CONFERENCE GUIDELINES

III Practice/Procedure

General Policies

A Conference is held each year, usually in early June. Its primary purpose is to provide a forum for the presentation and discussion of professional matters, ideas, views and techniques. The program is designed to be an education medium for members and non-members of the Association. The professional aspects of the Conference are of prime importance to increase the knowledge of the registrants and to make them aware of new and developing practices and technology.

Professional matters must have precedence at Conference. Professional programs may include speakers, panel discussions, education seminars, workshops, demonstrations, contributed paper sessions, poster sessions, field trips to inspect significant libraries and information handling facilities, etc.

An important educational activity during a Conference is the assembly of exhibits displaying equipment, publications, information processing services, consultative services, furniture and other resources which are of need and interest to the library/information profession (displayed by manufactures and vendors of equipment, publications and information-processing services.) Exhibits attract the attention of large numbers of registrants. Adequate time must be available in the overall Conference program to permit registrants to examine the exhibitors’ displays. The support of the exhibit program by the exhibitors results in an important source of income of the Association.

Certain business functions of the Association also take place only during the Conference; for example, the Annual Business Meeting, meetings of the Board of Directors, business meetings of the Divisions, and meetings for the Chapter and Division

Cabinets. Social functions may also be part of the Conference; they may include meal functions, a fund-raising event, open houses, etc. However, social functions shall not take precedence over the professional programs or necessary business activities of the Association and its units.

A. Conference Responsibilities of Board of Directors

1. The Board of Directors has overall responsibility for the policy of each Conference.

2. The Board approves Conference sites and dates of recommendations by the Executive Director (normally nine years in advance), and considers invitations from Chapters, if any, provided that appropriate facilities are available.

3. The Board approves the appointment of the Conference Program Chair as nominated by the President-Elect no later than 24 months before the Conference dates.

4. The Board approves the Conference budget (as part of the total Association budget) at the Fall Board Meeting immediately preceding the Conference.

5. The Board approves the Conference theme no later than 18 months before the Conference dates.

B. Conference Responsibilities of the Association President and President-Elect

1. The President-Elect receives suggestions of members to be considered for nomination as Conference Program Chair and makes a recommendation to the Board for its approval no later than 24 months before the Conference dates.

2. The President-Elect appoints the members of the Conference program Committee thru recommendations of the Conference Program Chair. Normally, there are 5 members of the Conference Program Committee including the Chair.

3. The President officially opens the Conference at the First General Session or, if appropriate, at a Conference-wide session that may precede the First General Session.

4. The President, with the Executive Director, determines whether non-Association organizations may sponsor or hold meetings at an SLA Conference, if such requests are received from other organizations.

5. The President presides at the Annual Business Meeting.

6. The President presides at the awards function.

7. The President, with the Executive Director, determines a list of persons who are to be regarded as guests of the Association during the Conference. The term “guest”, denotes a person who will have complimentary registration – either for one day or more. Complimentary registration is to be available only to non-members. No travel or living expenses are to be paid to “guests” unless they are included in the Association’s Travel Policy.

RESPONSIBLE TO THE BOARD OF DIRECTORS

C. Conference Responsibilities of the Conference Program Chair

1. The Conference Program Chair plans programs for General Sessions and for other Conference wide events, when appropriate.

2. The Conference Program Chair recommends to the President-Elect members for the appointment to the Conference Program Committee, considering possible appointees from the Chapter nearest to the Conference site.

3. The Conference Program Chair designates a member of the Conference Program Committee to be Deputy Conference Chair, who is to be kept fully informed in the event he/she may have to assume the responsibilities of the Conference Program Chair.

4. The Conference Program Chair submits to the Executive Director all proposed expense budget items (either exact or estimated) for General Session speakers (travel, honoraria, housing, etc.) and other program-related expenses by August 1 prior to Conference dates, to the extent these proposed expenses are included in the final budget and all explained to the Board at the Fall Board Meeting immediately before the Conference.

5. The Conference Program Chair operates within the constraints of the Board-approved budget and these “Conference Guidelines”, remembering that a Conference is not to be a deficit operation.

