RARE BOOKS AND MANUSCRIPTS SECTION
ASSOCIATION OF COLLEGE AND RESEARCH LIBRARIES
AMERICAN LIBRARY ASSOCIATION

RBMS PRECONFERENCE PLANNING MANUAL

Prepared and maintained by the
RBMS Conference Development Committee

Appendices

1. ACRL/RBMS Preconferences--Institutes and Preconferences
2. RBMS Perconference Hotel Survey
3. Sample ALA Hotel Contract 
4. Local Arrangement Tasks
5. Information  for Seminar Organizers
6. Sample Evaluation Questionnaire
7. ACRL/RBMS Preconference Institutes and Preconferences--Record of Published Lectures and Papers

INTRODUCTION

The ACRL Rare Books and Manuscripts Section has a long tradition of successful preconferences through which the Section has played an important role in fostering the professional development and continuing education of its members.

The first RBMS preconference was held in 1959, and one has been held annually since 1961.  An international conference was held in Cambridge, England, in 1989 and another took  place in 1999 in Montreal, Canada.  A complete list of past RBMS preconferences is found in Appendix 1. 

Many RBMS members contribute to the planning of a preconference.  The key individuals are the section Vice-Chair/Chair-Elect (who will be Chair at the time the preconference is held) and the chairs of the Preconference Program, Preconference Local Arrangements, Seminars, and Conference Development Committees, all of whom work closely with the designated ACRL staff liaison.

This manual supplements the information found in Chapter 9 of the ACRL Guide to Policies and Procedures:  “Meetings and Conferences--Conference/Preconference Procedures.”

The following schedule should be followed as closely as possible for a successful preconference. 

Key:
C    = RBMS Vice Chair/Chair-Elect
P    = Program Planning Committee Chair
L    = Local Arrangements Committee Chair
S    = Seminars Committee Chair
A    = ACRL staff liaison
E    = RBMS Executive Committee
CD = Conference Development Committee Chair
 
 

Months Prior	Who?	Action Item
36-24 months	CD	Recommends site to Executive Committee and informs ACRL staff liasion
24 months	CD	Chair meeting of P, L, S, and A at preconference to introduce principals and provide overview of preconference planning process.
	E	Deadline for approving site selection
	C, P	Hold first Program committee meeting
	S	Preliminary discussion at ALA Annual Conference of seminar content and assignments for solicitation of proposals
24-22 months	C	Appoint Program and Local Arrangements chairs
	C, C	Distribute latest version of RBMS Preconference Planning Manual to all principals (C, P, L, S, A)
	C, P, A	Prepare version of planning timeline for the specific preconference
24-20 months	C, P	Select preconference theme
24-18 months	C, P, L	Select committee members
	C, P	Develop theme and preliminary speaker idea list
24-12 months	P, S	Work closely together in planning seminar schedule
22-18 months	L	Compile list of potential sites for receptions and tours
	C, L	Establish nature of reception to be sponsored by national or local ABAA
24-12 months	C, P, L	Solicit budgeted donations
20-18 months	C	Prepare preliminary budget, working closely with Program and Local Arrangements Chairs and ACRL Liaison
	L	Obtain conference planning materials from local chamber of commerce or visitors’ bureau
20-15 months	L	Plan site visit of Chair and Program Committee Chair
18 months	C	Submit preliminary proposal and budget to ACRL Board for review and approval at ALA Midwinter
	S	Continue discussion at ALA Midwinter of seminar proposals that are in progress and to be developed
	P	Continue discussion with Committee of appropriate slate of plenary speakers
18-15 months	C, P	Site visit
18-16 months	L	Hold initial Committee meeting
18-14 months	P, L	Draw up draft schedule of preconference events
18-12 months	L	Determine whether ABAA wishes to have catalog display or book fair (ABAA may contract separately with venue for space)
18-10 months	P	Invite plenary speakers
16-14 months	C, L, A	Finalize contracts with major venues (hotel, campus, reception sites); obtain written confirmation of any donated facilities
16-12 months	P, L, A	Decide who will be responsible for selecting and working with designer and printer for brochure and program
15-12 months	C, P, L	Confirm major cost items so that final budget can be submitted to ACRL by Chair and so that any necessary contracts can be negotiated
13 months	C	Submit any budget changes to ACRL staff liaison for transmission to and approval of ACRL Board
12 months	P	Announce theme and program highlights at ALA Annual Conference
	P	Attempt to finalize plenary speaker list at ALA Annual Conference
	S	Attempt to finalize seminar content list at ALA Annual Conference
12-10 months	C, L, A	Finalize contracts with other vendors (caterers, buses, etc.)
	P, S	Send to ACRL staff liaison names and contact information for all presenters (plenary speakers, seminar speakers, and workshop leaders)
	A	Send letters of agreement to all presenters
12-1 month	P	Work with RBMS Webmaster to add appropriate materials to RBMS Web site (press release, brochure, program, links to local information)
11-10 months	L	Prepare a list of all printing jobs
11-9 months	P, L	Provide information on preconference to RBMS Newsletter editor for fall issue
	A	Send updated budget spreadsheet to Chair
10-9 months	P	Draft press release and submit to ACRL
10-8 months	L	Confirm details of arrangements with local host institutions
11-7 months	P, L	Select designer and printer for brochure and program
9 months	P	Provide program portion of brochure copy, including final list of plenary speakers, to Local Arrangements chair
	S	Provide seminars portion of brochure copy, including all speaker names, to Local Arrangements Chair
	P, S	Provide final list of all presenters' audiovisual needs to Local Arrangements Chair
8-6  months	P,  CD	Discuss preconference evaluation form and any desired changes for discussion by Conference Development Committee at Midwinter
	L, A	Determine what data needs to be collected on registration form and what reports the ACRL office will need to produce (tour lists, attendee list, etc.)
	P, A	Complete ALA preliminary program information form and submit to ACRL/ALA
	A	Distribute press release to media, including American Libraries and C&RL News
	P	Distribute press release to appropriate listservs and non-ALA publications
8-6 months	C, P, L	Prepare and review brochure copy and obtain ACRL approval
	S	Discuss with Committee at ALA Midwinter any final details for seminars
	CD	Finalize with Committee at ALA Midwinter the content of preconference evaluation form
6-4 months	L	Solicit materials of local interest for inclusion in registration packet
	L	Recruit volunteers to assist with on-site registration and other logistics
6-3 months	P, S	Request CV’s from plenary and seminar speakers
	P, A	Work with plenary speakers on making travel arrangements
5 months	L, A	Work together to arrange for mailing of brochures, order appropriate labels, etc.
6-5 months	L	Work with printer to finish brochure by mid-to-late January
5-3 months	L, A	Decide whether Local Arrangements or ACRL will print name tags
5 months	L, A	Deadline (1 February) for mailing of brochures
4 months	P	Post brochure to appropriate listservs shortly after paper copies have been mailed
4-3 months	C, P, L	Determine podium and seating arrangements for plenary sessions and meals; confirm audiovisual arrangements and order equipment
	P,  L	Work with Exhibition Catalog Awards Committee Chair to determine location for display of winning catalogs
	L	If appropriate, arrange for ad in AB Bookman’s Weekly soliciting bookseller catalogs for display at preconference
3-1 month	A	Confirm registrations via letters to all registrants
	P	Prepare speaker introductions
	P,  L , A	Work together and with printer to finalize program by early June
2-1 month	P	Put reminders on listservs to encourage registration (if necessary)
	CD	Produce 300 copies of preconference evaluation and deliver to Local Arrangements Chair by 1 June
	L, A	Submit final function arrangements to facility (menu selections, table set-ups, seating arrangements, microphones, etc.)
1 month	L	Deadline for printing any necessary tickets
	L	Arrange for “group dinner” sign-ups and volunteers to lead groups
	L	Call final Local Arrangements Committee meeting to check details
2 weeks	L, A	Finalize registration list and print name tags
5 days	L	Finalize last-minute details of catering orders
1 day	L	Set up registration area
	L	Work with ABAA and Exhibition Catalog reps to deliver catalogs and other materials to venue

