Mississippi Library Association

Chapter Five: Conference

Vice President
Local Arrangements Committee
Hospitality Committee
Registration Committee
Exhibits Committee
Poster Sessions Committee

Vice President
1. Serves as general Conference Chair and is responsible for
  planning the overall conference program, coordinating all details
  of the conference, and working with the Executive Board, Executive
  Secretary, and conference committees concerning conference
  plans.
2. Appoints conference committee chairs soon after election to the
  office and calls a planning meeting at the annual conference.
  Conference committees are:
  1. Local Arrangements Committee
  2. Hospitality Committee
  3. Registration Committee
  4. Exhibits Committee
  5. Poster Sessions Committee
3. Works with each conference committee chair to appoint committee
  members.
4. Performs conference duties (Also see Officer section of Handbook) as follows:
  1. Selects conference theme.
  2. Plans all general session programs, making all necessary
    contacts and arrangements.
  3. Works with chairs of all Sections, Round Tables, and
    committees, especially Mississippi Authors Awards Committee, in
    planning conference programs.
  4. Works with President and Treasurer to keep program planners
    within their MLA allocated funding and to keep overall conference
    costs within budget.
  5. Notifies Local Arrangements Chair of any equipment or overnight
    housing needs of general session speakers.
  6. Works closely with Local Arrangements Chair in planning the
    schedule, making meeting room assignments, choosing menus for all
    meal functions, receptions, table decorations, seating
    arrangements, required equipment, etc.
  7. Notifies Hospitality Chair of any general session speakers
    needing transportation and of flowers or other decorations needed
    at general session meetings, meal functions, and receptions.
  8. Works with Registration Chair in planning details of
    pre-registration, on-site registration, required equipment, signs,
    badges, meal tickets, registration packets, etc.
  9. Prepares pre-conference mailing in conjunction with the
    Registration Committee Chair.
  10. Arranges for printing of conference program.
    1. Contacts the Mississippi Library Commission early in the summer
      to schedule printing and to determine copy deadlines.
    2. Determines the number of copies to be printed and the costs to
      be incurred.
    3. Works with Exhibits Committee Chair to try to get funding for
      printing supplies from exhibitors.
    4. Arranges for distribution of the program at the conference
      through the Registration Committee.
    5. Obtains list of exhibitors’ names and addresses for
      inclusion in the conference program.
    6. Reminds the President to write the welcome for the
      program.
  11. Supplies Publicity Committee Chair with black and white glossy
    photographs of general session speakers, conference theme,
    schedule, etc.
  12. Works with the editor of Mississippi Libraries and the
    Publicity Committee Chair to include conference publicity in the
    journal.
    1. Pre-conference publicity should go in the Fall issue and may
      include black and white glossy photos of speakers, speaker
      biographies, conference artwork, schedule, program information,
      etc.
    2. Post-conference publicity should be published in the Winter
      issue and may include a conference article and photos.
  13. Hosts the reception for the President during the conference,
    making necessary arrangements for the reception with the Local
    Arrangements and Hospitality Committees. The reception is usually
    held in the President’s suite.
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Local Arrangements Committee
1. Pre-conference
  1. Confer with hotel sales and catering office personnel in
    January to determine exact room sizes, hotel regulations, equipment
    hotel can furnish, confirm conference dates, etc.
  2. Works with the Vice President to prepare a brief local
    arrangements form for distribution at first Executive Board meeting
    of the year. (See sample at end of conference section.)
    1. Form should go to all Section, Round Table, and committee
      chairs as well as to ALA, SELA, USM School of Library and
      Information Science, and to the Beta Phi Mu representative and
      others who might need space or equipment for meetings, displays,
      meals, etc.
    2. Form should request the following information: name, phone and
      address of contact person; program title; preferred day and time;
      speaker’s name; program format; estimated attendance;
      registration charge, excluding meals; food requirements; equipment
      needs.
    3. Forms should be returned to Local Arrangements Chair in March
      or April.
    4. As soon as conference schedule is set, dates and times of
      programs should be confirmed with program planners.
    5. Gives the conference schedule and information from these forms
      to hotel sales and catering office in August so that hotel can help
      make room assignments and make suggestions regarding conference
      traffic flow.
  3. Meets often with Conference Chair to discuss specific schedule,
    meeting room assignments, menus for all meal functions, receptions,
    exhibitors’ cocktail party, seating arrangements, required
    equipment, refreshments to be served in the Exhibit Hall, etc.
