Part II:
Manual

Preliminary Considerations

There are two items for the chapter's board to consider before program planning begins: why programs are held and who plans them.

I. Purpose of Programming

The board should look to the chapter's goals and objectives to determine the direction programming should take for its term of office. Is the chapter trying to reach a certain audience or enlighten members on a particular issue? Perhaps the one-person library is being stressed. The board should also decide if programs are intended to be money makers. In addition, the chapter president may have personal goals and objectives for her/his term of office. If so, those goals should help determine the course of programming.

II. Who Does Program Planning

While the president-elect is in charge of programming in most chapters, this function can be assigned to any office according to each chapter's bylaws. In any case, whoever is in charge should decide if he/she will work alone or if a committee will be appointed. Also, the programming responsibilities of other chapter officers and chairpersons should be determined. For example, will the bulletin editor be responsible for all program announcements. These issues may, and indeed should, be specifically addressed in the chapter's bylaws and in its procedures manual. SLA Chapter Guidelines should also be consulted.

III. Logistics

Logistics covers everything from the topic of a program to where it is held and how much it costs, and the options are endless. Possibilities range from an afternoon business meeting, to a luncheon with a speaker, to a two-day workshop with a banquet. In any case, it is important to remember when planning a program that there may be financial constraints set by the chapter budget or finance committee, as well as pertinent Association guidelines and/or policies to consider.

A file from previous program planners is a great resource for the current planner. A review of the file together with ideas from the board should provide the planner with a good starting point.

A. Topic and Format

The first step in program planning is to decide on a topic for a particular program or perhaps a theme for the entire year. Program planners may want to poll chapter members for ideas, or scan other chapters' bulletins to see what has worked elsewhere. A new database or vendor, a hot political issue for libraries, or a local library or collection of special interest are just a few of the possibilities. A purely social function can also be a good choice, especially for a new chapter. Remember to consider joint meetings with other professional organizations, even those outside the information field. The planners must also decide on a format. The many options include panel discussions, workshops, and lectures.

B. Speakers

The next step is to research and select a speaker, should you choose to have one. Planners should consider several possibilities and, if possible, contact people for comments who may have heard a potential speaker on a previous occasion. After making a selection, the speaker should be contacted to determine her/his interest and availability. The program chair should then communicate the expectations of the chapter to program participants. If this contact is made by telephone, it should be followed up with a letter, and the speaker should confirm by letter.

There may be a number of expenses involved in having a speaker who is not an SLA member. Beyond a fee or honorarium, meals, transportation, and/or lodging may need to be provided. Remember to consider these expenses when determining the overall cost of a program, as they can be considerable. A vendor presentation, however, may eliminate some of these costs.

In addition to the cost of a speaker, the logistics of housing and transporting the speaker must be handled; e.g., making hotel reservations, arranging transportation to the meeting, and so on.

C. Date and Time

When setting a date and time, program planners should try to determine what works best for their members. Are more members able to attend weekday or weekend functions? Are luncheon programs popular, or do members prefer evenings? Once these questions are answered and a tentative date and time chosen, check for conflicts with other associations, the state library, and university libraries. Also check the calendar for religious and secular holidays and important local events.

D. Estimating Attendance

At this point, it is necessary to get a very rough estimate for attendance at the program. This information will help determine what size facility is needed. Attendance at past programs of a similar nature is a fairly reliable gauge.

E. Facility and Equipment

The next step is securing a facility for the program. Some possibilities are libraries (of course!), hotels, and restaurants with private rooms. Banks, governmental buildings, and other local businesses may also have meeting rooms available. When choosing a facility, consider the size of the expected audience, any necessary special equipment (podium, screen, blackboard, etc.), convenience of location, catering options, and price. In addition to the equipment needs of the speaker, consider also the special needs of members who wish to attend programs but are limited because of physical disabilities. Can the Chapter/Division provide equipment and/or deaf interpreters for members with special needs? If it is necessary to bring in equipment from another location, arrange to borrow it at this time.

F. Refreshments

When deciding what to arrange for refreshments, consider the length of the program, time of day it begins, what is available at the facility chosen, price, and perhaps how far members have traveled to get there. If members are traveling 100 miles for a three-hour program, make it a meal function. If the program begins at 8:00 am, by all means have coffee! Are refreshments available at the facility, or will you need an outside caterer? If refreshments are available, when must you give them a guaranteed attendance number? Must you pay that day or will they bill the chapter? Will they accept your chapter's check? Are refreshments even allowed in the facility? Finally, consider the audience. If a program is geared toward students, have a brown bag lunch or potluck - don't drive the audience away with a meal they cannot afford. If a vendor is involved in the program, contact them; they may be willing to sponsor hors d'oeuvres, coffee, or a cocktail hour.