SITE SELECTION AND CRITERIA

Th RBMS Executive Committee is responsible for preconference site selection; selections are made based on recommendations of the Conference Development Committee.  The following criteria for site selection were approved by the RBMS Executive Committee on 27 June 1994 at the ALA Annual Conference in Miami Beach.

Generally the RBMS preconference will be held in the same city as the ALA annual conference for that year. 

The following are factors to be considered before selecting a city other than the ALA conference city:

1) The RBMS preconference has been held frequently in the ALA conference city.

2) There are not enough RBMS members or others to call upon to work on local arrangements, or these members have already served in a local arrangements capacity and do not wish to do so again.

3) There are limited special collection libraries, bookstores, etc. appropriate to RBMS members' interests in the ALA conference city.

4) There is difficulty in obtaining reasonable facilities and hotel accommodations in the ALA conference city.

1) Convenient and reasonably priced transportation to the ALA conference city for those RBMS members going to the ALA conference.

2) Availability of reasonably priced accommodations and meeting room space in the alternative city.

3) RBMS members or others in the alternative city who are willing to do local arrangements.

4) Local resources appropriate to the interests of RBMS members at the alternative site, e.g., libraries, bookstores, a special exhibition or event.

5) Financial support that may be available at the alternative site that would not be available at the ALA conference city, e.g., for meeting rooms, A/V, receptions, etc.

6) Additional costs, if any, associated with the alternative city.

1) The conditions listed under "ALA Conference City" exist.

2) A convenient alternative site does not exist near the ALA conference city.

3) A special opportunity exists, e.g., an offer of a joint meeting, a special event of interest to RBMS members, in the foreign city.

4) Resources are available in the foreign city to support local arrangements for the RBMS conference.

5) There is financial support for a foreign meeting so that a reasonable registration fee can be charged.

6) Housing accommodations are reasonably priced.

A foreign conference may be scheduled at a time other than the traditional RBMS preconference time.  In such an event, it may not be necessary, or even possible, to hold a preconference immediately before the ALA annual conference. 

Because of the additional planning required, a foreign site must be selected at least three years in advance of the conference.

NOTE: Revisions to the above document require approval of the RBMS Executive Committee.

BUDGET GUIDELINES

A.  General Guidelines

 1. All expenses of the preconference must be covered by registration fees, and all donations and other contributions must be budgeted.  The preliminary budget must be presented to ACRL for approval at the Midwinter meeting 18 months prior to the preconference.  (See also ACRL Guide to Policies and Procedures, Chapter 9, “Meetings and Conferences--Conference/Preconference Procedures Budget Guidelines.”)

 2. Do not underestimate audiovisual expenses.  This cost will likely be higher at a hotel than on an academic campus.

 3. All events or items that are to be paid for by a donation (e.g., receptions) must be supported by a written commitment from the donor..

 4. The site of the preconference will have an affect on expenses.  Some items may be higher at a hotel, while others may be higher on a campus.

 5. The preconference budget is charged for time spent on the preconference by ACRL staff.  Keep this in mind and do not "spend" their time unnecessarily.

 6. Any workshops held in connection with the preconference are intended to be self supporting, separately-ticketed events.  ALA overhead must be calculated into the registration fee for any such workshop.  Attendance at workshops is generally limited, and they are not scheduled against other preconference events.

 7. ACRL considers the Vice-Chair/Chair-Elect to be the person ultimately responsible for ensuring that all ACRL policies are followed with regard to budget expenditures and that the preconference budget ultimately balances.

B.  Budget Categories

In past years the budget categories used in the RBMS preconference budgets and the budget categories used by ALA Accounting to pay bills have not always corresponded.  In drafting a preconference budget the actual expenditures and budget categories of other recent preconferences provide good models.  It is important not to overspend the entire budget, but exactly how much is actually expended in each budget category is flexible.

C.  Plenary Speaker Expenses

Speakers who are not ALA members receive travel, housing, per diem, and complimentary registration.  Honoraria generally have not been paid but are permissible.  If honoraria are offered, they must be budgeted.  Plenary speakers who are ALA members but not ACRL members receive housing, per diem, and complimentary registration.  ACRL members who are plenary speakers receive complimentary registration.

D.  Donations

Solicitation of donations is encouraged to increase the potential for a financially successful preconference and help to keep registration fees low.  ACRL must approve all solicitations prior to RBMS members' approaching donors.  All funds solicited must be reported to ACRL on official letterhead from the contributing organization.  Such funds are not "taxed" with ALA overhead, so the entire amount is available for the preconference budget.  If an organization elects to pay for a service directly rather than donating funds to ACRL, a signed receipt showing the amount of the expenditure must be supplied to ACRL.  Acknowledgments should indicate that the donation was for preconference expenses.  Donations may not be publicly announced until the funds have actually been received by ACRL.

Fund raising for preconferences is the responsibility of the Section Chair and the Preconference Program and Local Arrangements Committees.  In 1997, the Budget and Development Committee began implementing a database to track all donations to RBMS, including those relating to preconferences.

E.  Registration

1. ACRL members:  No distinction is made between ACRL members who are RBMS members and ACRL members who are not RBMS members.  All register at the member rate.

 2. RBMS members:  RBMS members who are speakers at plenary sessions receive complimentary registration.  A maximum of three preconference planners (typically Preconference Program and Local Arrangements committee chairs) may have their registration waived, according to ACRL policy.  All other organizers, RBMS members, and seminar organizers and speakers must pay the registration fee.

