1. The Conference Arrangements Committee

a. Appointment and responsibilities

2. Conference facilities and accommodation

a. Conference Management Service
b. Facilities
c. Equipment
d. Accommodation

3. Registration

4. Special events, entertainment, etc

a. Awards
i. ASLA Citation

b. Special events
i. HOPE Worldwide

c. Social events
i. Welcome reception
ii. Conference dinner
iii. Refreshment breaks

5. Tours

a. School visits
b. Other tours

6. Trade Exhibition

a. Appointments of trade exhibition supplier
b. Other displays

7. Conference Publications

a. Registration booklet
b. Program booklet
c. Proceedings
d. Certificate of Attendance

8. Publicity

a. Appointment and responsibilities of the Publicity Chairperson
b. Photography
c. Website

9. Volunteers

10. Official Airline

1. The Conference Arrangements Committee

a) Appointment and responsibilities

Very early in the planning process the Conference Convener appoints a Conference Arrangements Chairperson. This chairperson oversees the work of a number of sub committees:

• Venue and facilities
• Technology and equipment
• Accommodation
• Special events and catering
• Tours
• Trade Exhibition
• Publicity
• Volunteers

In all cases for any conference arrangements written agreements are required. Where applicable, prices are to be effective at the time of the conference.

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2. Conference facilities and accommodation

a) Conference Management Service

There are many and varied conference management service packages available. Contracting a ‘commercial’ conference events management group can assist the Conference Organising Committee. Previous ASLA conference financial records, where a commercial conference events management group was contracted, have indicated a significant increase in costs. Competitive quotations are recommended.

An alternative approach can be to contract a Conference Management Service from within the Association who has experience and skills in the planning, management and delivery of national conferences on behalf of ASLA.

The Conference Management Service can take on the role of the Conference Secretariat. They handle the logistical arrangements and leave the program content and social activities to the Conference Organising Committee, providing support as required. They can be most helpful with respect to financial matters, budget management and accounting procedures. (See Finances and Checklist).

The President of the host association and/or the Conference Convener may make the initial contact with a Conference Management Service provider. The decision to contract these professional services is at the discretion of the host association and is endorsed by ASLA National Council.

According to the ASLA Constitution, Clause 12, "Any two members of National Council, may enter into agreements and contracts in writing on behalf of the Association, providing one member is from within the Executive Committee, AND both of whom have been granted the authority to sign written agreements and contracts on behalf of the Association. This authority shall be granted following a unanimous vote of the National Council authorising the signatories to sign specified agreements and contracts."

b) Facilities

The venue must be

• easily accessible and convenient to the majority of delegates
• provide the appropriate number and size of meeting rooms
• provide the necessary equipment, and
• be affordable.

Venues to consider may include:

• universities
• schools and colleges
• hotel/resort where delegates can be housed
• hotel/resort with conference facilities
• local convention centre
• public building with conference facilities

When considering the venue options, discuss insurance requirements such as the cover of public liability for delegates and trade exhibitors as a condition of hire. Additional insurance cover may be required for inability of an overseas speaker to attend at the last minute, multimedia equipment that has been ‘loaned’ to the host association, and the cancellation of the conference. Most insurance companies will not cover for war, strike action or the financial collapse of an airline company. An extension of ASLA national insurance policies can be negotiated to cover the conference. The ASLA Executive Officer holds all insurance policies of ASLA at the national office.

The actual number of rooms and types of space required depends upon the anticipated number of delegates and the program of the conference.

Space requirements fall into the following categories:

• large room or auditorium to seat the total number of delegates
• small rooms for concurrent sessions
• small rooms for meetings, if required
• appropriate space for social events if held on site, e.g. conference dinner, welcoming reception
• a registration area
• a Trade Exhibition space in which refreshment breaks can also be held
• a small room for the Secretariat
• a social gathering space
• an Internet ‘café’ if considered necessary

c) Equipment

This is probably the conference’s largest single expense.

