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Local Arrangements Committee - CALAMW

The Local Arrangements Committee (LAC) is appointed by the chapter president. It is a part of the Program Committee, and led by Program Committee Chair, Vice President/President Elect. The Chair of LAC is a Co-Chair of the Program Committee.

This guideline is meant to provide a resource and a guide for the local arrangements chair and committee. LAC is encouraged to also consult recent program websites, past local arrangements chairs, CALAMW Board members, and long-time chapter members. Certain details of the local arrangements vary from year to year, but any major changes should be discussed with the Chapter officers.

The committee is responsible for:

Communicating with ProgramCommittee, Board and Host Site
Program Facilities
Hotel/Travel/Directions
Registration
Budget
Meals
Publicity/Hospitality

Communicating with ProgramCommittee, Board and Host Site

obtaining from the program committee, as early as possible, specific information about the planned annual program, including

the date of the annual program
the precise time for starting and ending the annual program
the approximate number of persons expected to attend the annual program
the rooms required for the annual program
the required special equipment, such as overhead projectors, slide projectors, movie projectors, computers, and other audiovisual equipment, as well as all appropriate and requested software
specific details on requirements for any luncheon, snacks, refreshments or overnight accommodations

obtaining approval and support from the host/co-host to hold the annual program
arranging for the director, dean, or other official to give welcoming remarks at the beginning of the annual program
meeting with host security to discuss the arrangements for any needed security protection during the annual program and providing the security office with a copy of the annual program schedule
dealing with any local arrangements issues that arise during the annual program
finding a sufficient number of volunteers to help on-site throughout the annual program usually these volunteers are local librarians, library students, or Friends
managing on-site registration, setting up and cleaning up publication or literature displays (if applicable), monitoring workshops, sessions, breaks, and meals for possible problems, and generally providing help as needed
arranging for technology help from the site to be available during the annual

Program Facilities

reserving a large room to accommodate all participants
reserving a projector, blackboard or whiteboard, chalk/markers and erasers
a registration area, usually a lobby area
a place for refreshments, preferably near the registration and exhibits areas
an exhibit area located near registration and refreshments and provided with tables for any displays
a dining area for meals
checking the rooms for readiness just prior to the annual program
arranging for parking for the annual program, and obtaining any required parking passes/permits, to be distributed upon arrival rather than through the mail if possible
making arrangements with the host facilities office to ensure that buildings and rooms are unlocked and properly heated or cooled during the annual program
making sure that facilities are accessible to all attendees

Hotel/Travel/Directions

developing a list of area hotels and motels with addresses, phone numbers, and prices
helping make reservations keeping costs down by asking for discounts based on the number of people
considering special features such as a free (continental) breakfast or van transportation between the hotel and program site
providing the webmaster or Web Committee with any needed information:

a description of the site
directions to the site from all directions
a site map with buildings and parking facilities to be used clearly indicated
room locations for program events
cost of meals and meal options
a list of area hotels and motels with addresses, phone numbers and prices

placing signs leading from the edge of the site to the parking lots and from the parking lots to the registration site
attending to any local travel arrangements for speakers from outside, including obtaining information on transportation from the airport and on rental cars as well as calling a cab, or
finding a volunteer to transport the speaker where needed

Registration

creating registration form including registrant name, affiliation, address, phone, fax, email address, also membership status, first time attendee check box, vegetarian and/or other meal preference
setting up deadlines for mailing form(s), checks, and address(es)
recommending registration fees with lines for amounts and totals
producing and posting the preliminary program along with the registration form
providing info for the Web Committee to place all materials on chapter website
preparing program packet including

banner (for the meeting room)
agenda
annual program registration form
host site information
chapter brochure
new member application form
mentor program registration form (if applicable)
library tour information (if planned)
lists of Local Arrangements Committee and Program Committee members
speaker biographies
list of registrants
restaurant guide
local map(s), city visitors guide or similar literature
other announcements

administering pre-registration and on-site registration
keeping careful records (in a spreadsheet preferably) of registrants and their payments
organizing a group of volunteers to assist with registration at the annual program

preparing folders for annual program attendees with the program

a badge (preferably the plastic hanging type) with the person’s name and affiliation
a site map
a list of pre-registered participants with affiliation and e-mail addresses,
other materials such as paper, notepad, pen, and
information about the host site

appointing a member

to take special responsibility for each guest speaker
confirm travel and accommodation plans
arrange local transportation between hotel, and annual program and
generally act as a good host

obtaining from the program committee

titles
abstracts
biographical information of speakers
schedule for the annual program from the program committee, and
(if applicable) student or other speaker papers

discussing with the program chair the format of the annual program and types of files to be sent
creating and printing copies of the annual program for all the participants