 3. Non-ACRL members:  Non-ACRL members who are seminar speakers or panelists have their registration waived for the day of their presentation.  They may attend all other program meetings at the preconference on the day of their presentation, including receptions and pre-paid lunches or dinners for which meal tickets are necessary.

 4. Student attendees: A reduced registration fee is available to currently-registered students.  All preconference activities, events, and meals are included in this registration fee.

 5. Workshop presenters: Workshop presenters who are not ALA members may receive honoraria, travel expenses, housing, per diem, and complimentary registration for the preconference.  If honoraria are offered, they must be included in the workshop budget.  Workshop presenters who are ALA members may receive complimentary registration only.

 6. On-site registration: Participants may register on site for a single day or for the entire preconference at a higher registration fee, providing preregistrations do not exceed available space.  (The single-day rate will be a prorated rate.)  On-site registrants must be completed and given to the on-site ACRL representative.  Payment by credit card will be available.

ACCOMMODATIONS AND FACILITIES

The selection of accommodations and facilities for the preconference can be one of the most crucial decisions made for a preconference and can easily determine its success or failure.

Accommodations and facilities can include such venues as hotels, resorts, convention centers and campuses.  The city selected for a preconference will be the primary factor in determining the venue of the preconference.  Other criteria, as described below, will help to determine the final choice.  See Appendix 2 for the "RBMS Preconference Hotel Survey" and Appendix 3 for the ALA hotel contract boilerplate.

Criteria for selection

The most important criterion in selecting a site is the suitability of the physical plant.  Factors to keep in mind include:

Facilities

• Minimum of 100 guest rooms
• Space for registration desk
• Auditorium for up to 300 persons (plenary sessions)
• Four or more rooms for up to 50 persons (seminars)
• Semi-private space for coffee breaks and other social gatherings
•  Space for exhibitions, if necessary
•  Air conditioning, if necessary
• Accessible for physically disabled
• Safe and secure with good lines of vision and good signage


Conveniences and Services
 

• Baggage assistance and storage
• Maid service
• Concierge and central information points
• Dining and catering
• Audiovisual equipment and setup
• Telecommunications ports in meeting and guest rooms
• Copier and fax machines
• Package and message delivery
• Recreational facilities such as pools, weight rooms, tracks, etc.

 
Site's staff and their training

• Visible professionalism and courtesy at all staff levels
• Conference planning office with experienced and available staff


Cost of Accommodations, Room Use and Catering

• Reasonable rates comparable to other local facilities
• One comp room night for each 50 room nights sold
• Free or low-cost meeting space
• Reasonable catering fees
• Discounts on room charges based on quantity of rooms reserved


Security
 

• Location in low crime area
• 24-hour doorman
• Controlled keys
• Enclosed parking
• Adequate emergency phones and signage


Transportation
 

• Walking distance to restaurants, bars, and tourist attractions
• Affordable and convenient public transportation
• Shuttle service to the airport and other points
• Safe, accessible, and, if possible, free parking
• Reasonable proximity to the ALA conference headquarters if the two events are staged in the same locale


Meeting Space
 

• Plenary sessions
• Comfortable seating for up to 300 persons theater style
• Good sight lines
• Non-distracting decor and/or outside view
• Multiple entrances and exits
• Easily accessible from guest rooms 
• Adequate number of ports/connectors for audiovisual needs
• Quiet
• Seminar sessions
• Four simultaneously available rooms proximate to each other
• Comfortable seating for between 50 to 75 persons
• Classroom or theater seating available
• Free from distractions

Sleeping Rooms 

• Clean and well lit
• Good appearance, location in building, and view
• Sizable closets with plenty of hangers
• Clean, large bathrooms with towels, soap, shampoo, and hairdryers
• Data lines for modem connections
• Telephone that be used with various charge cards
• Television
• Large enough for a third person and cot if desired


Break / Banquet Facilities
 

• Breaks
• Semi-private / private space separate from meeting rooms
• Space that will facilitate social conversation 
• Banquets
• Good sight lines and acoustics
• Sufficient number of professional servers
• Non-distracting service entrances
• Dedicated seating for RBMS members if a shared dining hall

 The facility should have a catering office and a staff member should be assigned to the preconference.  Establish the meal budget and work with catering staff to develop best meal within budget.  All service charges should be explained and factored into the cost of meals.  A number of menus with actual costs listed should be available to decide catering needs.  There should be an opportunity to sample menus before making a selection.  In making menu selection consider food preferences, allergy possibilities, portion sizes, purpose of meal, what time meal is served and number of people attending the function. 

 Carefully estimate consumption capacity of attendees to determine amount of beverages and food to be served (a good rule of thumb is two drinks per person.)  When serving food, have smaller portions to cut down on waste.  Have sweet rolls and coffee breads cut into half portions.  Do not provide plates for hors d'oeuvres or serve labor-intensive food such as shrimp.  Figure out difference in cost between per bottle/per drink/per person or per gallon/per person.  Keep track of actual consumption and readjust estimates for later breaks or meals.  Cash bars should be considered to help reduce liquor costs.  If a decision is made to use an open bar, limit selection to wine, beer, soda and mineral water to hold down costs.  If hard liquor is served, use house brands.  Alcoholic beverages should be served by the drink rather than by the bottle.  Supervise the opening of new bottles (don't have bottles opened until needed) and count the empties.  Do not allow alcoholic beverages to be passed by waiters but instead have serving stations.  Control length of service and shut down bar without announcing a last call. 

Audiovisual Equipment

 The facility should have equipment appropriate to the technological needs of the speakers and be inexpensive to rent.  If the facility does not have audiovisual equipment, a list of local vendors familiar with the facility should be provided.  There should be enough working equipment to meet multiple use needs.  A technician should be available at all times and be responsible for setup and breakdown as well as all emergency repairs.  Printed rates should be available to help plan audiovisual needs.  Prices should be negotiated beforehand and all costs and services described. 

B.Procedure for Selection

The selection of a facility can be affected when the preconference is held in the same city as the ALA annual conference.  ALA usually makes its site selection known several years ahead of time but does not publicize the hotels to the general membership until six months in advance of the annual meeting.  However, ALA's Conference Planning Office will have made contact with hotels and have selected the ALA headquarters hotel at least two years in advance.  A tentative list of the ALA hotels is available from the Conference Planning Office 20 to 22 months before the preconference. This list should be obtained as soon as it is available. It should be noted that ALA will not have signed with any of the hotels and any rates quoted by ALA or the hotels at this time are not necessarily the final rates.  ALA usually does not prepare a contract with hotels until 8 to 10 months before the annual conference.