Early in the planning process the Conference Arrangements Chairperson:

• Obtains an equipment price lists from the personnel attached to the chosen venue and/or from a commercial provider
• Ensures that the prices quoted will be in effect for the conference dates or confirms any increases in cost. A written agreement is required with prices to be effective at the time of the conference.
• Consults with the Program Committee for information about equipment needs
• Prepares, in consultation with the Finance Chairperson or Conference Management Service, a preliminary budget for the equipment rentals / provision, including any charges for equipment delivery and pick-up, installation and de-installation, operation and technical support
• Provides a copy of the equipment inventory to the Secretariat or Conference Management Service for database records
• Provides a copy to the equipment supplier at least one month prior to the conference or as agreed
• Monitors any equipment requests from speakers and communicates same to the Secretariat or Conference Management Service
• Consults with the Secretariat / Conference Management Service in the preparation of a room /equipment inventory at least one month prior to the conference
• Arranges with the Finance Chairperson to make deposits and/or payments associated with equipment hire

In addition, the Conference Arrangements Chairperson will need to work with the Program Committee to

• Assist in the design of the Call for Abstracts so inclusion for equipment requirements can be recorded (the design of the Call for Abstracts should link closely to the database fields to assist in input of data)
• Confirm these requirements with the speakers when notifying them of acceptance of their proposal
• Confirm equipment requirements with anyone who is responsible for an event outside speaker requirements, e.g. social events, pre-/post conference events

d) Accommodation

The venue for the conference will determine the location(s) of the accommodation. Blocks of rooms for the conference may be at the one site and should include a range of types of accommodation and a range of prices. Most hotels, resorts, university residences, school-boarding facilities have a standard contract and/or arrangement for conference accommodation. The contract needs to be in writing with prices effective at the time of the conference. The Conference Management Service may include the handling of accommodation in their contract.

The Conference Arrangements Chairperson will need to:

• Assist in the design of the Registration booklet for accommodation requests (the design of the registration form should link closely to the database fields to assist in input of data)
• Work with the Secretariat / Conference Management Service to set up and maintain a record of accommodation requirements
• Liaise with accommodation providers

Conference participants are responsible for paying their own accommodation. The only variation will be in respect to accommodation for speakers (See Finance).

The Conference Arrangements Chairperson, in collaboration with the Conference Convenor and the Conference Organising Committee, should:

• Obtain contacts for accommodation options from the Conference Management Services and/or local tourism agency or conference bureau
• Solicit information from other sources
• Decide on an appropriate number with whom to negotiate a contract (preferably one that allows the conference participants to deal directly with the accommodation provider). All contracts must be in writing with prices effective at the time of the conference and must clearly state the expenditure to be covered by the conference and expenditure items to be covered by the delegate and/or speaker.
• Provide information about the accommodation to the Publicity Chairperson for inclusion in press releases and/or website
• Provide final copy, including details about the accommodation together with clear instructions for making reservations, for the conference registration booklet and/or conference website
• The accommodation reservation form to include
  • Name and address of the venue for accommodation
  • Rates for various room sizes and number of occupants
  • Note if advance deposit is required
  • Deadline date for returning reservation form
  • Information on method of payment
  • Arrival method, date, time and departure date
  • Name and address of the person to receive the reservation
  • Clear instructions for submitting the reservation (by post, telephone, fax, email, etc)
• Arrange with the Finance Chairperson to make deposits and/or any other payments associated with the contracts for accommodation

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3. Registration

The Conference Arrangements Chairperson, through the Conference Secretariat, or a Conference Management Service, co-ordinates conference registration.

The following should be considered.