Budget

developing a budget for approval by the Board annual program-- income should equal annual program expenses
keeping all checks and cash in a safe place or work with the Treasurer until deposited
using a two-copy receipt book for on-site registration
submitting all financial activities to the committee chair who will forward them to Treasurer
providing the Treasurer with a cover memo detailing the source of funds for deposit or the services/materials that are the subject of an invoice.
preparing receipts to be signed by the recipient of cash
sending Treasurer all registration forms, receipts for expenses, cash, and checks after recording each check number on the person’s registration form and copying all checks Have a receipt book for registrants who request receipts.
possible expenses:

badges and badge holders
program package
meals: Breakfast (Saturday), Lunch (Saturday), Coffee breaks (Saturday AM & PM)
keynote speaker honorary fee
panelists gifts
participants souvenirs

Meals

Friday dinner, Saturday breakfast, morning refreshments, lunch, and afternoon snacks
meals should balance between too rich and too bland
breakfast buffets are recommended
box lunch are preferred
consider local specialties for the lunch
food and drink are more important factors than setting and entertainment.
balancing plain meat and rolls, vegetables and other vegetarian items and fancier foods
lighter menus are acceptable if restaurants are within easy walking distance.
estimating 5% of total attendance (registrants, speakers) will be no-shows
planning and arranging all the necessary meals and refreshments, including location, menu, and cost

Publicity/Hospitality

display brochures, membership application forms
conducting drawing or other activity to generate interest in the annual program if desired
displaying history and culture of host city and region
including URLs for any useful websites
preparing a list of recent job postings, or continuing education/professional development opportunities
working with Public Relations Committee and considering submitting announcements to other chapters, or organizations within or not in the local site
communicating weather reports or last minute notices to attendees via email
having a copy of local bus routes and schedules and a city map available.
sending letters to area libraries, universities, library schools, and Chinese Community to invite more to the annual program
keeping close contact with the PR committee to arrange for media coverage of the program
arranging publicity with local media and site publications possibly with the help of site relations or CALAMW members
discussing tourist attractions and any special events that may be occurring during the annual program
arranging for local tour companies to offer city tours, tours of local university campuses, group attendance at any special events, etc
deciding whether these events be self-serve OR to purchase tickets in advance
managing the process of transporting attendees to these events
deciding what would be most appealing to conference attendees and arranging for tours or equivalent opportunities
soliciting and obtaining sponsors for the annual chapter annual program
designating a committee member as chaperone and tour guide for the tour

