| Minutes |CPC | CE | Exhibit/Sponsor | Facilities | Finance | Hospitality | Program | Publicity | Registration

Conference Planning Committee (CPC)

The CPC is the main committee to which all others report and is made up of the Annual Meeting 2007 Co-Chairs from each Chapter.

  • Serve as liaison to the Midwest Chapter Board, the Midcontinental Chapter Executive Committee, the ICON Library Consortium (ICON) and the Iowa Library Association Health Sciences Subdivision (ILA HSS). Send appropriate invitations, notifications and reports to each organization. Request seed grants from Chapters.
  • Attend 2004/2005/2006 Midcontinental and Midwest Chapter meetings and meet with program/organizing/local arrangements committees.
  • Select hotel and dates.
  • Select meeting theme.
  • Oversee activities, approve budgets and receive reports from all other committees.
  • Manage the schedule grid. Work with appropriate committees to assign times for CE, business meetings, programs, exhibits, socials and entertainment and other events.

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Continuing Education (CE) Committee

The CE Committeee will work closely with the Chapter Education Committees.

  • Schedule at least one day of course offerings.
  • Identify and select courses and instructors in accordance with the meeting theme and educational needs.
  • Serve as liaison to instructors, including issuing invitations and arranging contracts.
  • Ensure that MLA continuing education credit is offered for all courses.
  • Work with the Facilities Committee to arrange classrooms, equipment, utilities, technology support and transportation to off-site events.
  • Work with the Publicity Committee to announce and publicize courses.
  • Work with the Registration Committee on issues related to course enrollment.
  • Submit a budget to the CPC, including instructor stipends, travel expenses and CE registration fees.
  • Work with the Finance Committee to manage contracts and payments to instructors.
  • Identify and schedule course facilitators. Oversee courses during the meeting.
  • Report to the CPC on a regular basis. Final report due January 1, 2008 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Exhibit/Sponsor Committee

The Exhibit/Sponsor Committee is responsible for obtaining significant funding for the meeting from exhibitors, advertisers, sponsors and other sources.

  • Serve as liaison to exhibitors, advertisers, sponsors and other funding organizations.
  • Identify and track potential and actual exhibitors, advertisers, sponsors and other funding organizations.
  • Work with the Publicity Committee to create and distribute exhibitor and sponsor invitation materials.
  • Attend the Midcontinental and Midwest Chapter 2006 Meetings and personally invite exhibitors and sponors to participate in the 2007 meeting.
  • Set exhibit fees and sponsorship amounts.
  • Work with Facilities Committee and meeting planners for the 2008 Midcontinental and Midwest Chapter meetings to arrange space, utilities, equipment and technology support for meeting publicity.
  • Work with the Facilities Committee to arrange rooms, utilities, equipment and technology support for exhibits and sponsored events.
  • Work with the Publicity Committee to announce and publicize exhibitor and sponsor activities.
  • Thank all exhibitors and sponsors personally during the meeting and by mail following the meeting.
  • Submit a budget to the CPC, including exhibit materials and fees and donations.
  • Work with the Finance Committee to manage exhibit finances, including contracts, payment of expenses, and deposit of fees and donations.
  • Report to the CPC on a regular basis. Final report due January 1, 2008 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Facilities Committee

The Facilities Committee works closely with the hotel and other facility providers to arrange space, food, utilities, equipment and technology support for the meeting.

  • Arrange for sites, rooms, equipment, utilities and Internet access for all sessions and exhibits.
  • Arrange for all meals and food provided as part of the conference, except dine-arounds hosted by the Hospitality/Social Committee.
  • Identify and provide an on-site technical support person for each session and for the exhibit hall.
  • Work with the CE Committee to arrange classrooms, equipment, technology support and transportation to off-site events.
  • Work with the Program Committee to arrange rooms, equipment, technology support and transportation to off-site events.
  • Work with the Exhibit/Sponsor Committee to arrange rooms, utilities, equipment and technology support for exhibits and vendor events.
  • Work with Publicity Committee and meeting planners for the 2008 Midcontinental and Midwest Chapter meetings to arrange space, utilities, equipment and technology support for meeting publicity.
  • Work with the Hospitality/Social Committee to arrange sites, rooms, food, equpiment, utilities, technology support and transportation to off-site events, including the Welcome Reception.
  • Work with the Hospitality/Social and Registration Committees on signage and to arrange space, equipment, utilities and technology for on-site hospitality and registration booths.
  • Submit a budget to the CPC, including room, equipment, utility, Internet and travel expenses.
  • Work with the Finance Committee to manage payments for facilities.
  • Report to the CPC on a regular basis. Final report due January 1, 2008 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Finance Committee

ICON will manage all accounts and finances for the meeting, with assistance from an ILA HSS representative.