  4. Confirms with Conference Chair the housing and equipment needs of general session speakers. At the request of the Conference Chair, makes local travel arrangements for general session speakers, including transportation to and from airport, registering at hotel, and notifying the Conference Chair of their arrival.
  5. Pre-registers with the hotel all general session, Round Table,
    and Section speakers needing overnight accommodations. MLA pays for
    general session speakers’ accommodations; Sections and Round
    Tables are responsible for paying for their speakers’ rooms.
    Also, pre-registers any MLA officers or conference committee chairs
    who will be in complimentary rooms. The Conference Chair decides
    who receives complimentary rooms.
  6. Makes plans for the President’s reception with the
    Conference Chair. . Sets up for the reception and serves.
  7. After consulting with Conference Chair regarding room size, color, theme, hotel regulations, etc., arranges for flowers and any other decorations to be used at general sessions, meal functions, and receptions. Consults with hotel regarding storage of flower arrangements. Other groups wanting flowers or decorations are responsible for their own.
  8. Confers with Registration Committee Chair about equipment needs
    for registration. Arranges with hotel for registration money to be
    kept in safe overnight.
  9. As early as possible, asks hotel to set a time when the exhibit
    room will be available for Convention Display to set up booths.
    With Exhibits Chair and Conference Chair, sets the opening time for
    exhibits.
  10. By mid-August finalizes all room and meal prices. Gives menus
    and prices to Registration Chair. Meal prices which will go on the
    registration form must include gratuity and tax. In addition,
    figure in costs for complimentary meals as determined by the
    Conference Chair.
  11. As registration forms are returned, checks often with the
    Registration Chair for totals on ticketed workshops, sessions, and
    meals. Keeps hotel sales and catering office informed so any
    necessary changes can be made in room assignments. Notifies
    Registration Chair of deadlines for accepting on-site reservations
    for meals.
  12. Consults with Conference Chair on seating at head tables at
    general meal functions and arranges for place cards.
  13. Checks on the availability of telephone lines, if needed. Most
    hotels are wired. If the facility is not wired, makes arrangements
    with telephone company to have outside lines installed for any
    group using computers requiring telephone connections. The group
    requesting the line is responsible for all charges. Notifies hotel
    sales and catering office that telephone company will be doing
    work. Arranges to return telephones.
  14. Works with any Section and Round Table needing transportation
    for local tours.
  15. Keeps records of all conversations and correspondence. Notes
    particularly names, addresses, telephone numbers, prices, requests,
    guarantees, etc.
  16. Makes arrangements for hotel parking passes if required.
  17. Gives copies of hotel floor plans to Registration and
    Hospitality Chairs to aid in directing people to meeting
    rooms.
2. Conference
  1. Serves as a welcoming group. The committee should include some members from the host city.
  2. Meets with Executive Board and all conference committee chairs
    to go over details.
  3. Prior to each meeting and meal function, checks seating
    arrangements, microphones, and audio-visual equipment furnished by
    the hotel. Checks electrical cables and cords on floor and near
    podium for possible safety hazard.
  4. As each deadline for meal function arrives, gets total from
    Registration Chair and gives to hotel sales and catering
    office.
  5. Circulates in exhibits area to be sure everything is running
    smoothly. Checks on coffee for exhibitors.
  6. Is available on the floor during the conference to handle any
    problems that may arise and to answer questions.
3. Post-conference
  1. Obtains final billing from hotel as well as any other
    outstanding bills.
  2. Works with MLA Treasurer to assign charges to appropriate group
    and submit to MLA for payment.
  3. Organizes files and turns over to Local Arrangements Chair for
    next year’s conference.
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Hospitality Committee
1. Procures free giveaway materials from the local Convention and Visitors’ Bureau (tourism) body and local businesses to be used in conference bags. There must be enough of each item for all conference attendees.
2. Assembles the conference bags before the conference and gives them to the Registration Committee to be distributed at the registration desk.
3. Procures free giveaway items from local businesses to be used as door prizes in the exhibit hall.
4. Schedules a member to be on duty during exhibit hours to provide hospitality and general assistance. The member will also announce and give away door prizes to exhibit attendees.
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Registration Committee
1. Pre-conference
  1. Prepares a registration form and assists Vice President in
    recommending conference registration fees. The final copy should be
    ready by early August.
    1. The form should include all meals, ticketed workshops and
      sessions, special tours and events, and registration fees.
    2. Consults with the Exhibits Committee Chair regarding a separate
      registration form for exhibitors.
    3. Checks with the Local Arrangements Chair for meal prices and
      with the Conference Chair for program schedules and other
      fees.