G. Estimating Program Costs and Setting Price

Estimating the total cost of a program and setting a price for it are the next steps. Factors affecting the cost include speaker expenses, charge for the facility, refreshments, and printed material (see next section), along with exhibits and A/V rental, just to name a few.

In setting a price for the program, be sure to consider non-members, guests, and retired members as well as students. Will they be charged the same as members? Chapters may want to offer a discounted price for students and retired persons. Also decide if someone will be allowed to attend only a program and not the meal function and how this will affect the price.

H. Prepayment and Cancellations

Finally, program planners should make arrangements with the chapter treasurer for prepayments and cancellations. Be sure to announce that you will refund, or partially refund, payment only until a certain date particularly in the case of a meal function.

IV. Publicity and Printed Material

A few general comments and suggestions about publicity are in order. First, take the time to learn about copy preparation, graphics, and printing techniques. Then, go "first class" - sloppy, inaccurate, or unprofessional-looking copy will work against the chapter. Finally, avoid "false advertising" - it may cause attendance to drop at future programs.

A. Timing for deadlines

Begin by setting deadlines for copy to be written, sent to the printer, and mailed out. If mailing labels will be needed, find out when they must be ordered. The chapter may want to estimate its needs for mailing labels for all purposes (meeting announcements, bulletins, et cetera), and request them from the Association office in July for the entire year, updating the labels as needed. Make sure to relate printing deadlines to all appropriate persons, including the speaker if copy is needed from her/him.

B. Preparing the Announcement

Be sure to include the following items in the program announcement: date, time, place, and cost; a map, transportation instructions, and parking information; the speaker's name and a description of the program; payment information; a registration form with the name and address of the person to whom it should be sent; and a cancellation date. If the program is jointly sponsored, indicate that on the announcement. Be sure to mention and thank sponsors and meeting space donors prominently. Proofread the copy carefully for misspellings, typographic errors, and incorrect or incomplete information. If the program has corporate or institutional financial support, this should be indicated. In addition, there should be information on how or whom to contact for assistance for individuals with any special needs.

C. Printing and Mailing Announcements

Before having the announcement printed, program planners need to determine who should receive it. A separate mailing to chapter members is always encouraged. While an announcement should go in the chapter bulletin, that usually isn't enough. However, if financial constraints are such that a bulletin announcement is the only possibility, highlight it in some way, such as using colored paper, and place it on the last page so the reservation form can be easily removed. Planners may also want to send announcements to bulletins of nearby chapters, newsletters of local libraries and other organizations, library schools, and newspapers. Be sure to find out the copy deadlines for these publications. Speakers should also receive a copy of the meeting announcement, and a file copy should be kept for future program planners. Finally, strongly consider first class mail. It gets there faster, gets more attention, and is less apt to "go astray."

D. Other Publicity

Program planners may want to consider other types of publicity as well. Some possibilities include posters, radio spots, the World Wide Web, direct fax, and verbal announcements at pertinent meetings and programs.

E. Other Printed Material

While the focus in this section has been on the meeting announcement, there may be other material to be printed, such as handouts from the speaker and program evaluation forms. Appropriate deadlines should be set for these items also, and their cost included in the overall cost of the program. If there is more than one handout, consider some type of folder to place them in. Universities often offer folders at no cost for programs held on campus. Also check with the local travel and tourism office for folders, maps, pens, and various other items. Sometimes vendors will also supply folders for advertising purposes.

Programs are an excellent opportunity to display other types of information. Always arrange to have a display table with chapter bulletins, SLA membership forms, sponsor's product announcements, and so on.

V. Implementation

A. Facilitators/Moderators

The facilitators can make or break a program, so it is necessary and important that they be knowledgeable, personable, and outgoing, with an innate ability to keep things moving. It sometimes happens that moderators and speakers know each other socially or professionally or have been on similar programs before. If so, this will help.

Make sure facilitators know that part of their job is to arrive early and acclimate themselves to the room, the crowd, and the speakers. When possible, have the moderators and speakers get together at least one half-hour before the program to review the format, get acquainted, and familiarize themselves with the overall objectives of the program.

B. Transportation

Program planners should make arrangements for any speakers or guests who may not know the area or may require transportation. When making your original plans, ask speakers if they need a ride or assistance or can they get to the meeting on their own.