It is preferred but not necessary that RBMS use an ALA hotel for its preconference because it will make some of the contract negotiation easier and because people staying on for ALA may be able to stay over in the hotel and register at the ALA hotel rate.  A joint ALA/RBMS contract should be negotiated which addresses specific RBMS needs, including negotiation of a priority block within the ALA block for RBMS registrants and stayovers.

RBMS cannot select the ALA Conference headquarters hotel as its preconference site.  ALA begins using the conference hotel's guest rooms several days before the actual start of ALA for ALA officials and vendors, and usually it has other preconferences scheduled for hotel meeting room space. ALA will have full control over meeting room space at least three days before the start of the annual conference.

Hotel Contract and Reservations

Once the conference hotel has been selected, contract negotiations are managed by ALA Conference Services, with ACRL staff acting as liaison. The standard ALA contract must be used (see Appendix 3).

1. Hotel selected is not an ALA conference hotel.

Preconference organizers should be aware that there may be a penalty if a minimum number of guest rooms are not filled.  The room rate, meeting space, and complimentary rooms (usually used by ACRL staff) are generally based on the total package of meals, coffee breaks, and the number of guest rooms filled. 

2. Hotel selected is an ALA conference hotel.

A single contract will cover both the days of the preconference and the days of the ALA conference, and the schedule for negotiating and signing the contract will be governed by ALA's schedule, which may lag behind that of RBMS.

Preconference participants may reserve rooms in one of two ways. In past years they have been provided with hotel information as part of the preconference registration brochure and have reserved their own rooms directly with the hotel. However, ACRL may prefer that we go through their travel desk. This method requires that we include a separate hotel reservation form with the preconference brochure. Registrants would return  the form directly to the ALA travel desk to reserve their rooms for thepreconference. 

The ALA Housing Form for the Annual Conference usually appears well before the preconferencebrochure (in the January issue of American Libraries). Therefore, preconference organizers must work with Conference Services and the travel desk to make sure that an adequate block of rooms is reserved for RBMS registrants. (Normally, the block is reserved until a given date in mid-spring, after which the rooms are released for general ALA use.)

ACRL and ALA must also agree on assignment of complimentary rooms (e.g. RBMS uses comp rooms earned Tuesday through Friday nights, while ALA uses comp rooms earned after Friday night.)

It is possible for the travel desk to give priority to RBMS registrants who want to stay in the preconference hotel through the Annual Conference.  This can be done by allowing preconference registrants to use the preconference hotel form (see above) to reserve rooms for both conferences. They may also use the ALA Housing Form in this manner. Details should be arranged with the ACRL liaison. 

RESPONSIBILITIES

The following sections outline the traditional distribution of responsibilities among RBMS principals involved in preconference planning.  Specific planning groups may choose to assign some tasks differently, depending on individuals' interests, skills, and time available.

Section Vice-Chair/Chair Elect (Section Chair)

"Section Vice-Chair/Chair Elect" refers to the officer who will be RBMS Chair at the time of the preconference.  This person is elected 24 months prior to the preconference and assumes the duties of Section Chair 12 months before the preconference.
 

  1. Appoint Preconference Program Committee chair (Program chair) and Preconference Local Arrangements Committee chair (Local Arrangements chair).  The Local Arrangements chair should be someone who is permanently at the site of the preconference and knows the area well.  (24-18 months prior to the conference)

  2. With Program chair, select the preconference theme.  Consult widely among section membership on topics of current interest and possible speakers.  Report the theme to the RBMS Executive Committee at Midwinter.  (24-18 months prior)

  3. With Program and Local Arrangements chairs, prepare a budget and revise in consultation with the ACRL staff.  As part of budget preparation, the registration fee is set.  Forward copies of the budget and revisions to the Program and Local Arrangements chairs and to ACRL.  (Draft budget is needed 18 months prior, with full budget one year prior).

  4. Submit request to hold a preconference and the p budget to the ACRL Board for approval.  (18 months prior, usually December)  See Section 3, "Budget Guidelines".  With the Program and Local Arrangements chairs, monitor the preconference budget to assure that the preconference stays within the budget.

  5. Visit the preconference site with Program chair and, in consultation with the Local Arrangements and Program chairs, visit prospective hotels and reception and tour locations.  Consult with the Local Arrangements and Program chairs on special functions and conference schedule.  (Agreement on hotel, special functions, and conference schedule should be reached as soon after this visit as possible.)  (18-15 months prior)

  6. Serve as ex officio member of the Program and Local Arrangements Committees.  Oversee planning activities with the Program, Local Arrangements, and Seminar chairs.  Remain in communication with ACRL and see that the Program and Local Arrangements chairs receive all ACRL communications.

  7. Review copy for brochure from Program and Local Arrangements chairs and obtain ACRL approval (as early as nine months prior).  Send approved copy to Local Arrangements chair for printing.

  8. As conference nears, most planning responsibilities will fall to Program and Local Arrangements chairs.  Remain in frequent communication and assure that all deadlines are being met.  (8-1 months prior)

 9. Open the preconference by welcoming registrants and introducing the Program and Local Arrangements chairs.  It is customary for the Section chair to "close" the preconference by thanking the planners and speakers for their contributions. 

 10. Write thank-you notes to Program, Local Arrangements, and Seminars chairs, ACRL staff, and any others who have contributed to preconference (except those specified to be written by other chairs) and, where appropriate, to their supervisors.  (within month after preconference)

 11. Provide input to the Conference Development Committee on revisions to the RBMS Preconference Planning Manual (within 2 months after.

 12. Provide advice and assistance to incoming Section chair.

Preconference Program Committee Chair
 

  1. With the Section Vice Chair/Chair-Elect, appoint members of the Preconference Program Committee.  (24-18 months prior)  The Section Vice Chair/Chair-Elect, as well as the Local Arrangements and Seminars chairs, will be ex officio members of the committee.  The Preconference Program Committee will meet for its first planning session at ALA Midwinter.  (18 months prior) 

  2. With Section Vice Chair/Chair-Elect and Preconference Program Committee, develop the theme and a list of possible speakers.  (24-18 months prior)  With Section and Seminars chairs, confer on seminar topics as they may relate to theme.  The Seminar Committee's choices for seminar participants should be developed in conjunction with the preconference, especially if there are budgetary implications with regard to seminar presenters.

  If at all possible, have preliminary list of speakers who have agreed to be considered ready for presentation and discussion at the preconference Program Committee meeting held during ALA annual meeting.  (12 months prior)  For optimal planning and coordination, the Seminars Committee should adhere to this schedule as well.  Make a list of the choice of speakers, in priority order, and begin to confirm choices.  (12-8 months prior)

  3. Draw up schedule of events together with Local Arrangements chair.  This can be done in the first instance before speakers are confirmed.  (18-12 months prior)

  4. Provide input to the Section Chair on the budget.  Monitor expenses as they accrue.  Keep the Section Chair and Local Arrangements chair informed of expenses relating to program activities.