  2. Arranges for printing of the pre-registration form. Posts a
    copy of the form on the MLA web page and sends an email alert to
    the list serves.
  3. Arranges for printing of tickets. Tickets for each function
    should be printed on a different color paper and should be ready to
    be put in registration envelopes as the forms are returned.
  4. Solicits or make arrangements for materials donated by vendors
    for use at registration; such as, name tag holders, bags,
    printing.
  5. Handles pre-registration.
    1. Executive secretary sends a photocopy of pre-registrations
      received.
    2. Maintains a count on meals and all ticketed events. Keeps Local
      Arrangements Chair informed of registration figures for each event.
      (This can be done on a database to record selections and a list of
      participants for each event.)
    3. Prints name tags for persons pre-registered and for exhibitors
      and guests.
    4. Prepares and alphabetizes registration packets (envelopes) for
      pre-registered attendees: includes a receipt, tickets, and a
      nametag.
    5. Prepares registration packets for exhibitors and guest
      speakers. (Gives exhibitors’ packets to Exhibits Committee
      Chair to distribute at the conference.)
  6. Executive Secretary places pre-registration forms in
    alphabetical order by name in three-ring binder. These will be kept
    at the registration desk for verification purposes.
  7. Consults with Conference Chair about registration hours.
    (Usually Wednesday 7:15 – 5:00, Thursday 7:30 – 5:00, Friday, 7:30
    - 11:00) Schedule committee members and others to work; include
    staffing until evening meal function begins. Four people are
    required during busy periods, usually Wednesday mid-morning and
    Thursday early morning.
    1. Assembles pre-registration packets for mailing, including
      pre-registration forms, program information flyers, and hotel
      registration forms. Packets should be mailed at least six weeks
      prior to the conference.
    2. Maintains a count on meals and all ticketed events. Keeps Local
      Arrangements Chair informed of registration figures for each
      event.
    3. Works with Fiscal Manager and Executive Secretary to arrange
      for coding of forms as they are received. Makes a photocopy of
      registration form with copy of check or charge slip attached and
      gives to Fiscal Manager.
    4. Gives money, checks, and charge slips to Fiscal Manager.
      Reports total collected to Treasurer.
  8. Consults with the Local Arrangements Chair regarding the number
    of tables and chairs (at least two tables, four chairs), outlets,
    etc., and arrangements for keeping money in the hotel safe.
  9. Gathers all supplies needed for registration desk.
    1. Registration forms.
    2. Plastic nametag badges. Colored adhesive markers may be used to
      designate members, non-members, guests, and exhibitors.
    3. Name tags. Software for producing nametags is available at the
      MLA office and badge kits can be purchased.
    4. Envelopes: small for tickets, money, etc., large for daily
      reports.
    5. Office supplies: stapler, receipt books, pencils, pens,
      markers, scratch paper, clear tape, masking tape, scissors,
      etc.
    6. Computer and printer or other method of preparing nametags on
      site.
    7. Signs for pre-registration and on-site registration.
    8. Collated annual reports of MLA committees, sections, and round
      tables.
    9. Optional: large plastic bags, folders, etc., to give away to
      hold individual registration materials.
2. Conference
  1. Meets with the Executive Board and the Conference Committee
    chairs to finalize details.
  2. Requests $250 from the Treasurer for change.
  3. Places cash box in hotel safe immediately after registration
    closes each day.
  4. Gives Local Arrangements Chair daily registration totals for
    meal functions. Finds out from Local Arrangements Chair the cut-off
    time for registration for each meal function.
  5. Assigns people to collect tickets at all ticketed
    functions.
  6. Gives all money received at the conference to the Fiscal
    Manager. Reports total collected to the Treasurer.
  7. Prepares registration committee report to show final attendance
    figures for each event and total registration figures for the
    conference.
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Exhibits Committee
1. Pre-conference
  1. Committee chair attends Executive Board program planning
    meetings.
  2. Engages services of Convention Display in Jackson for exhibit
    booths. Makes financial arrangements for payment of exhibit booth
    costs with Executive Board approval.
  3. Obtains list of former and potential exhibitors from files of
    former committee chair.
  4. Writes first letter to exhibitors no later than February
    1^st, giving the following information:
    1. Dates and location of conference.
    2. Name of conference headquarters hotel.
    3. Price and layout of exhibit space. Allow exhibitors to list
      preferences in booth location and/or assign booths on a first come
      first served basis. Exhibitors often do not want to be located near
      a particular company or type of company.