C. Checking the Facility

By now you will know who will be at the speaker's table. Get there early enough to make sure that the table is in order and all pre-arranged equipment is ready. Confirm who has the responsibility for operating the equipment. Signs for the speakers/panelists and moderator plus any board members at the head table are a nice addition.

Find out if the equipment operators have extra batteries, extension cords, light bulbs, and whatever equipment might be needed or replaced.

Look at the room from the head table and from two or three different places in the audience to make sure that everyone has a clear line of vision. If you are using floor microphones, make sure that they work and find out how to turn them on and off, as needed. Finally, locate the restrooms and somewhere for coats.

D. Registration Table

If a registration table is going to be used, make sure that someone is there and that appropriate supplies are available (name tags, extra name tags, tape, pens, waste basket, membership applications, et cetera). When possible, have name tags typed in advance. If there is a chapter guest book, make sure it is at the registration table and that potential members who sign it are contacted after the program.

E. Meal/Refreshment Functions

If the function will include either refreshments or a meal, you need to find out in advance the form of payment required. Some caterers only accept cash, while others can either bill the chapter later or want a check at the function. If the latter, make sure that the chapter treasurer (or a signed check) will be there. In any case, it is a good idea for the president always to carry a blank check from the chapter's bank account for emergencies.

When considering a menu for a meal, be sure to consider providing alternative menu choices for vegetarian, low cholesterol, and other diet options.

Program planners need to know when the facility/caterer needs a final count by which the chapter will be billed. It is usually a good idea to call a day or two before the function to confirm this number, as well as the date, time, et cetera.

Make sure you specify the exact time refreshments are to be served. Coordinate this with the presiding officer and, if refreshments are to come after the meeting, announce that fact sometime during the meeting.

Find out ahead of time who cleans up -- you or them. If you do, program planners should assign someone to this task. If security guards are required, know this ahead of time. Also find out who pays for the guard service. This is especially true for displays and exhibits. Security is important and can be expensive. If a list of attendees is needed in advance for security purposes, be sure to prepare one.

F. Introducing Speakers

In advance, discuss with the presiding officer who will make the introductions. It is appropriate (and sometimes necessary) to ask the speaker for information to be used in the introduction. Ask for this information in the follow-up letter of confirmation. The introductory remarks should include the speaker's name and affiliation, past relevant experiences and educational background, publications and honors or awards, and any professional memberships.

G. Evaluation Form

If an evaluation form is used, determine who will have copies at the program, who will distribute and pick them up, and who will analyze them. The use of evaluation forms is strongly encouraged.

H. Press Coverage

Arrange for your chapter bulletin editor to cover the meeting or to have the meeting covered. As appropriate, contact other press/media persons.

VI. Administration

A. Close the Books and Pay Bills

After the meeting and as soon as possible, determine the final cost and make the necessary reports to the chapter president, treasurer, and the board. The program planner can either pay the bills, with prior authorization from the president, or get them to the treasurer for payment.

B. Thank You's

If you are responsible for writing thank you letters, do so within days of the meeting so they will be as timely as possible. The chapter president may want copies of these letters. Notes of thanks should go to speakers and special guests, as well as any chapter or committee persons who have assisted in the program.

C. Analyzing Evaluation Forms

Evaluation forms are useless if they sit in a file folder in someone's desk, so analyze them soon after the meeting. Report back to the board on the evaluations when you present your report on other aspects of the meeting.

VII. Regional/Joint Meetings/Continuing Education Courses

More and more chapters are having joint meetings with other similar groups, other associations, related subject groups, and the SLA Professional Development Committee. When planning these joint meetings, keep in mind all of the information already presented, plus:

how expenses/profits/losses will be shared or divided;
who will be responsible for handling logistics, preparing and mailing announcements, other publicity;
who will be the official host and responsible for introducing speakers and presiding at the meeting.

Some chapters assign a specific liaison person to work with other associations and some have one person act as the coordinator for specific meetings. Consider this type of assignment if your chapter has had these kinds of meetings on a regular basis the past few years.

VIII. Groups Within Chapters

If your chapter is large enough to have subject interest groups within it, it is important that you communicate regularly with their program chairs so you are aware of their programming plans and avoid unnecessary duplications and conflicting meeting dates.

IX. Conclusion

The most important part of program planning is anticipation so there won't be any surprises. The best laid plans can go askew, but good planning and anticipation will minimize these possibilities.

Remember - anticipate!

Table of Contents

This page was updated on February 10, 1997.

Part II:Manual

Preliminary Considerations

Part II:
Manual