  5. Invite speakers.  Be as specific as possible about what is desired from each speaker.  Make certain that financial arrangements promised (which should follow a uniform policy for each category of speaker) conform to ACRL policy.  Copy ACRL liaison on all invitation letters sent to speakers.  Experience has shown that it is best not to discuss publicly who is being invited until all spots are confirmed.  Inform speakers about the potential for publication of papers in Rare Books & Manuscripts Librarianship; do not ask for a commitment to publish papers in RBML, but ask speakers to consider this option.  Keep the RBML editor apprised of speakers and topics, forwarding copies of plenary presentations as requested.  Establish speakers' audiovisual and computer needs as early as possible; this is important for budget preparation, as well as for hotel arrangements.

  Set up a specific written schedule for speakers, upon their confirmation, so that all parties are informed about what is expected, and when.  Furnish copies to Preconference Program Committee members, as well as to the Section and Local Arrangements chairs.  The Program chair must see that deadlines are met for duties delegated to Preconference Program Committee members.

  6. Make a site visit with Section Vice Chair/Chair-Elect and Local Arrangements chairs to visit prospective hotels, and reception and tour locations.  (18-15 months prior) 

  7. Working with the Exhibition Catalogue Awards Committee chair, determine site for display of the year's winning exhibition catalogues during receptions and other appropriate events. (12-8 months prior)

  8. Announce the preconference theme and highlights of the program, along with choice of site, at previous year's preconference.  (12 months prior)

  9. Chair Preconference Program meeting at ALA Midwinter at which all final arrangements are verified.  (6 months prior)

 10. Provide copy for program portion of printed brochure:  information on theme, speakers, etc.  (9 months prior)  The earlier this is done, the more promptly the brochure can be circulated.  (See Section 6B.)  Expedite all matters concerned with brochure.  It is highly advisable to have preliminary plans for printing well in hand before ALA Midwinter.  (6 months prior) The printed brochure must be mailed by March 1.

 11. Work closely with the Seminars Committee chair and assist in planning seminars.  Confirm with Seminars chair all arrangements made with seminar leaders.  (18-12 months prior)

 12. As planning proceeds, confirm all crucial decisions with Section and Local Arrangements chairs and ACRL staff.  These include selection of speakers; remuneration and expenses of speakers; and all other matters that affect the budget.  All expenses incurred must comply with ACRL policy.  Consult ACRL staff to determine for which services and other expenses it will be necessary to execute a formal contract.  ACRL pays all bills from the RBMS preconference budget.

 13. Provide copy for final printed program to Local Arrangements chair after ALA Midwinter.  (6-4 months prior) 

 14. Prepare a news release (see section 6, Publicity and Publications) (6-5 months prior)

 15. Communicate with the Conference Development Committee chair about the preconference evaluation form, agreeing on any changes to be made from the previous year (6-2 months prior)

 16. Reconfirm arrangements with speakers.  If desired, request copies of talks (to be circulated among speakers) to be received no later than May 1.  Request CVs from speakers to be received by March 1.  Make available to speakers a roster of those participating in the plenary sessions.  Include presentation topics and/ or the titles of papers, as well as full addresses, fax and telephone numbers, and email addresses.  Follow up by telephone and/or email no later than one week after deadline is missed.  (6-2 months prior) 

 17. Prepare introductions of speakers or delegate this task to members of the Preconference Program Committee.  (6-2 months prior) 

 18. Communicate speakers' audiovisual and computer requirements for all program events to Local Arrangements chair.  (3-2 months prior)

 19. With Section and Local Arrangements chairs decide on podium and seating arrangements for plenary sessions and meals (served or buffet), including seating arrangements (head tables or none). (4-2 months prior)

 20. Greet speakers and seminar leaders as they arrive at preconference.  As an added courtesy, arrange for members of the Preconference Program Committee to meet speakers at the airport if possible.  Act as reception host for speakers and other preconference participants.  In some years it has been customary to host a "Speakers' Dinner" during the preconference (the budget will determine whether this is feasible).  If a "Speakers' Dinner" is to be held, make sure that speakers and others expected to attend are informed of the time and place. (2-1 months prior)

 21. Introduce all program events.  Be present at all events and be alert for any last minute changes or problems.  Communicate any changes in arrangements to the Local Arrangements chair.  Assure that speakers know where they are expected to be and when.  Accompany them to their appearances.

 22. Write thank you letters to all speakers and seminar leaders (or delegate the latter to the Seminars chair) and, where appropriate, to the seminar leaders' supervisors.  (within 1 month after)

 23. Provide input to the Conference Development Committee on revisions to the RBMS Preconference Planning Manual. (Within 2 months after the completion of the preconference responsible for.)

 24. Ready Preconference Program Committee files to be sent to the ACRL Archives at the University of Illinois.

 1. Local Arrangements Chair

a. Appoint Local Arrangements Committee members as soon as possible.  Choose as many active local colleagues as possible, preferably from several institutions.  The Local Arrangements Committee should include sufficient number of people to carry out the duties outlined below, as well as additional people to complete individual assignments and help out as needed.  Duties to be delegated include facility liaison; preparation of registration and program brochure and other printed materials; selection of printer; transportation coordinator; selection of caterer(s); staffing of registration table; solicitation of funds; tour organizer; coordination with ABAA, etc. (24-18 months prior)

  b. Attend the ALA Midwinter meetings 18 and 6 months prior and the ALA Annual Conference 1 year prior to the preconference.  At these meetings, report to Preconference Program Committee and RBMS Executive Committee on local functions and tours. 

  c. Plan for the on-site visit for the RBMS Vice Chair/Chair Elect and Program chair, and negotiate the contract with the conference facility (see 5C2).  (20-16 months prior)

  d. Hold an initial Local Arrangements Committee meeting no later than the previous spring (14-16 months prior).  Determine specific committee assignments, tasks, and deadlines at this meeting.  If possible hold meeting during Program Committee chair and Section Vice Chair/Chair-Elect site visit and have the Program chair discuss the schedule and speakers.

  e. Follow up on individual assignments between meetings. Keep Program and Section chairs and ACRL staff informed and up to date with local program planning.  Ask to receive all ACRL mailings, and forward copies of all correspondence to both chairs.  Assist in the preparation and proofing of copy of printed material.  Update and revise program schedule with Program chair. Coordinate activities on a regular basis with the Program and Section chairs.

  f. Confirm transportation, tours and meal functions costs, accommodations and facilities costs and other expenses. The ACRL executive director is responsible for final approval of all expenditures.  Keep copies of all receipts and correspondence related to quotes and billing.  Set up billing procedure.  Bills can be sent directly to ACRL staff or run through a local, participating institution if allowed.  ACRL will reimburse all approved personal or institutional expenditures after original receipts and explanatory letter are sent. 

