CASLconference

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__2008 Conference Planner and History__

 * Registration for Students/Retirees**
 * || Early Bird postmarked on or before 9/29 ||  || Postmarked after 9/29 ||   || Onsite Registration ||   ||
 * Pre-Conference || $50 ||  || $50 ||   || $50 ||   ||
 * Administrator's Breakfast || $30 ||  || $30 ||   || $30 ||   ||
 * Conference || $85 ||  || $85 ||   || $85 ||   ||
 * Membership dues || $40 ||  || $40 ||   || $40 ||   ||

Conference planning time line || # ** Review past conference report and discuss recommendations ** **a. ****Registrars will be Anne Weimann and Martha Djang** **b. ****Hospitality—Mary Lou and Sewell will work on signs //Mary Lou said: Has a date been set for this? Exactly what do we want? Sewell, please let me know.// Pencils and pads will be included in registration packet** **c. ****Interactive evaluation form—Diane, Elizabeth and Janet will create on Zoho** || **1.****Continue brainstorming ideas** || # ** Continue to organize the program **
 * ** October/November **
 * 1) ** Verify location and date--Sunday pre-conference, Monday Conference Contact proposed big name speakers **
 * 2) ** Set future meeting dates for conference committee if meeting during Board meetings is not sufficient time **
 * 3) ** Announce date and theme in CASLgram, on the web site and in a bulk e-mail **
 * 4) ** Ask for volunteers to take responsibility for a task ** || # ** Location: Crowne Plaza Hotel in Cromwell **
 * Date: Preconference--November 9 **
 * Conference-Monday, November 10 **
 * Place Information is on the web site **
 * 5. Volunteers **
 * d. ****Book sales—Lucia ask Louise Nelson**
 * e. ****Volunteers—coordinated by David and Lucia, Carrie Seiden has volunteers**
 * f. ****Authors—Jill Dailey**
 * g. ****Flash Drives--Shelly** ||
 * ** December / January **
 * 2. ****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**
 * 3.****Notify CECA and NESLA and other New England state associations about the conference date** || # ** David and Lucia have worked on presenter list. **
 * 1) ** At midwinter other states were notified ** ||
 * ** February / March **
 * 1) ** Finalize presenters by March **
 * 2) ** Discuss registration costs **
 * 3) ** Discuss making membership part of the registration **
 * 4) ** Decide on gifts for non-paid presenters **
 * 5) ** Find out from Chris Frazza at the Crown plaza what rooms are available and how many each room will hold **
 * 6) ** Prepare a survey on Zoho Creator: Here is a list of proposed presenters/topics--what session do you think you might attend? Then schedule most popular in the largest room **
 * 7) ** Letter to possible sponsors of administrative breakfast, ice-cream social, continental breakfast ** || ** 3.Sewell is creating a schedule fee. **

Registration form 2008 || **.** ** 5Sewell and Mary Lou will decide on gifts for non-paid presenters **
 * 4Membership will not be part of registration **

Mary Lou said: ideas, Sewell? Flowers/ mugs? gift certificate?

**c. ****Administrators Breakfast also in Avon & Berkshire** || ** Vendor chair review vendor forms and packets, revise list of vendors: Update, delete, add Letter to vendors Share letter to vendors with Mary Lou Cassotto so she can modify it for authors **
 * 7Janet will create a Room assignment survey—Kathy Schrock and Sue Ballard will be in Avon & Berkshire theatre style for 155 seats **
 * 8 who is looking into sponsors **||
 * ** April **
 * Send vendor packet to be returned by April 30 **

Send letters inviting presenters and rejecting presenters **

Vendors: Hotspots—6 vendors will be chosen to be hotspots and they will pay $50.00 more for the privilege. If we get more than 6 volunteering, we will drop names out of the hat. Paula Daitzman needs help for Crowne, Nutmeg and Garden areas. Her helper will work part of the conference and be able to attend either afternoon or morning sessions. Free registration. Authors will be considered vendors and allowed to buy half tables for $160. I will supply a list of the authors that attended the pre-conference in 2006. Mary Lou Cassotto is willing to help with author vendors.
 * Rough draft of registration form **
 * Put interactive registration form on the website ** || ** CASL Board members locate the e-mail addresses of vendors. Paula compose vendor letter. Anne Weimann invite vendors by e-mail. Anne Weimann will invite authors to be vendors. Jill Dailey will compile a list of authors. **

**David and Lucia notify presenters and get presenter information—an interactive form is available** 4. Ceremony to celebrate the changes in CASL ** ||
 * Janet generate interactive registration form. ** ||
 * ** May ** || ** 1.Notice of confirmed presenters in CASLGram **
 * 2. Start putting information on the website including FAQs **
 * 3. Preliminary Conference brochure

4How about a ribbon cutting ceremony at Lunch ** || || ** Bring proposed conference schedule to the board and post it on the web site ** || ** Estimated floor plan for vendor tables--big spenders with oversized booths should be up front –Assign Hot spots ** || || || ** 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 ** || ** Meet with Hotel staff to confirm arrangements 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 ** || || || ** Enjoy the conference Take photographs for post conference publicity **
 * 3Brochure created by Irene Kwidzinski, proofed by the committee, distributed by Anne Weimann, posted to web site by Jenn Cirino
 * ** June **
 * Meet with Tammy Strong to finalize presentation room arrangements and menus | ** || ||
 * ** July **
 * ** August ** || ** Finalize conferenceprogram and bring to printer ** || ||
 * ** September **
 * 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 presenters ** || ||
 * ** October **
 * ** November **
 * At the conference, ask vendors to schedule the next year conference ** || ||
 * ** November after conference ** || ** All expense reimbursements forwarded to treasurer Debriefing dinner and thank you to the committee, **
 * Financial report as complete as it can be ** || ||
 * ** December ** || ** Conference report due in writing to the Board Send vendors thank yous, holiday greetings and remind them of the conference date next year ** || || ||