NASIG CONFERENCE PLANNING MANUAL
5. Miscellaneous
5.1 Coordination with Awards & Recognition Committee
Each year NASIG awards around six (9) full conference scholarships (number subject to Board approval each year) to library school students through the Awards & Recognition Committee. One (or more) Horizon winner(s), a librarian new to the serials field, and one (or more) Fritz Schwartz Serials Education Scholarship(s) are also selected by the Awards & Recognition Committee. The recipients are identified and notified in mid-April. A member of the Awards & Recognition Committee is assigned to make all the travel arrangements for them, but sometimes assistance with transportation to and from the airport may be needed. The chair(s) of the Conference Planning Committee and the chair(s) of the Awards & Recognition Committee should be in contact about two to three weeks before the conference to see if such assistance will be required. The Conference Planning Committee may be able to find volunteer drivers from its own committee, local librarians, or NASIG Board members.
The chair of the Awards & Recognition Committee is also responsible for notifying the registrar of the grant recipients, Horizon winner(s), and Fritz Schwartz Scholarship recipient for housing and workshop registration purposes. The Awards & Recognition Committee is also responsible for submitting a list of grant recipients' names and library school affiliations and the Horizon winner(s) and Fritz Schwartz Scholarship recipient(s) names and affiliations for the conference packets. In addition, the Awards & Recognition Committee is responsible for ordering acknowledgment awards (paperweights) to be shipped to the Conference Planning Committee to be stored until the conference.
5.2 Mentor Program
The Conference Planning Committee provides the First Timers Reception for mentees and mentors to meet one another and others in the program. See Subsection 2.5.4, First Timers Reception.
Background about the program: The NASIG Continuing Education Committee sponsors a Conference Mentoring Program to help make new conference attendees feel more at ease, highlight membership benefits, and help create new networking opportunities. The program matches experienced NASIG conference goers with new NASIG members who are First-Time Attendees. Mentees, or those being mentored, may be library science students, new librarians, or new NASIG members. NASIG membership and first time NASIG conference attendance is required to qualify as a mentee. Mentors, or those providing mentoring, need a sincere interest in helping someone get the most out of the NASIG Conference. Mentors are expected to contact their mentees prior to the conference. During the conference Mentors contact mentees to answer questions, provide guidance and introduce mentees to other members. Mentors must also be NASIG members. Each year the Continuing Education Committee issues application forms and coordinates contacting participants.
5.3 Canadian Issues
Remember you are dealing with another country with its own customs, laws, taxes and currency. A little extra planning is all that you need to make a conference in Canada a success.
- Customs
You will need to pass through customs before entering Canada. Airlines generally require proof of citizenship prior to boarding the flight. Border crossing by car or train may (or may not) require proof of citizenship, but it is always best to be prepared. Check with your local travel agent or customs office for official information.
Common acceptable forms of proof are a valid passport or a birth certificate.
- Mail to/from Canada
First class letter mail generally passes over the border with minimal delays. However, mail from Canada generally takes longer than mail to Canada. Express services may take an extra day because of the need to clear customs. Bulky large envelopes (such as those in which the Membership Directory is mailed) may randomly be delayed by Customs. Packages will definitely need to clear customs and may involve a fee. Plan for extra mailing time and be sure to arrange for any fees to be covered. This will be especially important for handout materials.
- Currency
Be sure to calculate registration rates in Canadian and U.S. funds and publish both on the registration form. Determine how to pay the host site--will a cashier's check in U.S. funds suffice or will a check need to be drawn in Canadian funds. Sometimes the University host can assist. Involve the NASIG treasurer in all discussions and clear any arrangements through him/her.
Provide registrants with information on how they can exchange funds, do not attempt to provide this service yourself.
You may wish to establish two registrars, one in the U.S., the other in Canada.
- Language/Spelling
Respect the Canadian spelling convention for words such as: catalogue, honour, centre, etc. in the brochure and in any publicity. Investigate the feasibility of translating all or part of the brochure into French, the other official language of Canada.
- Taxes
Canada has a Goods and Services Tax (GST) in addition to various provincial taxes. Determine NASIG's tax liability and include in the budget.
- Special Physical Needs
Canada is not subject to the Americans with Disabilities Act, nor does it have a similar law. It is possible that sites will not comply with ADA regulations or be as concerned with trying to accommodate persons with disabilities from a legal perspective.
- Souvenirs
Souvenirs should be obtained from suppliers in the country where the conference is held.
5.4 Conference Proceedings
5.4.1 Past Conferences
Proceedings from past conferences are promoted at the conference. A copy of the most recent proceedings published is displayed at the registration/information/souvenir desk with appropriate order forms. In April, or at least two (2) months before the conference, a member of the Conference Planning Committee contacts the Board liaison to the Proceedings Editor(s) about shipping the proceedings and order forms. The liaison contacts the proceedings publisher (Haworth Press) and arranges to have the publisher ship the sample volume and order forms to the chair or designated member of the Conference Planning Committee. After the conference a member of the Conference Planning Committee returns the sample volume to the publisher. (This arrangement has been made in lieu of shipping all previous volumes and/or multiple copies of the most recent and previous volumes for sale at the conference, which had proved quite problematic in the past. Haworth generally sent more volumes than requested (and subsequently sold), so there were always returns. And it adds another item for the treasurer to track.)