   The preconference registration fee is established at time of budget and usually cannot be changed.  The conference budget is based on conference revenues from registration fees and is subject to readjustment.  Regional differences in costs can and do occur.  It is best to work within overall budget and to closely monitor all expenditures keeping a running tally of actual costs so that budget adjustments can be easily made.  Additional funds may need to be raised to cover budget shortfalls or to allow for additional programming or services for conference attendees.  This should be done in consultations with the Section Chair, Program chair and Budget and Planning Committee.

  g. Schedule other committee meetings regularly.  Review progress of committee members.

  h. Begin obtaining lists of registrants and number of registrants at least two weeks before registration deadline and update weekly until week before conference and then daily in final week.  Use these numbers to determine meeting room use at conference site, number of buses needed, catering requirements, number of registration packets to prepare, etc. 

  i. Obtain speakers' audiovisual and computer requirements for all program events from the Program and Seminars chairs.  Prepare a list of specific audiovisual equipment needs with time, date, type, and placement of equipment.  Give it to the conference facility before the preconference.  Obtain a price quotation in writing from the facility.  The Local Arrangements chair or a committee member should verify the use of all equipment and its proper setup during the preconference.

  j. Call a "final" Local Arrangements Committee meeting 1 month prior to coordinate plans and check last minute details.  Stay in close touch with all committee members during the last few weeks and keep everyone informed of any changes or problems.  Stay in very close touch with Program chair, Section chair and ACRL staff.

  k. Assist at the registration desk, greet conference registrants, and handle late registrants.

  l. Oversee all events.  Trouble shoot for last minute problems. 

  m. Collect and submit bills to ACRL staff, with copies to Section and Program chairs before August 31, the end of ALA's fiscal year.  Prepare a report for the Section after the preconference, citing any problems and offering recommendations on the planning process. 

  n. Send thank you letters to committee members and their supervisors after the conference.
 

 2. Facilities and Events Function

  a. Prepare and arrange for on-site visit for the RBMS Vice Chair/Chair-Elect and Program chair.  Arrange visits to potential conference sites and to reception and tour locations.  (, 18-15 months prior)

  b. Conference Facility

  1) Contact several suitable facilities  directly (ask for sales manager) and set up appointments for a visit. Explain purpose of visit.  During visit do a tour of all meeting rooms and banquet spaces and see several sleeping rooms.  When looking at sleeping rooms be aware that some facilities will show clients a "show room", better decorated or with a better view than the average room in the facility.  Ask to see more than one room and specify that you want to see a typical or standard room.  If the facility is suitable ask for a quote on room rates, number of guaranteed rooms, etc.  (See section 4, Accommodations and Facilities, and Appendix 2, (RBMS Preconference Hotel Survey.)

 
   2) Work with ACRL liaison and ALA staff to negotiate a contract with the preconference facility.  Negotiations are done with the approval of the Section Vice Chair/Chair-Elect, Preconference Program chair and the ACRL Executive Director.  ALA has final approval of the contract.  In negotiating the contract obtain the best room rate possible for conference attendees.  Determine rates for individuals, doubles and triples.  Set a separate rate for children if possible.  Negotiate complimentary accommodations based on number of rooms used per night.  These free rooms can be used for speakers and ACRL officials. Have all service charges or extra room costs listed in contract. Have state and local tax rates listed.  Set arrival check-in times and departure times. Try to establish a departure time after 1 p.m. if possible. Have facility agree to prepare self-addressed reservation forms with preconference dates and rates.  These forms will be sent to ACRL so that they can be mailed out to all preconference registrants.  In preparing contract have all deadlines noted and have actual cost of penalties listed.  Actual room use for meeting and receptions should be listed and note that substitutions must be of comparable size and suitability.  Negotiate free meeting space based on number of meeting rooms used.  Develop a mutual cancellation and disaster clause with notice to be given in writing.  (see Appendix 3 for a sample contract.)  If possible, arrange for alternate housing option, such as nearby college or university dorms, other hotels, etc. for those who wish to investigate less expensive accommodations.

 c. Conference Setup at Facility

1) Review final meeting requirements with facility and reserve sleeping rooms for speakers and other guests no later than two months prior to conference.

2) Submit final function arrangements to facility one month before preconference, including:

• Menu and beverage selections for meals.
•  Special party orders.
•  Number of cashiers and bartenders for each event. 
•  Room set-ups (number of chairs, head tables); be specific about times.
•  Number of coffee breaks and quantity of coffee, tea, juice, soda, and food desired.
•  Preconference registration table set-up (note period of time setup to remain). 
•  Seating arrangements at meals (number at head table; if table to be on platform) 
•  Number, type, and location of microphones, podiums, audio-visual equipment. 
•  Copy for signs to be posted outside meeting rooms.
•  Telecommunication needs for personal computers and other equipment.


3) Obtain list of staff assigned to preconference, with house phone numbers.  Include housekeeper, engineer, night managers.  Inform Program chair of check-out arrangements, so that an announcement can be made in the early stages of the preconference.

4) In consultation with ACRL liaison, submit daily meal counts to catering during preconference.

5) Check room setup in rooms prior to all meals and meetings.
 

  d. After site selection is made, contact local chamber of commerce or visitors bureau for information for conference/convention planners.  They can provide you with an information packet and will offer assistance in planning a meeting.  Ask for a list of tours, suitable sites for receptions, restaurant guides, names of caterers, bus companies, calendar of events scheduled during the preconference, promotional copy, slides and photographs for reproduction in mailings or press releases, keepsakes, etc.

  e. Compile a list of possible sites for receptions and tours, soliciting suggestions from local sources and Local Arrangements Committee members. This list can include museums, libraries, public and private facilities, restaurants, etc.  Call and visit sites to obtain more information and determine suitability: note size, reception facilities (kitchen, serving area), cost of rental, transportation needs, etc.  Try to select sites that are of interest to RBMS: libraries with special collections, exhibits of book or book related material, literary connections (homes of authors or collectors), bookstores, etc. Present a tentative list to Preconference Program Committee at Midwinter.  (18 months prior)

  f. Discuss and confirm arrangements with local host institutions (e.g., transportation, invitations, schedules, catering and security) no later than 8-10 months before preconference.

  g. Select caterers and plan tentative menus.  (3-4 months prior).

  h. Arrange for "group dinner" sign-up sheets for restaurants and obtain volunteers from RBMS to lead small groups.