6. The Conference Program Chair works closely with the Director, Events and Director, Marketing, keeping them fully informed of progress relating to General Sessions and other Conference-wide events.

A list of guest speakers for General Sessions should be submitted by the Conference Program Chair to the Associate Executive Director.

7. The Conference Program Chair meets with the Division Cabinet Chair/Chair-Elect at sessions for Division Chair/Chair-Elect:

a. At the Winter Meeting 18 months before Conference;

b. At the Conference 12 months before, and;

c. At the Winter Meeting 6 months before.

These meetings are to inform Division Chair/Chair-Elects of Conference plans, and to give them the information and support necessary to plan and present Division programs at the Conference.

8. The Conference Program Chair works with the Chairs of any Association Committees that may plan program sessions during the Conference to keep them advised of Conference-wide and Division program plans and to coordinate program plans of various Association units to reduce duplication and overlap of program topics and encourage co-sponsored programs where appropriate.

9. The Conference Program Chair presents updated information on General Sessions program planning at all Board meetings prior to the Conference.

10. In keeping the approved Conference Budget, the Conference Program Chair approves bills and invoices which may be incurred locally in connection with the Conference Program Planning, and forwards them to the Director, Marketing for processing payment by the Association Office.

11. The Conference Program Chair communicates with the local Chapter, when appropriate.

12. The Conference Program Chair submits to the Director, Events complete information about the General Sessions both for the preliminary program (which is part of the advance registration mailing) and for the final program (which is distributed at the Conference), as well as requirements for room set-ups and equipment.

13. The Conference Program Chair directs activities of the Conference Program Committee members during the Conference or delegates necessary responsibilities. The Conference Program Chair (or other persons designated by him/her) must resolve problems regarding speakers at General Sessions, which may arise during the Conference. He/She contacts the staff of hotels or convention centers only through the Director, Marketing.

14. The Conference Program Chair presents reports to the Board of Directors meeting immediately preceding and immediately following the Conference.

RESPONSIBLE TO THE BOARD OF DIRECTORS

D. Conference Responsibilities of the Deputy Conference Program Chair

1. The Deputy Conference Program Chair performs duties as assigned by the Conference Program Chair.

2. The Deputy Conference Program Chair immediately assumes the responsibilities of the Conference Program Chair in the event of his/her disability or inability to continue.

RESPONSIBILITIES TO THE CONFERENCE PROGRAM CHAIR

E. Responsibilities of the Conference Program Committee

1. The Conference Program Committee develops a Conference Theme and presents it for approval by the Board of directors no later than the Winder Meeting 18 months before the Conference.

2. The Conference Program Committee submits information for the “Call for Contributed Papers” to the Director, Event for publication in Information Outlook, by the announced date. The Committee may tentatively schedule Contributed Papers Sessions and may later cancel all or part of these Sessions if not enough suitable papers are received, provided that the cancellation is done before the deadline for information to be put into the Preliminary Conference Program.

3. The Conference Program Committee received abstracts or papers which result from the published, “Call to Contributed Papers”; arranges for review of the abstracts or papers submitted; and notifies all authors promptly whether or not the papers have been selected for presentation at the Conference. Papers need not relate to the Conference Theme in order to be selected for presentation as a Contributed Paper. Reviews by person other than members of the Conference Program Committee should be requested for abstracts or papers whose topics are not within the areas of expertise of the Conference Program Committee. Papers which are of narrow interest may be referred to the Chair/Chair-Elect of an appropriate Division where the subject of the paper would seem to be appropriate. A letter must be sent to inform the Division Chair/Chair-Elect and the author(s) of the paper of such referral to a Division. Copies of all papers and referral correspondence are to be sent to the Editor, Serial Publications. The clean, typed original copies of papers, which are accepted as Contributed Papers (together with copies of the acceptance letter(s) are to be sent to the Director, Events. Each author who submits an abstract or paper must be notified of it final disposition.

4. The Conference Program Committee works closely with the Director, Marketing and also with the Division Cabinet Chair/Chair-Elect, and Committee Chairs as appropriate.

