draft of the brochure and registration form and share documents with Program Planning Committee chair(s), president, vice-president, past president, treasurer, and Board liaison
  • Design Web Site for conference(to be linked with NASIG Web Site and expanded over time)
  • Set-up generic e-mail address for site (i.e., nasig@unm.edu)
  • Prepare article for February issue of newsletter (deadline January 1)
  • Conference Planning Committee AV coordinator should outline options and contact equipment vendors to reserve sufficient AV equipment. Assume the maximum number of sessions and that each session may request a computer, computer projections panel, etc. (the works!). View representative equipment in the largest and brightest meeting room; if possible, check out all meeting rooms for projection/lighting

January:

  • Finalize registration brochure and review with Program Planning Committee chair(s), president, vice-president, past president, treasurer, and Board liaison
  • Submit final budget to president prior to midwinter meeting (for Board discussion and approval)
  • Print brochure and registration form
  • Request NASIG mailing labels from Database & Directory Committee chair during first part of the month
  • Discuss AV/technical needs with Program Planning Committee chair(s)
  • Conference Planning Committee chair(s) attend midwinter Board meeting at ALA (sometimes in February)
  • Consider needs for a cash advance and contact treasurer if necessary

February:

  • MAIL BROCHURE using labels
  • Mail brochure to local area libraries
  • Post conference information on appropriate listservs including NASIG-L and other appropriate electronic discussion lists/newsletters
  • Check on remaining stock of souvenirs
  • Check the supply of badge holders from the previous conference and order additional holders if needed
  • Order souvenir item(s)
  • Prepare an article for the April Newsletter detailing local arrangements (deadline March 1)

March:

  • Begin to finalize food, entertainment, etc. arrangements
  • Determine location for NASIG office
  • Deal with registration
  • Confirm each registration and send transportation information and maps
  • Send invitations to First Timer's Reception to first timers with registration confirmation
  • Add other people to committee if necessary
  • Contact campus library and arrange for library tours

April:

  • Arrange for AV, microphones, computers, etc.; coordinate with Program Planning Committee
  • Contact Proceedings Board liaison and ask him/her to arrange for the most recent NASIG proceedings and for order forms to be sent
  • Consult with Program Planning Committee chair(s) about speakers meeting agenda
  • Obtain copy of conference evaluation form from Evaluation & Assessment Committee
  • Send list of workshop attendees to Proceedings Editor(s) and secretary or designee (late April or early May depending on date of conference) for recorders

May:

  • Send list of registrants for workshops and concurrent sessions to the Program Planning chair(s) to assign introducers (as early in the month as possible)
  • Develop master schedule including AV/technical requirements (See Appendix for sample)
  • Assign workshop and concurrent rooms based on attendance, AV needs, and attendee special physical needs
  • Close conference registration (working with treasurer and president),(post message to listservs)
  • Prepare signs, both directional and informational
  • Reconfirm tours and transportation after you have final figures from registration
  • Obtain church information and bookstore hours
  • Obtain stacks of local tourist information
  • Prepare list of local restaurants
  • Make sure newspapers will be available on a daily basis
  • Receive and store paperweights given as acknowledgments to various outgoing Board members and committee chairs
  • Request cash advance, if necessary
  • With the Program Planning Committee, organize and plan to co-chair Speakers Meeting
  • Work with Awards & Recognition committee to get list of Student Grant Recipients, Horizon Award Winner(s), and Fritz Schwartz Serials Education Scholarship Recipient(s) for Conference Packet
  • Work with secretary to schedule rooms for Networking Nodes and User Groups
  • Work with secretary to get current and next year's list of Board members for Conference Packet
  • Work with secretary to get Call for Nominations form for Conference Packet
  • Work with secretary to arrange display table for Professional Liaisons literature

June:

  • Coordinate all activities during conference
  • Confirm all food, alcoholic beverages, rentals, and other entertainment arrangements
  • Confirm residence hall rooms, providing final numbers
  • Photocopy materials for conference packets
  • Prepare conference packet. See Subsection 2.8.2 Conference Registration Packet, for a complete list of materials to be included
  • Prepare a schedule for registration/information/souvenir desk; coordinate with treasurer on treasurer's table (if there is to be one)
  • Check set-up of workshop rooms
  • Check set-up of auditorium for Plenaries and Board events such as conference opening and closing and Business Meeting (check with president for number and set-up of tables, chairs, microphones, etc.)
  • Set-up information area, message board, and board to post unofficial activities
  • Prepare drop-off point for evaluation forms (remember to treat them confidentially; do not read them publicly or make comments about them)
  • Give a short update to the Board at the meeting prior to the start of the conference; obtain from the Board decisions on souvenir pricing, based on CPC recommendations
  • With the Program Planning Committee, co-chair Speakers Meeting
  • Send evaluation forms to Evaluation and Assessment Committee immediately after conference
  • Review previous year's listserv messages to save anything important before files are purged (deadline: end of June)

July/Aug:

  • Prepare final conference report. Include detailed analysis of budget vs. expenditures
  • Work with Treasurer to wrap up conference billing
  • Prepare revisions to the Conference Planning Manual. Work with Board liaison to review Conference Planning Committee Manual, send revisions and updates to Board liaison, include new sample forms etc. (August 1 deadline)
  • Perform wrap-up activities. See Subsection 5.6, Conference Wrap-Up

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