  • Maintain budgets and ledgers.
  • Manage bank accounts, finances and contracts.
  • Pay invoices in a timely manner.
  • Serve as liaison to all other committees regarding finances and contracts.
  • Report to the CPC on a regular basis. Produce itemized financial statements with reports and on demand. Final itemized report due January 1, 2008.

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Hospitality/Social Committee

The Hospitality/Social Committee provides local information and arranges for fun, exciting events and meals before and during the meeting.

  • Host a Welcome Reception with entertainment at the McGoogan Library of Medicine.
  • Work with the Facilities Committee to arrange sites, rooms, food, equpiment, utilities, technology support and transportation to off-site events, including the Welcome Reception.
  • Work with the Facilities and Registration Committees on signage and to arrange space, equipment, utilities and technology for on-site hospitality and registration booths.
  • Provide attendees with information about the host city, maps, restaurants, shopping, music, cultural sites, etc.
  • Arrange hosts and restaurants for dine-arounds.
  • Identify, plan and schedule local events, such as tours, trips to tourist attractions, etc.
  • Plan and host additional entertainment event(s).
  • Set fees for event tickets, if appropriate.
  • Submit a budget to the CPC, including event expenses and ticketing.
  • Work with the Finance Committee to manage event finances, including payment of expenses and deposit of tickets costs.
  • Report to the CPC on a regular basis. Final report due January 1, 2008 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved

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Program Committee

The Program Committee is responsible for managing speaker and presenter sessions.

  • Schedule program sessions, including at least two plenary speakers; a breakout session; contributed papers and poster sessions; and NLM, NN/LM and MLA updates.
  • Identify and select invited speakers and presenters in accordance with the meeting theme.
  • Manage contributed paper and poster sessions, issuing invitations and selecting presenters.
  • Serve as liaison to all speakers and presenters, including issuing invitations and arranging contracts.
  • Identify and schedule speaker and presenter facilitators. Oversee sessions during the meeting.
  • Work with the Facilities Committee to arrange meeting rooms, equipment, utilities, technology support and transportation to off-site events.
  • Work with the Publicity and Registration Committees to develop, publish and distribute the pre-registration program and final program booklets.
  • Thank all speakers personally during the meeting and by mail following the meeting. Small gifts for invited speakers are recommended.
  • Submit a budget to the CPC, including speaker and presenter stipends and travel expenses.
  • Work with the Finance Committee to manage contracts and payments to speakers and presenters.
  • Report to the CPC on a regular basis. Final report due January 1, 2008 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Publicity Committee

The Publicity Committee is responsible for the web site, publications and meeting promotion.

  • Develop a logo and graphic identify for the meeting.
  • Create and manage the meeting web site. Publish the preliminary program, final program, speaker materials, etc. on the web site.
  • Publicize the meeting in many venues, including email lists, web sites and newsletters (esp. MLA News).
  • Create and staff a publicity booth and issue an invitation at the 2006 Chapter meetings in Louisville, KY and St. Louis, MO.
  • Work with the CE Committee to announce and publicize courses.
  • Work with the Program and Registration Committees to develop, publish and distribute the pre-registration program and final program booklets.
  • Work with the Exhibit/Sponsor Committee to create and distribute exhibitor and sponsor invitation materials.
  • Work with the Exhibit/Sponsor Committee to announce and publicize exhibitor and vendor activities and sponsorships.
  • Work with the Registration Committee on registration packets, forms and other publicity materials.
  • Submit a budget to the CPC, including advertising, publicity materials, exhibit and travel expenses.
  • Work with the Finance Committee to manage payments for publicity activities.
  • Report to the CPC on a regular basis. Final report due January 1, 2008 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Registration Committee

The Registration Committee works closely with the Publicity and Continuing Education Committees to manage communication with attendees.

  • Sets registration fees and deadlines.
  • Manage paid and complimentary registration for the meeting and collect registration fees.
  • Work with the Program and Publicity Committees to develop, publish and distribute the pre-registration program and final program booklets.
  • Develop and distribute registration badges and packets.
  • Work with Exhibit/Sponsor Committee to solicit materials for registration packets.
  • Work with the CE Committee to manage registrations for courses and collect course registration fees.
  • Work with the Hospitality/Social and Facilities Committees on signage and to manage and staff on-site hospitality and registration booths.
  • Submit a budget to the CPC, including materials, mailing and registration fees.
  • Work with the Finance Committee to manage payments for registration activities and deposits of registration fees.
  • Report to the CPC on a regular basis. Final report due January 1, 2008 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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