5. The Conference Program Committee arranged for persons to meet the speakers before the General Sessions.

6. The Conference Program Committee shall meet with the Conference Chair at the Winter Meeting 18 and 6 months prior, and at the Annual Conference one year prior to the Annual Conference they are assigned to.

RESPONSIBLE TO THE CONFERENCE COMMITTEE CHAIR

1. Each Division is responsible for planning its programs at the Conference. It will plan a professional and educational program for its members. Divisions must not schedule a program at the time of the Association’s Annual Business Meeting, (which is usually scheduled on Wednesday morning).

2. Each Division will hold its business meeting during the Conference before the Division Cabinet meeting (which is usually scheduled on Tuesday evening). Sections of Divisions must hold their Business Meeting prior to the business meeting of the parent Division.

3. Each Division should schedule time for its members to visit the exhibits and encourage them to do so.

4. Division program planning meetings will begin at the Winter Meeting 18 months before the Conference. The Conference Program Chair and Division Cabinet Chair/Chair-Elect will work with the Division Chair/Chair-Elect to help Divisions plan their programs, and to coordinate possible joint programs.

5. Division programs will begin no earlier than the Sunday opening the Conference. On that Sunday Division Continuing Education Courses can’t be held.

6. The ending Thursday of Conference has been designed for Divisions to hold field trips or Continuing Education Courses. (See Policy on Division CE Courses 62(88)).

7. A Division Chair-Elect will be responsible for program planning for the Conference at the end of his/her term as Division Cabinet Chair. In this way each Division Chair-Elect can begin program planning at the Winter Meeting 18 months before the Conference, and can gain experience and provide continuity in planning. (If necessary, another Division member may be designated; but such and alternate must be willing to serve for the full 18 months period, and must attend both Winter Meetings and the intervening Conference).

8. Division Chair/Chair-Elect will meet in two program-planning groups at the Winter Meeting:

One group will be concerned with the upcoming Conference in June of the same year. The Division Cabinet Chair, the Conference Program Chair, the Director, Marketing and the Division Chair will participate.

The second group will be concerned with the Conference in June of the next year; that is, 18 months in advance. The Division Cabinet Chair-Elect, the Conference Program Committee Chair, the Director, Marketing and the Division Chair-Elect will participate.

9. The Division Chair/Chair-Elect are responsible for the submission of specific addresses for the destinations of field trips (if any) to the Director, Events before the announced deadline.

10. Division may deal with Conference hotels only through the Director, Marketing or Director, Events. Meeting rooms are made available by a hotel at no charge to the Association on the assumption that food and beverage functions will be scheduled in the hotel. If too few food and beverage functions are scheduled in a hotel, rental fees will be assessed by the hotel for meeting rooms. Therefore, meal functions outside the official hotel(s) should be avoided except for those in connection with field trips or those which are “hosted” events.

11. Division program events which are open to all Conference registrants and which require either or both transportation or meals (meals either inside or outside the Conference hotel or convention center) will be arranged by the Director, Events. Division Chair/Chair-Elect should inform the Director of their requirements, but they must not make deposit, the Division chair/Chair-Elect must contact the Director, Events who will make the necessary deposit. Rarely is any deposit required more than 3 months before the event. Restaurants will bill the Association Office after the event for meals guaranteed or served. If a restaurant bill reaches a Division Officer, the bill must be forwarded to the Director, Events for payment. No payments can be made at the time f the event. All guarantees for Ticketed Events shall be made to the Director, Events.

12. Tickets for “hosted” events which are limited to members of one or more Divisions (and which are by their nature private receptions or tours) are the responsibility of the parties involved – that is, the host organization and the guest Division(s). Such “hosted” events will be listed in both the preliminary program and the final programs but the actual advance registration for the event must be handled by the guest Division. If tickets are required, the printing and distribution of the tickets are the responsibility of the guest Division or the hot organization.

13. The responsibility for reservation and payment for a Division suite, and any food or materials used in the Division suite, is solely that of the Division, and will be paid directly the Division. The responsibility for reservation and payment for guest rooms is the responsibility of individual registrants.