  5. Writes a follow-up letter to the companies that have purchased
    exhibit space, including the following:
    1. Location of exhibit room.
    2. Hours the exhibits will be open.
    3. Tentative conference program schedule.
    4. Equipment (tables, chairs, electrical outlets, etc.) available
      through Convention Display.
    5. Shipping instructions. (Number of days prior to the conference
      the hotel will accept prepaid shipments.)
    6. Days and hours the exhibit room will be available for setting
      up displays. Checks with the Local Arrangements Chair to determine
      when the hotel will have the exhibit room available for Convention
      Display to set up booths, then determines the time for Convention
      Display to have the room ready for exhibitors to set up their
      displays. Convention Display handles unaccompanied displays.
    7. The time Exhibits Chair will meet with exhibitors prior to the
      exhibits opening to discuss mutual problems, routines, procedures,
      and suggestions. At this time, the exhibitors may wish to elect a
      spokesperson for the next year.
    8. A reminder that exhibit booth fees cannot be refunded to a firm
      canceling its reservation later than 60 days prior to the
      conference.
  6. Acknowledges receipt of payment if check has accompanied reply
    from exhibitor. Exhibitors should mail checks to to MLA office for
    deposit by Fiscal Manager.
  7. In June, sends a second letter to firms who have not reserved
    exhibit space.
  8. Approximately one month before conference sends a reminder to
    exhibitors of dates, etc.
  9. Confirms with Convention Display the dates, booth assignments,
    required equipment, etc.
  10. Completes diagram of exhibit area as made up by Convention
    Display. Furnishes a copy to the hotel sales and catering office
    and to the Conference Chair.
  11. Schedules committee members to be present when exhibitors
    arrive to offer assistance and information.
2. Conference
  1. Checks on arrivals of unaccompanied exhibit materials and makes
    periodic checks of these during the conference.
  2. Obtains exhibitors’ registration packets and printed
    program from Registration Chair.
  3. Schedules a committee member to be present in the exhibit hall
    during all times the exhibits are open.
  4. Schedules a committee member to be present to open and lock up
    the exhibit hall.
  5. Chair submits a report on the number of exhibitors present for
    the general business session.
  6. Convention Display dismantles and returns unaccompanied
    exhibits at close of conference.
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Poster Sessions Committee
1. Committee Chair
  1. Attends MLA Executive Board meetings as requested by the
    Conference Chair.
  2. Works with Conference Chair in planning times, dates, and
    number of poster sessions.
  3. Schedules individual poster sessions.
  4. Schedules floor managers for each session.
  5. Arranges with the Exhibits Chair for rental of peg boards with
    cork fronts from Convention Display.
  6. Consults with Conference Chair regarding funding of the
    abstract booklet.
  7. Proofreads abstract booklet before it is printed.
  8. Sends acceptance letters to poster sessions presenters.
2. Chair should appoint the following committees:
  1. Publicity
    1. Advertises poster sessions through flyers, mailings, articles
      and an announcement in the spring issue of Mississippi
      Libraries.
    2. Provides a list of poster sessions including days, times and
      topics for the fall issue of Mississippi Libraries.
  2. Review Panel
    1. Composed of approximately eight individuals from across the
      state representing academic, public and community college
      libraries.
    2. Duties include reviewing the poster session applications and
      selecting the most appropriate for presentation at the
      conference.
  3. Abstract booklet
    1. Composed of three to five persons.
    2. Poster Session Committee Chair will provide a list of Poster
      Session Committee members and a copy of each abstract around June
      1^st for inclusion in the booklet.
    3. Committee is responsible for creating, printing, and
      transporting booklets to the conference. Poster Session Committee
      Chair should proofread booklet before it is printed.
    4. Booklets must be at the Poster Sessions area before the first
      session begins.
  4. Floor Managers
    1. Responsible for assisting participants in setting up their
      presentations.
    2. Have on hand supplies such as tape, scissors, stapler and
      staples, and pushpins.
    3. Staffs the poster session’s table. Distribute abstract
      booklets, sign up volunteers for the next year, distribute
      applications for the next year, and answer questions. Displays
      about poster sessions, surveys, and the poster session’s
      scrapbook may also be available here.
3. A photographer should be scheduled to take photographs of each
  poster session for inclusion in the poster session’s
  scrapbook and for submission to Mississippi
  Libraries.
4. Chair appoints a committee member to keep the poster
  session’s scrapbook current and to arrange for its display at
  the conference.

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Chapter Five: Conference

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