Conference+Planning+Templates

//Here are some Conference procedures and templates. They are available as Word documents on the [|CASL website.]//
Conference planning time line procedure Room assignment survey—zoho form || || Confirm all travel, room needs with presenters Hospitality should submit a master room list Order registration materials (folder, pens, pencils, paper pads, name badges and gifts for non-paid presenters) || || Treasurer to sign credit card authorization form Call in Food counts 2 weeks prior to the event Add 30-40 for walk in Order Vendor box lunches Make sure the Fall conference is all set || || Take photographs for post conference publicity in CASLgram and on web site At the conference, ask vendors to schedule the next year conference Have attendees complete online zoho form conference evaluation—a more abbreviated one for CEUs || || Financial report as complete as it can be Review past conference report and discuss recommendations Verify location and date--Sunday pre-conference, Monday Conference Contact Brainstorm proposed big name speakers Set future meeting dates for conference committee if meeting during Board meetings is not sufficient time Announce date and theme in CASLgram, on the web site and in a bulk e-mail Ask for volunteers to take responsibility for a task Registrars Hospitality—signs Pencils and pads will be included in registration packet, gifts for non-paid presenters Interactive evaluation form—on Zoho Book sales— Authors— Place information on the web site with date, theme, place || || || Continue brainstorming ideas Call for presenters in in CASLgram, on the web site and in a bulk e-mail Ask K-12 Library Media Coordinators to ask their departments to submit proposals –**Ask people to complete Zoho form Presenter Application** Notify CECA and NESLA and other New England state associations about the conference date—notify at midwinter Create a master presenter list || || Continue to organize the program Finalize presenters by March Discuss registration fees: Early bird registration up to Sept 29 is Pre conference and conference for $200, Students and retirees receive a 20% discount. Nonmembers will pay more. Membership will not be part of registration fee but people can include membership dues with registration Decide on gifts for non-paid presenters Find out what rooms are available and how many people each room will hold Room survey--Zoho form: Here is a list of proposed presenters/topics--what session do you think you might attend? Then schedule most popular in the largest room Letter to possible sponsors of administrative breakfast, ice-cream social, continental breakfast || || Send vendor packet to be returned by April 30 Edit interactive registration form on Zoho and place on web site Finalize presenters: Send letters inviting presenters and rejecting presenters || || Start putting information on the website including FAQs Create and post on web site Preliminary Conference brochure || || Meet at hotel to finalize presentation room arrangements and menus || || = //Information that appears on Zoho forms pertaining to Conference// =
 * Month || Task || Person Responsible ||
 * July || Estimated floor plan for vendor tables--big spenders with oversized booths should be up front –Assign Hot spots || ||
 * August || Finalize conference program and bring to printer
 * September || Create invitations and registration flyers to send to invited guests and presidents of CECA, CLA, various curriculum groups, president of MA, RI, NH, VT, ME, President of NEEMA
 * October || Meet with Hotel staff to confirm arrangements
 * Month || Task || Person Responsible ||
 * November || Enjoy the conference
 * November after conference || All expense reimbursements forwarded to treasurer Debriefing dinner and thank you to the committee,
 * December || Conference report due in writing to the Board Send vendors thank you notes, holiday greetings and remind them of the conference date next year || ||
 * Month || Task || Person Responsible ||
 * January
 * February / March || Take a survey to see if members want a Preconference—zoho form
 * Month || Task || Person Responsible ||
 * April || Vendor chair review vendor forms and packets, revise list of vendors: Update, delete, Send Letter to vendors Share letter to vendors with Jill Dailey so she can modify it for authors
 * May || Notice of confirmed presenters in CASLGram
 * June || Bring proposed conference schedule to the board and post it on the web site

//__ Preconference survey __//
// Would you be interested in attending a Preconference on Sunday about -- Yes Comments

__Room Assignment Survey__: a list of presenters and people have to check if the three they are most interested in attending. //

//__ Conference Evaluation __//
// People are asked to rate as Excellent, Good, Average, Fair, Poor Each presenter, Administrator’s Breakfast presentation, Morning Keynote, Afternoon Keynote,Overall conference Each item has a text box for comments __ Conference Registration __ Today’s date Preferred e-mail Preferred Phone Last name, first name School/Org name School/Org street School/Org town or city School/Org state School/Org zip Position: Full time or part time School type Public or private Grade level Library type School Public Academic Special Library Region: ED Connection, CREC, EASTCONN, CES, ACES, Learn Check other professional memberships: NESLA,AASL, CECA, CLA Are you willing to share your expertise as a mentor Yes No Are you looking for a mentor Yes No Lunch Selection Turkey Breast, Roast Beef, Grilled Veggie Comment if you require ASL Interpreter or other special need Total Payment in dollars Does your payment include Preconference Does your payment include Administrator’s Breakfast Does your payment include membership dues Check number Purchase order number Date paid //

//__ Presenter Application __//
// Summer Contact Phone Summer Contact email Preferred phone School/Business email Preferred email First Name, Last Name Your position/title Summer Contact Street Summer Contact Town/City Summer Contact State Summer Contact Zip School/Business Name School/Business Street School/Business Town/City School/Business State School/Business Zip Presentation Title Audience Level: Beginner, Intermediate, Advanced Grade Level Internet Connection Required Allow video recording Allow audio recording CT Information and Technology Literacy Standard 1-7 AASL Standard 1-4 Presentation Abstract less than 150 words in a text box

Memorandum of Understanding T o: [Name of Presenter] From: [Name of CASL Contact, Position] CC: [Insert Name of Conference Chair, Conference Chair] Date: April 28, 2010 Re: 2010 CASL Conference Presentation // = = // This memorandum serves as our contract with you for two presentations at the 2010 Connecticut Association of School Librarians (CASL) Conference on **[Insert Date]**. The two one-hour presentations include:

n [Insert Title of Presentation] n [Insert Title of Presentation]

CASL will compensate you for the following: n Fee—[Insert Amount of Fee] (one day) n Travel expenses including air fare, hotel and land transportation

You will provide us with an original of your handout(s), which CASL will post on our website.

I will continue to communicate with you via email to finalize the topics for your presentations.

You have (have not) given us permission to videotape (or make a sound recording) of your sessions for posting on our website.

Please forward your contact information to me at your earliest convenience. I will then forward this information to our Hospitality Chair, [Insert Name of Hospitality Chair] who will contact you regarding the specifics of your visit.

We look forward to your presentations and hope that you enjoy your stay in Connecticut! //