14. Division Chair/Chair-Elects should refer to the Conference timetable for important deadlines; a timetable with specific dates is prepared and distributed for each Conference.

15. Copies of all correspondence relating to Division program planning should go to the Director, Event, to the Division Cabinet Chair/Chair-Elect, and the Conference Program Chair. Co-ordination of meeting times and the assignment of meeting rooms is the responsibility of the Director, Marketing.

16. Preliminary estimates of room space needs will be requested by the Director, Event during the summer preceding the conference. Preliminary program plans must be sent to the Conference Program Committee Chair by the date specified. Final information for preparation of the preliminary program and registration booklet is usually due to later than November; therefore, Divisions and sections should have done most of their program planning in the summer or early fall.

17. All requirements for space, audiovisual equipment, sound systems, signs, etc., will be handled by the Director, Events, who will provide each Division with the proper forms for requesting this information, including deadlines.

18. Each Division may select a member near the Conference site to assist with local plans if necessary. The local member (that is, a Division Local Representative) may:

a. Suggest field trips to the Division Chair/Chair-Elect.

b. Suggest restaurants in connection with field trips. (When appropriate, menus may also be suggested). Requests for “Ditch treat” meals should be avoided because restaurants will not usually prepare individual checks for large groups.

c. Visit hotel suites only by prior arrangements with the Director, Marketing, so as to inform Division Chair of suite sizes.

19. Biographical sketches and pictures of important non-member guest speakers should be sent to the Conference Program Committee Chair for possible use as news releases.

20. All communication with the Association Office should be made through the authorized Division Planner to avoid confusion and unauthorized transactions.

Division Student Coordinators

Divisions are encouraged to sponsor graduate library and information science school students as guests at the Conference. The Association Student Relations Officer contacts Division student coordinators appointed by the Division Chair to act as Division hosts.

Conference Expenses

Divisions are expected to pay for all expenses they incur during a Conference. Division expense items may include speaker fees, flowers, meals, audiovisual equipment, stenographic or typing services, Division suites, etc. Information on availability and costs of equipment and probable meal costs will be provided by the Director, Event. Division requirements must be returned to the Association Office by the specified deadline.

Meal functions on the first two days of the Conference ordinarily require advance registration and payment, except for hosted functions outside the hotel.

RESPONSIBLE TO THE DIVISION CABINET CHAIR

G. Conference Responsibilities of Association Committee

1. Association Committees may hold working committee meetings during a Conference and may also plan program activities such as speakers, panels, receptions etc. related to the Committee’s charges.

2. Planning for program activities should begin between 18 and 12 months prior to the Conference so that appropriate deadlines for Conference program information may be observed; a timetable with specific deadline dates is prepared and distributed each Conference.

3. The Conference Program Chair will work with Committee Chairs, to provide information on Conference-wide and Division program plans, to reduce duplication and overlap of program topics and speakers and to encourage co-sponsored programs where appropriate.

4. Copies of all correspondence relating to Committee program planning should go to the Director, Events and to the Conference Program Chair.

5. Meeting rooms are made available by a hotel at no charge to the Association on the assumption that food and beverage functions are scheduled in a hotel, or if the group to be served is too small (such as a lunch for a small working Committee meeting), rental fees will be assessed by the hotel for meeting rooms. Therefore, meal functions outside the official hotel(s) should be avoided except for those in connection with field trips or those, which are “hosted” events.

6. Committee program evens which are open to all Conference registrants and which require either or both transportation or meals (meals either inside or outside the Conference hotel or convention center) will be arranged by the Director, Events. Committee Chairs should inform, the Director of their requirements, but they must not make deposits or enter into contracts with hotels, restaurants, or transportation companies.

If a restaurant requires an advance deposit, the Committee Chair must contact the Director, Events who will make the necessary deposit. Rarely is any deposit required more than three months before the event. Restaurants will bill the Association Officer after the event for means guaranteed or served. If a restaurant bill reaches a Committee Chair, the bill must be forwarded to the Director, Events for payment.

