CARL Program Planning Manual, Appendix B2
A. PLANNING
| HOTEL ACCOMMODATIONS. You need to reserve overnight accommodations well in advance for your speakers. | |
| ________ | PUBLICITY. News releases should go to the CARL Newsletter. If time permits, releases may be sent to professional journals such as American Libraries or Library Journal. Addresses for these publications appear in Appendix F. Be sure to allow two to three months advance notice when sending publicity to national publications. (See also FLYERS) |
| ________ | CONTACT PERSON. Be sure to identify the liaison with the hotel, library, restaurant, etc. and know who will be there for your event. |
| ________ | DEPOSITS. Required in advance, usually, for rooms, meals etc. |
| ________ | SEED MONEY. Request on form in Appendix E. Maximum is $300. |
| ________ | HANDOUTS. Provide written materials to attendees i.e. bibliographies. Speakers handouts, etc., when they enhance the program. |
| ________ | BREAKS. Coffee tea, soda water, juice, etc. Be sure to plan for breaks. You might not need one, but your audience will. |
| ________ | MEALS. Offer a vegetarian choice, if possible. Note day final count is due. Be sure to ask what additional fees are tacked on to the stated menu price (tax and gratuity--overall a minimum 21% extra charge, usually). Indicate whether you want a buffet or a served meal. If desired, ask if there is an option of two main courses, e.g., fish and beef, in addition to vegetarian. |
| ________ | SPEAKER. Be sure to confirm the time/place of meeting and any agreed upon expenses, e.g., honorarium, travel reimbursements, in writing, usually at least two weeks before the program. Identify your speaker to your contact at the restaurant, or hotel, etc. so the speaker is served first. |
| ________ | TRANSPORTATION. Plan who will pick up and deliver the speaker to and from the airport, hotel, conference, etc. site. |
| ________ | TAPE/CASSETTE RECORDERS. CARL collects cassette tapes of the programs. Tapes are also helpful for you to have as you write summaries of the program. Inquire whether recorders are available. If so, there are usually extra charges. Tapes can often be supplied for a price, but it is less expensive to bring your own. You need to get the permission of the speaker to tape him/her. It is a nice touch to give the speaker a copy of his/her talk. Send a copy of the tape to the CARL Archivist. |
B. MAILING
| ________ | ENVELOPES. Consider whether you need to mail out flyers for the event. |
| ________ | POSTAGE. Some institutions are willing to support CARL by covering mailing costs; use such help, if it is available. |
| ________ | FLYERS. (See also PUBLICITY). Should be mailed fou to five weeks in advance of the event. Have a cut-off date: have map and/or directions, a CARL person to contact for more information, staggered costs for CARL members and non-members option to join CARL, etc. Try for attractiveness, simplicity and clarity |
| ________ | PARKING. Indicate on the flyer whether parking is available. If there is a pay lot, inquire into the hotel's policy on validation, and, if one, state it on the flyer. |
| ________ | MAPS. Often the hotel or institution has maps which can be transferred to your flyer. |
| HEAD TABLE. Decide whether to have one or not. Note the number to seat at it and their placement: raised dais or not; microphones or not, etc. Have the speaker served first; identify him/her to the restaurant, etc. | |
| _______ | PODIUM. Free standing or portable. Should be discussed in conjunction with the placement of the microphone and taping equipment. |
| _______ | MICROPHONES. Note number needed and their placement (aisle, head table, podium, etc.). |
| _______ | AV. Microphones, slide projector, overhead projector, screen, extra bulbs, extra extension cords, etc. |
| _______ | BLACKBOARD. Be certain erasers and chalk are also available. |
| _______ | SEATING. Classroom, theatre, dinner tables, etc. Ask for choices. |
| _______ | TABLES. For meetings with a meal, rounds of 8 are nice; rounds of 10 are too large for table conversations, but are expedient for large groups. Six foot or eight foot long tables are also possibilities. For some programs, determine if chairs alone or chairs at table are best. |
| _______ | SECURITY. Ask what security is available if you plan to have you group leave the room for a period of time (to visit exhibits, to eat in another room, etc.). |
| _______ | WATER. For speakers, dinner table, tables in back of the room for large programs, etc. Do not assume the host hotel or institution will provide water unasked. |
| _______ | FLOWER OR OTHER TABLE DECORATIONS. If desired, keep them simple and include them in your budget. |
| _______ | REGISTRATION TABLES. Request one or two with table cloths, be placed at the entrance to the room. Use for displaying name tags, check-off sheet for attendees, payment at the door, CARL membership application blanks, program evaluation forms, etc. Have one or more of you committee members on duty. |
| _______ | MEMBERSHIP BLANKS. Have available on registration table for new CARL memberships or renewals. |
| _______ | NAME TAGS. Have them prepared in advance to add polish to an event. Use large lettering and include institution. Coordinate tag with menu selected, if choices (red dot for beef, green for vegetarian etc.). |
| _______ | RECEIPT BOOK. Have one for individuals paying at the door. |
| _______ | SIGNS. You need to provide directional signs to parking lots, or to the correct conference room. Often the hotel or institution lists the event in its lobby, but additional directions are appreciated by the attendees. |
D. FOLLOW-UP
| _______ | ATTENDEES. Prepare a list of attendees and their affiliations for the CARL Membership Chair. |
| _______ | PROGRAM SUMMARY. Assign responsibility for preparing a summary. |
| _______ | Prepare and submit summary to the CARL Newsletter (see "Publicity") |
| _______ |
YOUR NOTES AND COMMENTS (Send them to the Vice-President in your region so these sheets can be improved, please).