PURPOSE

􀂃 To plan and present an annual conference.

COMMON ISSUES AND GOALS

􀂃 The Conference Committee strives for continual improvement in the annual conference, and to keep it relevant to library interests and issues.

LEADERSHIP

􀂃 Co-Chairpersons appointed by the AzLA President to serve alternating two-year terms. The conference chairpersons appoint committee members. Director of the agency appoints one staff member of the Arizona State Library.

􀂃 Members serve a one-year term and may be re-appointed for an unlimited number of terms. President or Co-Chairs will appoint vacancies.

􀂃 Program subcommittee consists of one representative from each division and interest group, appointed by the representative President or Chair.

DUTIES AND RESPONSIBILITIES

􀂃 Prepare welcome letter with meeting dates, times, and location for conference committee members.

􀂃 Create email group of conference committee members and update as needed.

􀂃 Prepare meeting agendas and disseminate information between meetings.

􀂃 Formulate policies and procedures relating to the annual conference.

􀂃 Develop conference budget.

􀂃 Determine overall conference schedule, calendar, etc.

􀂃 Handle all logistics of the annual conference.

􀂃 Determine cut off dates for early bird and pre-conference registration.

􀂃 Follow-up on online registration form and problems with registering.

􀂃 Propose exhibit and registration fees for approval by Executive Board.

􀂃 Report to the Executive Board at every Board meeting and copy AZLA President on all minutes and other significant correspondence.

􀂃 Develop conference theme & stationery.

􀂃 Author Signings: Committee is responsible for obtaining authors as well as obtaining books related to signings.

􀂃 Determine charitable organization for book donations.

􀂃 Write grant and final grant report for MPLA funding of pre-conference program.

ô€‚ƒ Awards: provide Conference Manager with details on award recipients and procedures for Awards Banquet. This includes contacting sponsors of awards to see I they will attend lunch. Also, committee responsible for providing accurate number of meals (comp or not)

prior to pre-registration deadline.

􀂃 Hospitality: communicate with speakers, meet & greet speakers, escort speakers when necessary, arrange for speaker gifts.

􀂃 Programming: development and confirmation of educational topics and speakers.

􀂃 Publicity: general conference publicity for AzLA Newsletter, AZLA Web Page and other media.

􀂃 Agenda: assignment of dates, times and locations for various program functions for the printing of preliminary Program.

􀂃 Program Booklets: provide Conference Manager with final copy for program speakers, times, topics, descriptions etc. needed to publish preliminary & final Program Booklets.

􀂃 Sponsorships & Prizes: any solicitation of exhibitor prizes or sponsorship revenue for speakers and events.

􀂃 Purchase all conference ribbons and stuff ribbons in pre-registration packets.

􀂃 Update conference evaluation.

􀂃 Novelty Sales: arrange for sales of novelty items such as t-shirts, tote bags, logo items, etc.

􀂃 AzLA Membership Booth: work with Membership Chair to operate the AZLA Booth in the exhibit hall including setup and teardown that are done during the same time slot allotted to exhibitors.

􀂃 Handle logistics of collecting and depositing money from AZLA table in exhibit hall.

􀂃 Finances: Conference Treasurer will receive from Conference Manager all advance registration and booth revenue, deposit same in Conference bank account and prepare appropriate financial statements thirty (30) days after conclusion of Conference. Treasurer will also take over administration of unpaid purchase orders/invoices from Conference Manager.

􀂃 Speaker airfare arrangements: handling flights for out-of-state speakers usually coordinated with Conference Travel Agency.

􀂃 Speaker Information: Provide Conference Manager with comprehensive listing of all speakers to include name, address, telephone and fax number with program committee person responsible for that speaker. This is to be provided prior to printing of preliminary

program. Necessary adjustments should be given as needed thereafter. Conference Manager should also receive copies of all contracts with speakers and/or entertainment.

􀂃 Follow up on all conference details.

􀂃 Conference Committee is responsible for developing, organizing and manning an Internet Center and/or Recruitment Center should the Conference Committee decide to arrange for one.

􀂃 Prepare final report on conference and evaluation feedback for Executive Committee.

􀂃 Write thank you notes to conference committee members.

􀂃 Revise the handbook to keep it current and reflect existing practices.