7. Budget requests to cover costs of program planned by a Committee for a Conference must be submitted through the Executive Director as part of the Association’s normal budgeting process. Forms are sent out in the summer to be returned in time for the Association budget to be drafted for consideration by the Board of Directors at its Fall Meeting.

8. Committees should remember the cost of audiovisual equipment rental for any working meetings or program sessions. Arrangements for such equipment will be made by the Director, Events but the Committee will be billed for the expense after the Conference.

RESPONSIBLE TO THE BOARD OF DIRECTORS

H. Conference Responsibilities of the Chapters

1. In general, Chapter have no direct responsibility for Conferences.

2.If a Conference is scheduled at a site near a concentration of SLA Chapter members, the Conference Program Chair may consult with the Chapter President regarding suggestions for the names of Chapter members who might be asked to serve on the Conference Program Committee. The Conference Program Committee may seek suggestions from the Chapter as to local resources, which would enhance the Conference. The Chapter may suggest suitable opportunities for a Fund Event, if such exists in or near, the Conference site.

3.A Chapter may staff a local information and message booth to help assist registrants with local information, such as transportation, restaurants, attractions and other appropriate informational items. The local Chapter should request counter or tabletop space for such an operation from the Director, Events.

3. A Chapter may extend an invitation to the Board for consideration as a Conference site.

I. Conference Responsibilities of Caucuses

1.It is not intended that a caucus should sponsor programs or field trips at SLA Annual Conferences in direct competition with Divisions and the Conference Committees. A Caucus may, however, co-sponsor a program with a Division or Association-level Committee.

2. One time period at each Annual Conference to be designated for the activities of Caucuses will be chosen by the Conference Committee.

A. The Association will provide each currently recognized Caucus with an assigned meeting room during that time period.

B. Any costs for audio-visual or other equipment must be borne by the Caucus, although such equipment should be arranged for through the regular Conference planning process.

C. If a Caucus does want to meet at an Annual Conference, the Convener should so notify the Association Office staff so that the room will be assigned and a brief announcement of the meeting will appear in the Conference program.

D. If a Caucus does not wish to meet at an Annual Conference, the Convener must notify the Association Office staff in writing.

E. If a Caucus wishes to plan any formal activity for its members during tits time period at an Annual Conference, the Convener or other planner must conform to all requirements of SLA’s Conference Guidelines. In addition, the Convener or other planner should make every effort to participate in the various formal Conference planning meetings which usually begin two years ahead of the Conference in question

F. Conference Responsibilities of the Association staff

The Association Staff, under the direction of the Executive Director, has overall responsibility for the tasks listed below. The Director, Marketing has the primary responsibility for most of theses tasks. Other staff members are assigned specific Conference responsibilities as these relate to their usual areas of expertise and responsibility.

1. Conference Site and Dates. The Deputy Executive Director and the Director, Marketing conduct site inspections and then make recommendations to the Executive Director for sites and dates of each Conference. In turn, the Executive Director presents recommendations to the Board of Directors.

2. Legal and Contractual Matters. All contracts, letters of intent and other legal documents are signed by the Executive Director after consultation with legal counsel as appropriate. All insurance coverage, including liability coverage, is negotiated with the Association’s insurance broker by the Director, Administrative Services (with consultation with legal counsel as appropriate).

The Director, Marketing and Meetings is responsible for all contractual arrangements with Conference hotels, convention centers, etc. The Director, Events is responsible for subsequent contracts.

3.Exhibits and Exhibitor Arrangements. Will be made by the Director, Marketing. The director will be responsible for setting up, selling and promoting the Conference exhibits.

4. Liaison with Conference Program Committee. The Deputy Executive Director, Director, Marketing and the Director, Events maintain continuing contact with the Conference Program Committee through the Conference Program Chair. Lead responsibility is assumed by the Director, Marketing.

5. Liaison with Division Cabinet Chair/Chair-Elect. The Director, Marketing and the Director, Events will supply information regarding Conference planning matters to Division Chair/Chair-Elect (and to local Division representatives, (if any). Copies of all correspondence, whether to all Divisions or to individual Divisions, should be sent to the Division Cabinet Chair/Chair-Elect and to the Conference Program Chair.

