1. Purpose of Programming
1. Assessing chapter goals
2. Board responsibilities
3. President's objectives
   
   
2. Who Does Program Planning?
1. Chapter bylaws
2. Various possible officers/committees/volunteers 
    
3. Logistics
1. Topic and format  
1. Topic for each program or theme for the year
2. Poll members for ideas, suggestions
3. Joint meetings
4. Format options
1. Panel discussions
2. Workshops
3. Lectures
4. Social functions 
    
2. Speakers
1. Research possible speakers
2. Contact people who might know potential speakers
3. Contact speakers
4. Define program and audience
5. Follow-up telephone conversation with confirming letter
6. Fee considerations
7. Confirm engagement arrangements (e.g. hotel reservations, travel plans, et cetera) 
    
3. Date and time
1. Day of week (weekday versus weekend)
2. Time of day
3. Check other association calendars
4. Check regular calendar for religious and/or secular holidays
    
4. Estimating attendance
1. Consider program and format
2. Look at past programs and attendance
    
5. Facility and Equipment
1. Choose a facility/location 
1. Possibilities 
1. Libraries
2. Hotels
3. Restaurants
4. Governmental buildings
5. Private businesses/homes
    
2. Considerations 
1. Size of audience
2. Equipment needs
3. Room sizes, locations, amenities
4. Catering options
5. Costs
6. Special needs of members
    
2. Arrange for equipment
   
   
6. Refreshments
1. Considerations
1. Length of program
2. Time of day
3. Availability of facility
4. Price
5. Travel considerations 
    
2. Financial matters  
1. Guaranteed audience?
2. When payment is due
3. Audience considerations
4. Vendor sponsorship
    
7. Estimating program costs and setting price
1. Items to consider 
1. Speaker expenses
2. Charge for facility
3. Refreshments
4. Publicity and mailings
5. Printing of program
6. A/V rental
7. Taxes (are you tax exempt?)
8. Decorations
9. Administrative overhead
10. Temporary help
11. Other
    
    
2. Different charges for students, retirees, non-members, etcetera
   
    
8. Prepayment and cancellation clauses
1. Prepayment agreements/arrangements
2. Cancellation agreements/arrangements
3. Insurance
4. Refunds - partial or whole?
5. Cut-off dates for refunds
    
4. Publicity and Printed Material
1. Timing for deadlines 
1. Written copy
2. Printing
3. Mailing
4. Labels
5. Ads
    
2. Preparing the announcement
1. Items to be included 
1. Date
2. Time
3. Place
4. Cost
5. Map (if needed)
6. Transportation information/directions
7. Topic and speaker's name
8. Payment information
9. Registration information, including name and address for returns
10. Cancellation date
11. Joint sponsorship information (as appropriate)
12. Special needs contact information
     
3. Printing and mailing announcements
1. Prospective Attendees 
1. Chapter members
2. Local library schools
3. Other associations
4. Local press/media
5. Speakers and guests
6. File copy
    
2. How to be mailed?
1. Direct mail item
2. In chapter bulletins
3. With chapter bulletin
4. First class mail
    
4. Other publicity
1. Announcements at other meetings
2. Space ads in journals/newsletters
3. Miscellaneous press/media
   
   
5. Other printed materials
1. Possible items 
1. Speaker handouts
2. Speaker and program evaluations
3. Folders, maps, et cetera
4. Chapter bulletins, membership forms
    
5. Implementation
1. Facilitators/moderators 
1. Knowledgeable
2. Personable
3. Personal knowledge of speaker or topic
4. Arrive early and acclimate
5. Meet with speakers before meeting
    
2. Transportation for speakers and guests
    
3. Checking the facility  
1. Speaker's table
2. Equipment check the day of the meeting
3. Room check the day of the meeting for appropriate set-up, views
4. Restrooms and place for coats
   
   
4. Registration table
1. Staff for table
2. Supplies (name tags, tape, pens, et cetera)
    
5. Meal/refreshment functions
1. Form of payment (cash, check in advance or at the facility)
2. Coordinate with chapter treasurer
3. Date for final count
4. Call prior to meeting and confirm count, serving time
5. Cleaning - who's responsible?
6. Security
   
   
6. Introducing speakers
1. Who introduces?
2. Information to include on speaker
1. Name
2. Affiliation
3. Past relevant experience
4. Education
5. Publications
6. Honors, awards
    
7. Evaluation forms
1. Who hands them out?
2. Who picks them up?
3. Who evaluates them?
    
8. Press coverage
1. Chapter bulletin
2. Other
    
6. Administration
1. Closing the books and paying the bills  
1. Determine cost of meeting
2. File appropriate reports
3. Pay bills
    
2. Thank you's
1. Write immediately after the meeting
2. Send copies to appropriate persons in chapter
3. Send to speakers, moderators, appropriate chapter workers, sponsors
    
3. Analyze evaluation forms
1. Who analyzes them?
2. Where findings go
   
   
7. Regional/Joint Meetings/Continuing Education Courses
1. Must consider all of the above, plus:  
1. How expenses/profits/losses will be shared or divided
2. Who will handle logistics, do mailings, publicity, et cetera
3. Who will be official host, introduce speakers, and preside at meetings
    
2. Liaisons/coordinators for each group
    
8. Groups Within Chapters
1. Establish communications early in year to avoid conflicts 
    
2. Coordinate dates of programs and topics
    
9. Conclusion 
1. ANTICIPATE!!!

Table of Contents

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