PROGRAM SUBCOMMITTEE (CONFERENCE)

PURPOSE

􀂃 The Program Subcommittee is responsible for the development, confirmation, and coordination of educational programming for the AzLA Conference.

COMMON ISSUES AND GOALS

􀂃 The goals of the subcommittee are to provide quality programming for the AzLA Conference and to coordinate with other conference subcommittees on events necessary to the success of the AzLA Conference. As issues within the subcommittee arise, they

shall be addressed by consulting the current AzLA Conference Committee and/or chairs, past Program Subcommittee chairs, the AzLA president elect, and appropriate members of the AzLA Executive Board.

LEADERSHIP

􀂃 Membership of this subcommittee shall consist of the following AZLA members in good standing:

o Co-Chairs: the AZLA President will appoint the Co-Chairs.

o One representative from each division: a representative from each division shall be appointed by the respective President or Chair to represent the broad programming interests of the AzLA membership.

o One representative from each interest group: a representative from each interest group shall be appointed by the respective President or Chair to represent the broad programming interests of the AzLA membership.

􀂃 Co-Chairs will each serve a two year staggered term, with a new appointment made each year to replace the outgoing Co-Chair. All other subcommittee members shall serve for one year and may be reappointed.

DUTIES AND RESPONSIBILITIES OF CO-CHAIRS

􀂃 Develop and distribute Program Proposal forms to the AzLA Membership through all available communication media.

􀂃 Coordinate with the Conference Committee Co-Chairs to set meeting schedule and develop timeline.

􀂃 Attend Conference Committee meetings and update Conference Co-Chairs on a regular basis.

􀂃 Coordinate with Awards Chair for information about award winners, and for award event(s) details.

􀂃 Coordinate with Adult Author Chair for presenting and signing author information.

􀂃 Provide speaker and program information in electronic format on a current basis to webmaster for AzLA Conference website.

􀂃 Contact and meet with Program Subcommittee members as needed to transact subcommittee business.

􀂃 Receive and track completed Proposal Forms via electronic database.

􀂃 Review submitted program proposals.

􀂃 Schedule selected programs, track speakers and AV requirements via electronic database.

􀂃 Produce Preliminary and Master Program.

􀂃 Develop speaker list for Hospitality Chair and arrange for Speaker Information Packet to be distributed.

􀂃 Attend Conference and Conference Events.

􀂃 Review Conference attendees’ Evaluation Forms.

􀂃 Maintain and update as needed a Program Subcommittee Notebook for succeeding Co-Chairs.

DUTIES AND RESPONSIBILITIES OF PROGRAM SUBCOMMITTEE

􀂃 Attend Program Subcommittee meetings.

􀂃 Review submitted program proposals.

􀂃 Develop programs and pursue speakers of interest to each Subcommittee member’s respective Division or Interest Group.

􀂃 Contact speakers, negotiate fees, determine AV requirements.

􀂃 Submit finalized programs, speaker information, expenses, and AV requirements in electronic format to Program Subcommittee Co-Chairs.

􀂃 Attend Conference, introduce speakers, and distribute speaker gifts.

􀂃 Contact succeeding respective Program Subcommittee member and provide an overview of the duties and responsibilities of the Program Subcommittee.

BUDGET

􀂃 All Program Subcommittee expenditures (honorariums, travel expenses, etc) must be preapproved by the Program Subcommittee Co-Chairs.

􀂃 Program Subcommittee Co-Chairs will coordinate with the Conference Treasurer concerning speaker reimbursement forms and corresponding procedures.