6. Liaison with Division Officers, Association Committees, Caucuses, and SLA Representatives. The Director, Events will supply information related to program planning to Division Chairs/Chair-Elects, Committee Chairs, Caucus Conveners and SLA Representatives to other organizations. Such Association units must send their proposed program plans to the Director, Events to that schedules, room assignments and the printed programs can be appropriately planned and distributed in an orderly and timely fashion.

7. Meeting Rooms and Equipment. The Director, Events is responsible for all meeting room assignments and for all arrangements with hotels and convention center for all Conference events.

8. Tickets Events: Meal Functions and Field Trips. The Director, Event is responsible for all preliminary and final arrangements for field trips and for meal functions (except for hosted events), for planning menus and for determining the prices for ticketed events.

9. Transportation. The Director, Events is responsible for all arrangements with transportation companies for field trips and other events that require the movement of registrants during a Conference (except when the transportation costs are to be paid by a host organization). Requirements for Division field trips must be reported to the Director along with other Division program information.

10. Tickets. The Director, Events is responsible for the printing and sale of tickets for all ticketed events (except hosted events).

11. Registration. The Director, Finance is responsible for all arrangements relating to advance registration and to on-site registration at Conferences. The registration fees are established by the Board of Directors.

12. Conference Accounting. The Director, Finance is responsible for handling all money received before and during Conference and is responsible for systematic financial reports.

Payments for advance registration and the sale of tickets for meal functions and field trips are received at the Association Office. The deposit of all fees and payments (both advance and on-site) is the responsibility of the Director, Marketing.

All payments) based on approved invoices and bills) is the responsibility of the Deputy Executive Director, after approval by the Director, Marketing.

13. Conference Budget. The Deputy Executive Director works with the Director, Marketing and the Conference Program Chair to prepare the draft of the Conference budget. The draft budget is reviewed and approved by the Finance Committee and the Board of Directors at its Fall Meeting.

14. Call to Papers. The Director, Events is responsible for making arrangements for the publication of the “Call for Contributed Papers” in Information Outlook and for such other distribution as is deemed desirable by either the Association Office or the Conference Program Committee.

15. Printing and Reproduction. The Director, Events is responsible for preparing copy for the preliminary and final programs from information sent by the Conference Program chair, the Division Program Planners, Caucus Conveners and Committee Chairs.

The Director, Marketing is responsible for the reproduction and ale of all preprints and microforms (contributed papers, General Session papers and other materials of Conference-wide interest). After a Conference, the sales activities are the responsibility of the Order and Fulfillment Section.

16. Publicity Materials. The Director, Marketing makes arrangements with the Director of Publishing for the printing and distribution of publicity materials. Manuscripts of such materials should be prepared and submitted to the Director, Events by the Conference Program Chair, by the Divisions, Caucuses and by Committee chairs.

17. It will be the Joint responsibility of the Director, Marketing and Director of Communications to determine the Public Relations, and Press Relations activities that will occur in order to enhance the Conference. The budget for these activities is to be included in the Conference Budget. General Association Public Relations using the Conference as a media event will be the responsibility of the Director of Communications.

18. The Director, Strategic Learning Development is responsible for developing a schedule of Continuing Education Courses. These courses will be conducted on the Saturday and Sunday prior to the Conference. The Director, Strategic Learning Development shall submit all program information to the Director, Events for inclusion in the Conference Programs.

19. Employment Clearinghouse and Career Advisory Service. The Director, Strategic Learning Development is responsible for assigning an appropriate Association staff member to manage the Clearinghouse and Advisory Service (at Conferences) and to determine the hours during which the services will operate. Space will be allocated by the Director, Events. A statistical compilation of activity will be prepared following each Conference.

20. Meetings of Non-Association Units. The Executive Director, with the President,

determines the arrangements to be made for meetings of non-Association organizations at Conferences. The topics of such meetings must be on subjects dealing with that organization’s relationship to Special Libraries Association or to the common interests of SLA and the other organization.

21. Division Suites and Hotel Rooms. The responsibility for reservation and payment for a Division suite is solely that of the Division. The responsibility for reservation and payment for guest rooms is the responsibility of individual registrants. When complimentary guest rooms are available, such assignments are made through the Director, Events.