	CALA Midwest Chapter
Home \| News \| Officers \| Committees \| State Contacts \| Annual Programs \| Publications \| Forms \| Join CALA Local Arrangements Committee - CALAMW The Local Arrangements Committee (LAC) is appointed by the chapter president. It is a part of the Program Committee, and led by Program Committee Chair, Vice President/President Elect. The Chair of LAC is a Co-Chair of the Program Committee. This guideline is meant to provide a resource and a guide for the local arrangements chair and committee. LAC is encouraged to also consult recent program websites, past local arrangements chairs, CALAMW Board members, and long-time chapter members. Certain details of the local arrangements vary from year to year, but any major changes should be discussed with the Chapter officers. The committee is responsible for: Communicating with ProgramCommittee, Board and Host Site Program Facilities Hotel/Travel/Directions Registration Budget Meals Publicity/Hospitality Communicating with ProgramCommittee, Board and Host Site obtaining from the program committee, as early as possible, specific information about the planned annual program, including the date of the annual program the precise time for starting and ending the annual program the approximate number of persons expected to attend the annual program the rooms required for the annual program the required special equipment, such as overhead projectors, slide projectors, movie projectors, computers, and other audiovisual equipment, as well as all appropriate and requested software specific details on requirements for any luncheon, snacks, refreshments or overnight accommodations obtaining approval and support from the host/co-host to hold the annual program arranging for the director, dean, or other official to give welcoming remarks at the beginning of the annual program meeting with host security to discuss the arrangements for any needed security protection during the annual program and providing the security office with a copy of the annual program schedule dealing with any local arrangements issues that arise during the annual program finding a sufficient number of volunteers to help on-site throughout the annual program usually these volunteers are local librarians, library students, or Friends managing on-site registration, setting up and cleaning up publication or literature displays (if applicable), monitoring workshops, sessions, breaks, and meals for possible problems, and generally providing help as needed arranging for technology help from the site to be available during the annual Program Facilities reserving a large room to accommodate all participants reserving a projector, blackboard or whiteboard, chalk/markers and erasers a registration area, usually a lobby area a place for refreshments, preferably near the registration and exhibits areas an exhibit area located near registration and refreshments and provided with tables for any displays a dining area for meals checking the rooms for readiness just prior to the annual program arranging for parking for the annual program, and obtaining any required parking passes/permits, to be distributed upon arrival rather than through the mail if possible making arrangements with the host facilities office to ensure that buildings and rooms are unlocked and properly heated or cooled during the annual program making sure that facilities are accessible to all attendees Hotel/Travel/Directions developing a list of area hotels and motels with addresses, phone numbers, and prices helping make reservations keeping costs down by asking for discounts based on the number of people considering special features such as a free (continental) breakfast or van transportation between the hotel and program site providing the webmaster or Web Committee with any needed information: a description of the site directions to the site from all directions a site map with buildings and parking facilities to be used clearly indicated room locations for program events cost of meals and meal options a list of area hotels and motels with addresses, phone numbers and prices placing signs leading from the edge of the site to the parking lots and from the parking lots to the registration site attending to any local travel arrangements for speakers from outside, including obtaining information on transportation from the airport and on rental cars as well as calling a cab, or finding a volunteer to transport the speaker where needed Registration creating registration form including registrant name, affiliation, address, phone, fax, email address, also membership status, first time attendee check box, vegetarian and/or other meal preference setting up deadlines for mailing form(s), checks, and address(es) recommending registration fees with lines for amounts and totals producing and posting the preliminary program along with the registration form providing info for the Web Committee to place all materials on chapter website preparing program packet including banner (for the meeting room) agenda annual program registration form host site information chapter brochure new member application form mentor program registration form (if applicable) library tour information (if planned) lists of Local Arrangements Committee and Program Committee members speaker biographies list of registrants restaurant guide local map(s), city visitors guide or similar literature other announcements administering pre-registration and on-site registration keeping careful records (in a spreadsheet preferably) of registrants and their payments organizing a group of volunteers to assist with registration at the annual program preparing folders for annual program attendees with the program a badge (preferably the plastic hanging type) with the person’s name and affiliation a site map a list of pre-registered participants with affiliation and e-mail addresses, other materials such as paper, notepad, pen, and information about the host site appointing a member to take special responsibility for each guest speaker confirm travel and accommodation plans arrange local transportation between hotel, and annual program and generally act as a good host obtaining from the program committee titles abstracts biographical information of speakers schedule for the annual program from the program committee, and (if applicable) student or other speaker papers discussing with the program chair the format of the annual program and types of files to be sent creating and printing copies of the annual program for all the participants Budget developing a budget for approval by the Board annual program-- income should equal annual program expenses keeping all checks and cash in a safe place or work with the Treasurer until deposited using a two-copy receipt book for on-site registration submitting all financial activities to the committee chair who will forward them to Treasurer providing the Treasurer with a cover memo detailing the source of funds for deposit or the services/materials that are the subject of an invoice. preparing receipts to be signed by the recipient of cash sending Treasurer all registration forms, receipts for expenses, cash, and checks after recording each check number on the person’s registration form and copying all checks Have a receipt book for registrants who request receipts. possible expenses: badges and badge holders program package meals: Breakfast (Saturday), Lunch (Saturday), Coffee breaks (Saturday AM & PM) keynote speaker honorary fee panelists gifts participants souvenirs Meals Friday dinner, Saturday breakfast, morning refreshments, lunch, and afternoon snacks meals should balance between too rich and too bland breakfast buffets are recommended box lunch are preferred consider local specialties for the lunch food and drink are more important factors than setting and entertainment. balancing plain meat and rolls, vegetables and other vegetarian items and fancier foods lighter menus are acceptable if restaurants are within easy walking distance. estimating 5% of total attendance (registrants, speakers) will be no-shows planning and arranging all the necessary meals and refreshments, including location, menu, and cost Publicity/Hospitality display brochures, membership application forms conducting drawing or other activity to generate interest in the annual program if desired displaying history and culture of host city and region including URLs for any useful websites preparing a list of recent job postings, or continuing education/professional development opportunities working with Public Relations Committee and considering submitting announcements to other chapters, or organizations within or not in the local site communicating weather reports or last minute notices to attendees via email having a copy of local bus routes and schedules and a city map available. sending letters to area libraries, universities, library schools, and Chinese Community to invite more to the annual program keeping close contact with the PR committee to arrange for media coverage of the program arranging publicity with local media and site publications possibly with the help of site relations or CALAMW members discussing tourist attractions and any special events that may be occurring during the annual program arranging for local tour companies to offer city tours, tours of local university campuses, group attendance at any special events, etc deciding whether these events be self-serve OR to purchase tickets in advance managing the process of transporting attendees to these events deciding what would be most appealing to conference attendees and arranging for tours or equivalent opportunities soliciting and obtaining sponsors for the annual chapter annual program designating a committee member as chaperone and tour guide for the tour