 3. Transportation Function

  a. Transportation to preconference city

   1) Contact the largest airline using the nearest airport as hub and ask if they have an "official airline" program for conferences.  Many airlines will offer 5% discount on super-saver airfares or 10% off regular coach fare for conference attendees who book that airline, fly within a designated period, and identify themselves as attending the conference. In addition, depending on number of passengers booked through this program, free tickets can be obtained by RBMS for use at the next preconference for speakers.  Have an agreement drawn up and sign off with the approval of the ACRL executive director.

   2) Solicit discounts for transportation.  Shuttle services from airport may supply discount coupon if they are mentioned in registration brochure.  Local mass transit agency may have group or conference fare rates or free passes that can be distributed to conference attendees.

   3) Supply text for transportation options to the preconference site for the preconference program brochure. Note location of airport, travel time and taxi fares, train and boat access (if applicable).  If necessary include transportation options to the ALA Conference site such as a chartered bus. Compile information and maps of local transportation for registration packet.

b. Special events transportation

   1) Select bus company.  Contact local companies to obtain price quotes.  If local organization has arrangement with a bus company find out if affiliation can get a discount for preconference.  Arrange for buses to / from events, working out detailed schedule, and road routes.  Buses used for short runs can be circulated as a shuttle reducing buses needed.  Have a check-off in registration brochure for attendees to note transportation needs and confirm at registration  desk.  This will prevent possible overbooking of buses.  If a special charge must be made for transportation, require payment with registration fee.

   2) Provide identification signs for buses.  Assist loading buses, if necessary.  Check with drivers to confirm their knowledge and understanding of transportation route and plans. Have committee members travel on separate buses to serve as "guides."  Monitor arrival and departure of the buses and be prepared to troubleshoot any problems.  Keep a roll of quarters available to use pay phones if necessary.

  a. Prepare a list of materials (preferably free) to be included in registration packet for final selection by Local Arrangements Committee by Midwinter before preconference.  If applicable, additional material from sponsors may need to be inserted. 

  b. Begin soliciting material after Midwinter. Obtain materials for inclusion in packet such as brochures from local libraries and special collections and archives; list of local book dealers with addresses and hours; information on public transportation; taxi fare rates, bibliographies of speakers, local restaurant, museum, and landmark guides; maps of the city and / or region; discount coupons, etc. The local chamber of commerce and visitors bureau can supply a number of items. 

  c. Begin collecting materials in bulk (including packet, manila envelopes for tickets, white stick-on labels for ticket envelopes, plastic badges) no later than two months before preconference.  Investigate possibility of an in-kind donation of a zippered portfolio or book tote for holding the packet or solicit funding for one.

  d. Design and prepare name tags and list of registrants, working from the final list provided by the ACRL office two weeks before the preconference (ACRL can prepare name tags if preconference planners so desire). Name tags should identify Local Arrangements Committee members, RBMS Executive Committee, Preconference Program Committee members, ACRL representatives, speakers and guests.  Registration lists can be duplicated as late as possible for stuffing.

  e. Make signs for registration desk.

  f. Print labels with names and addresses of conference attendees for ticket envelopes.  Allocate appropriate tickets if used.

  g. Stuff packets and arrange for delivery of packets to the conference site for distribution at preconference registration desk.

  h. Staff registration desk; refer late registrants to Local Arrangements chair or ACRL representative.

  i. Store unclaimed registration packets and notify Local Arrangements chair of no-shows.  Send unclaimed packets as gesture of good-will to no-show registrants, if this seems appropriate.

 j. Determine if keepsake will be prepared, its content, and cost.  Make preparations to have them distributed at the conference.

  k. Arrange with conference site staff to store registration materials overnight and for the pickup of materials after the preconference.

  a. Solicit the appointment of at least one representative of the local chapter of ABAA to the Local Arrangements Committee.  This may be the president and/ or his/ her representative.

  b. Decide on type of reception and / or event ABAA local chapter wishes to sponsor, in conjunction with Section, Program and Local Arrangements chairs.  (18-24 months prior)

  c. Local Arrangements chair and ABAA representative make arrangements with hotel, or other facility, for use of meeting room.  Also arrange for table display of catalogues and for overnight security if desirable.  ABAA may sign separate contract for these arrangements, if necessary.  (12 months prior)

  d. Send out any special invitations to opening night reception as requested by ABAA.

  e. Place any special orders for badges or signs.

  f. ABAA representative must place food/drink/service order with facility.  (l month prior).

  g. Local Arrangements chair and ABAA must coordinate activities to assure proper guarantees and adjustments to catering order for reception are made.  (2 days prior).

  h ABAA representative arranges for delivery of catalogues to hotel / facility display area.  (1 day prior, if appropriate.)

  i. ABAA representative oversees reception, arranges for move of catalogues to overnight storage area, and arranges for display of catalogues in the morning, prior to opening of registration.

Seminars Committee

The "Information Sheet for Seminar Organizers"(Appendix 4) details information about organizing preconference seminars.

 1. Seminars Committee Calendar

  a. At the Midwinter meeting, the Seminars Committee begins a general discussion of seminar topics and possible panelists.  (18 months prior)

  b. At the Annual Conference meeting, expand and refine the list of seminars proposed at Midwinter and, as much as possible, determine the final slate of about 12 seminars.  Committee members are assigned seminars to organize.  (1 year prior)

  c. Before the Midwinter meeting held 6 months prior, the final list of seminar titles and participants is completed and confirmed.

  d. The chair of the Committee presents the final list of seminars and participants to the chair of the Preconference Program Committee before adjournment of the Midwinter meeting.  The chair of the Committee then works with the Preconference Program and Local Arrangements Committees to ensure that the information on seminars is included in the registration brochure and program, and to accommodate all audiovisual needs.  The Seminars Committee chair works with the Program chair to disseminate publicity about the seminars via listservs and any other appropriate means.

  e. Within one month after the preconference the Seminars Committee chair sends thank you letters to seminar leaders, with copies to their supervisors as appropriate.  (with 1 month after)

 2. Important Considerations in Seminar Planning

  a. The Seminars Committee chair must work closely with and keep informed the chairs of both the Preconference Program and Local Arrangements Committees.

  b. The RBMS Vice Chair/Chair-Elect must be consulted on matters with budgetary implications over a year before the preconference, as changes in the budget cannot be made after the ALA Annual Meeting preceding the preconference.

  c. Audiovisual requirements need to be finalized at least 2 months prior.

ACRL Staff

As of July 1996, the Senior Associate Executive Director of ACRL is responsible for all duties related to the RBMS preconference.

 1. Obtains request to hold the preconference and preliminary budget from the RBMS Vice Chair/Chair-Elect and places it on the ACRL Board's agenda for approval.  (18 months prior)

  2. Advises Vice Chair/Chair-Elect, Program, Local Arrangements, and Seminars chairs on matters of ACRL policy related to preconference planning and implementation.