22. Conference and Exhibits Offices. During the Conference, the Director, Events maintains an office in a central location in order to deal expeditiously with problems if they arise.

23. The Director, Marketing prepares a written report for presentation to the Board of Directors at its Fall Meeting following the Conference.

RESPONSIBLE TO THE EXECUTIVE DIRECTOR

K. Meetings of Non-Association Organizations at SLA Conferences

1. Official units of Special Libraries Association will have first claim on all meeting facilities at every Annual Conference.

2. If non-Association organization request meeting facilities at the Conference site, the decision to grant such requests will be made by the Executive Director and the Deputy Executive Director, based on availability of meeting space at an appropriate time.

3. If a request by a non-Association organization is approved, the assignment of time and place will be made by the Direct, Events.

4. Any non-Association organizations which are permitted meeting space in SLA Conference facilities during the duration of the Conference; and/or whose meetings are announced in the official Conference Program, must follow the same rules as those governing meetings of Association units.

5. Non-Association organizations who are granted permission to hold an event during the Conference shall not conflict with the Association’s ability to provide a cost-effective educational experience.

The above is in no way intended to discourage meetings of non-Association organizations at SLA Conferences. Such regulations are necessary to meet the logistics problems, which may arise due to limited meeting facilities at a Conference site.

SEQUENCE OF REQUIRED RECURRING EVENTS

Board of Directors Meetings should be scheduled to precede the official opening of the Conference and to follow its close. (Rationale: Permits Board to conduct necessary business at Conference while permitting members of the Board to attend Conference sessions.)

Chapter and Division Cabinet Meetings should precede the official opening of the Conference to insure maximum attendance and should also precede Division business meetings in the event that discussion or official Division action should be required by the agenda items of the Division Meeting.

Association Committee Meetings should be scheduled well in advance of the final meeting of the Board of Directors to provide sufficient tie for formulating any reports or recommendations to be made to the Board.

Annual Meeting should follow the Chapter and Division Cabinet Meetings allowing a sufficient time between so the Cabinet matters may have been formalized and documents for presentation before the Annual Meeting when appropriate. The Annual Meeting should also be scheduled sufficiently in advance of the formal end of the Conference to permit the maximum number of attendees to be present.

Sections of Divisions must meet prior to the business meeting of the parent Division at the beginning of the Conference as not to interfere with Division functions and to serve as a Conference social event.

SUGGESTED SEQUENCE FOR OPTIONAL EVENTS

If a Fund Raising Event is to be held it should be scheduled at the beginning of the Conference as not to interfere with Division functions and to serve as a Conference Social Event.

It is suggested that since the Awards Banquet makes a fitting close to the Conference, this should be scheduled on the final official day of the Conference, which is presently Wednesday.

Time for participants to attend the Exhibit Hall shall be scheduled by each program planner.

CALENDAR OF DEALINES FOR PROGRAM INFORMATION

Month Week

Deadlines for information for “Call for Papers”

to appear in Summer (July) Information Outlook. April 2^nd

“Preliminary Checklist” forms mailed to

Division Program Planners, SLA Committee

Chairs, Caucus Conveners, SLA Representatives

and Staff. September 1^st

Deadline for receipt of abstracts for Contributed

Papers to Conference Program Chair. October 1^st

Deadline for receipt of final Division, Committee,

Caucus and General Session program information

for Preliminary and Final Conference Programs. November 1^st

Notification of acceptance of abstracts for Contributed

Papers by Conference Program Chair. October 4^th

Copy to Publishing from Conference Committee for

“invitation” to appear in Spring (March)

Information Outlook. January 1^st

Deadline for Division, Committee, Caucus and

General Session minor program changes for

Final Printed Program. March 2^nd

Full text of Division Papers due at

1700 18^th Street, NW, from Division Program

Planners April 1^st

Full text of papers for Contributed Papers due at

1700 18^th Street, NW. April 1^st

End of Pre-Registration Period May 1^st

Conference Dates June 2^nd