5.4.2 Current Conference
In general plenary session speakers and concurrent session speakers submit formal papers in addition to making their presentations. The proceedings editors are responsible for gathering the papers. In addition all plenary sessions are tape recorded and, upon request of the Program Planning Committee, some concurrent sessions may be taped. 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 Program Planning chair 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.
5.5 Conference Evaluation Form
An evaluation form is prepared by the Evaluation & Assessment Committee for each conference which includes questions on program offerings and local arrangements. This committee sends the evaluation form to the chair of the Conference Planning Committee or appropriate committee member at least two weeks prior to the conference. The Conference Planning Committee is responsible for reproducing the form and including it in the conference registration packet which is distributed to each attendee. Also, the committee determines where forms can be dropped off or collected.
During the conference, the committee makes announcements to encourage attendees to complete the form and to tell them where to drop off completed forms. This is done as part of the general announcements made prior to the first session of each day.
After the conference, the chair or appointed member, mails the forms to the individual who will tabulate the results and prepare a report for the Executive Board. The report is usually submitted to the president in late summer. Copies are then distributed to the Executive Board and the current and past chairs of the Conference Planning Committee and the Program Planning Committee. The chairs distribute the report to committee members. A summary of the report, prepared by a Board member or other designee, is shared with members via the newsletter.
5.6 Conference Wrap Up
5.6.1 Finances and Committee Report
At the conclusion of the conference the chair or committee member sends the treasurer a copy of the registration database which has been updated to include activity during the conference. The chair or committee member produces an address list of nonmembers who attended the conference and sends it to the president, the incoming Conference Planning Committee chair(s), and to the chair of Regional Councils & Membership Committee (RC&M). The RC&M Committee does a follow up mailing to nonmembers inviting them to join NASIG.
As quickly as possible, the committee sends expenditure vouchers and receipts for conference expenses to the treasurer.
The chair reviews the final conference bill prepared by the campus conference office to ensure the charges are correct, then forwards copies to the treasurer to process for payment, and to the president and past president with appropriate comments or explanations as appropriate. The treasurer will hold the invoice/bill until all questions or concerns are resolved and the president approves payment.
The committee prepares a written report for the Executive Board which includes feedback on the conference and the experiences of the committee. The committee reviews the conference planning committee manual and prepares revisions and additions based on their experiences. The revisions are shared with the Conference Planning Committee manual editor, who is the Board liaison to the incoming Conference Planning Committee. Once approved the changes are made and the revised pages are distributed to the current Conference Planning Committee, Board liaison and president.
5.6.2 Other Wrap Up Activities
Send the following to the NASIG archivist: a copy of the conference brochure, a copy of the conference packet, and any other site specific information such as liquor license paperwork, a copy of any contracts, photographs, etc.
Audio Tapes of Plenary and Concurrent Sessions
- Inventory, then contact the Program Planning chair(s) to see if any tapes will be needed for the proceedings. If the tapes are not needed for preparation of the conference proceedings, send the inventory list and tapes to the NASIG archivist.Badge Holders (collected at the end of the conference)
- Send to the incoming chair of the Conference Planning Committee.Conference Brochures
- Send the remaining copies to the secretary.Conference Evaluation Forms
- Send the collected forms to the individual on the Evaluation & Assessment Committee handling the tabulation.Conference Proceedings
- Send the conference proceedings sample volume back to the publisher, Haworth Press, if it was provided.Conference Packet
- Submit one (1) copy with the Conference Planning Committee's revisions of the Conference Planning Manual.Conference Souvenirs
- Count, pack and send to incoming chair of Conference Planning Committee or other designated member. Check with the president before mailing especially if the current or upcoming conference is in Canada. - Send one souvenir of each type for the NASIG Archivist (set aside in advance of the conference).List of Attendees
- Registrar of the Conference will prepare a list of all conference attendees, including names, institutions, and addresses. Send the list to the Proceedings Editors in electronic form for inclusion in the proceedings.List of Non-Member Attendees
- Registrar of the Conference will prepare a list of all non-NASIG member conference attendees, including names, institutions, and addresses. Where the attendee is from another country, please spell out the full country name in the address. Send the list to the RC &M Committee chair(s) for the next conference. - RC &M will send out brochures to those non-members.NASIG Mechanical
- Return to secretary or pass to the incoming chair of Conference Planning Committee.Tape Recorders
- 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.Miscellaneous
- Write thank you notes to all appropriate parties.
- Remove signage.
- Close Web Site and e-mail address for Conference.
- Miscellaneous supplies should be forwarded to the next Conference Planning Committee.
- Shred registration forms (after they are no longer needed).