  3. Sends updated budget spreadsheet to the Vice Chair/Chair-Elect after approval of final budget by the ACRL Board.  (12 months prior)

  4. Reviews and arranges for signing of all contracts for hotel, facilities, buses, catering, etc.  (12-10 months prior)

  5. Works with chairs of Preconference Program and Seminars committees to verify terms of agreements with all speakers.  Handles letters of agreement, travel arrangements, and reimbursement for plenary speakers, as well as letters of agreement for seminar speakers.  (6-3 months prior)

  6. Approves text of the registration brochure.  (5 months prior)

  7. Distributes press release provided by the Program Committee chair, including for publication in American Libraries.  (10-6 months prior)

  8. Maintains a record of and acknowledges all gifts received on behalf of RBMS for the preconference.

  9. Sends acknowledgment letter to all registrants.

 10. Sends lists of registrants to Local Arrangements chair on a weekly basis, then on a daily basis (as necessary) during the last week prior to the preconference.

 11. Pays all bills out of preconference budget.

 12. Sends final budget balance sheet to the Section chair, Section Past Chair (who was Chair at the time of the preconference), Vice Chair/Chair-Elect, and RBMS Budget and Development chair, as soon as it is received from the ALA accounting office.  (within 3-6 months after)

PUBLICITY AND PUBLICATIONS

A.  Publicity

The preconference is publicized through mailings of the preconference brochure, a news release, postings on electronic listservs and the RBMS Web site, and announcements at ALA meetings and the previous year's preconference.  The Program chair has primary responsibility for publicity.

  1. See the following section (6B) for information about the preconference brochure.

  2. The Program chair prepares a press release about the preconference which includes site, theme, program, special events, cost, and registration information (including deadline). The press release is drafted 9-7 months prior and is sent to ACRL for publication in C&RL News and American Libraries.  The chair sends the press release to the RBMS Newsletter and other appropriate sources, including listservs.  ACRL provides information about the preconference for the ALA Annual Conference program. ACRL staff are responsible for seeing that an ALA press release is issued, usually in early April.

  3. The Program and Local Arrangements chairs make announcements about the preconference at ALA meetings and at the previous year's preconference.

Responsibility for printing the brochure and program is generally assigned to the Local Arrangements chair. Copy describing the program is provided by the Program chair.  The Section chair reviews copy and obtains approval from ACRL for the brochure.

  1. Prepare a list of all printing jobs anticipated,  (10 months prior)

  2. Investigate printers and graphic designers in local area and obtain estimates. Try to secure a printer or designer in the area who would contribute services at cost. Discounts may also be possible for more than one job or if minimal credit is included within the publication(s). If affiliated with an institution, contact its publications office (if there is one) for possible assistance or suggestions of suitable printers and designers.  Find out if job can be run through on the institution's account to take advantage of institutional discounts. As an alternative contact small private presses in local area, state or region to donate work.

  3. Consider doing design work in-house using desk top publishing capabilities.  Costs can be controlled by using one color ink on colored paper, a layout allowing for an efficient use of paper stock, and the use of monotone line drawings rather than four color illustration. 

  4. Select printer and graphics designer no later than five months prior.  Final bid should include specific information concerning paper, graphics, format, deadlines, and, if not self / mailer, envelope needs.  Piece should fit Post Office guidelines for size, color and placement of address and return label. 

  5. Obtain draft of text for the registration brochure from Section or Program chair before Midwinter prior to preconference.  Obtain final draft of text as soon as possible after it is approved at Midwinter. 

  6. Send copy to printer, have proofs made, and send to chairs responsible for approval.

  7. Make appropriate arrangements with ACRL for mailing.  ACRL will provide mailing labels for all RBMS members and others to be included in the mailing (Grolier Club, Manuscript Society, etc.).  Assign Local Arrangements Committee to do mailing, attach labels, stamp or meter.  Mail first class only.  Note that mail sent out of the country must be enclosed in an envelope.

  8. Final printing of registration brochure should be done in February and posted to members no later than March 1.

  9.  Obtain complete copy for program (including list of speakers and seminar leaders with full titles and institutions) in May from Program chair.

 10. Obtain quote from printer.  It is preferred but not required that program brochure be of the same design as the registration brochure.  This can save money working with designer.  Send copy to printer no later than one month before preconference.

 11. Sent program copy to printer.  (no later than 1 months prior)

 12. Obtain approval of proofs from Section chair and Program chair; have program printed and available no later than one week before preconference.

 13. Tickets, if needed, should be printed no later than 1 month before preconference in time to stuff envelopes for registration.
 

Evaluating the annual RBMS preconference is the responsibility of the chair of the Conference Development Committee.

A.  Prepare preconference evaluation form for inclusion in registration packets.

1. Consult with Preconference Program Committee and Conference Development Committee regarding revisions to the evaluation form.  (6-2 months prior to preconference.  See Appendix 6, Evaluation Questionnaire).

 2. Make approved revisions to the form.

 3. Produce 300 copies of the form and bring to the preconference; consult with Program and Local Arrangements chair regarding the best time to distribute to registrants (consider doing so at the final plenary session).

 4. Registrants will be asked to instructed how to return their completed evaluations, either at the close of the preconference or by mail to the address indicated on the form.

C.  Compose narrative summary of findings and send to the editor of the RBMS Newsletter prior to 1 October for inclusion in the fall newsletter.

D.  Submit a report comprised of narrative summary, tabulation of questionnaires, geographical distribution of registrants, list of seminar topic ideas, and list of general comments of respondents to the Conference Development Committee at the next Midwinter meeting.

E:  Add current year's evaluation statistics to those for previous preconferences in order facilitate longitudinal studies and provide information to future preconference planners.  Compare evaluation responses across years in order to discern any trends. 
 

PUBLICATION OF PROCEEDINGS
 

Over the years, papers of plenary sessions at RBMS preconferences have been published in various ways.  (See Appendix 7 " RBMS Preconference Institutes and Preconferences:  Record of Published Lectures and Papers".)  For some preconferences (1975, 1977, 1980, 1992), the papers have been separately published.  In recent years, some papers have been published in Rare Books and Manuscripts Librarianship.  The Program chair informs speakers of this option and keeps the RBM editor apprised of speakers and topics.

Some discussion has occurred regarding the idea of publicizing abstracts of plenary session papers (and seminar presentations) via listservs or the Web.  To date this has not been done.
 

MAINTENANCE OF RBMS PRECONFERENCE PLANNING MANUAL

The Conference Development Committee is responsible for maintaining the RBMS Preconference Planning Manual.  The manual is reviewed and updated as appropriate.  Annually the Committee chair is responsible for providing copies of the manual to incoming Preconference Program and Local Arrangements Committee chairs, to the chair of the Seminars Committee, to the RBMS chair and Vice-Chair/Chair-Elect, and to the ACRL staff liaison.