Before the conference:

• Assist with the design and development of conference registration materials (the design of the registration materials should link closely to the database fields to assist in input of data)
• Open and maintain a conference bank account (See Finance)
• Customise a computerised registration database
• Receive and process delegate registration forms
• Deposit fees to the conference account
• Send confirmation letters and/or receipts and any information sheets
• Provide regular updates on registration and financial status to the Finance Chairperson
• Handle all registration enquiries
• Compile a participants’ list for the registration package (refer to Privacy Act)
• Prepare and provide name badges to include the preferred name, place of work and state/country of the person. (If sponsored, include the sponsor’s name and logo).
• Decide if different coloured name badges are required, e.g. presenter, delegate, committee members, trade exhibitor
• Arrange production of the conference bag
• Arrange the stuffing of the conference bag
• Set up and manage the registration area at the conference
• Confirm final numbers for on-site catered and/or social functions

On Site during the conference:

• Provide, manage and staff the registration desk
• Coordinate room set up and equipment requirements with the Program Chairperson

After the conference:

• Compile final registration statistics and forward to the Conference Convenor
• Receive, verify and pay invoices for conference related goods and services
• Process refunds, if applicable
• Prepare a financial statement to forward to the Conference Convenor

With input as necessary from the Conference Convenor and other members of the Conference Organising Committee (and, if appropriate, working the a Conference Management Service), the Conference Arrangements Chairperson:

• Recommends the amounts and types of conference registration fees to be approved by ASLA National Council
• Provides copy about registration for conference press releases, conference registration booklet and conference website
• Chooses a style and design for the conference bags
• Chooses a style and design for the conference name badges
• Determines the location and opening and closing times for the registration desk
• Coordinates any displays in or close by the registration area
• Coordinates materials for stuffing in the conference bags
• Coordinates materials to be given out at the registration desk
• Notifies the Conference Secretariat or the Conference Management Service’s representative about any delegates who must be identified at registration
• Notifies the Conference Secretariat or the Conference Management Service’s representative about any ‘special’ registrations (e.g. complimentary, reduced fee)
• If necessary, coordinates volunteers to assist with registration
• Attends meetings of the Conference Organising Committee and reports regularly about registration matters to the Conference Convenor

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4. Special events, entertainment

The number and type of special events at the conference vary depending on the number of conference days and the amount of non-scheduled time in the conference program. Some special and social events are tradition at ASLA conferences. (See Program Planning)

In addition to special events, conference participants also like to do things on their own such as eating at interesting restaurants. Suggestions and information about these independent activities can go in the delegate’s conference bag and/or be made available at the registration desk. Links to various tourist spots can be added to the conference website.

a) Awards

ASLA Citation

ASLA offers the ASLA Citation, which is announced /presented at the conference. The Vice President (Association Relations) coordinates the ASLA awards program. The call for nominations goes out approximately 6 months before the conference. Information about the awards is also on the ASLA website.

The ASLA Citation presentation takes place in conjunction with the SCIS Oration keynote address. Early in the planning process, after consulting with the Vice President (Association Relations), the Conference Organising Committee determines the time and procedure for the presentation. Traditionally, the presentation includes the reading of the citation and/or speaking about the purpose of the award.

In addition, the Vice President (Association Relations):

• Provides copy about the award presentation for the conference press release and ASLA website
• Works with the ASLA Executive Officer to arrange the printing and framing of the ASLA Citation Award

b) Special events

i. HOPE Worldwide

Since 2001 it has been a usual practice to collect books for the HOPE Worldwide: Papua New Guinea School Library Program. Delegates are encouraged to either bring to the conference and/or purchase from the Trade Exhibition books suitable for children from pre-school to mid-high school level.

The book donations can be deposited at the ASLA display/booth during the conference. Following the conference the ASLA Executive Officer arranges for the books to be sent to the HOPE Worldwide office in New South Wales.

More details about book requirements can be solicited from the ASLA Executive Officer for inclusion in the conference registration and/or program booklets.

c) Social events

At the initial meeting of the Conference Organising Committee, the conference Convenor appoints a member of the Conference Organising Committee to act as a Social Events Chairperson. The Social Events Chairperson is a member of the Conference Arrangements Committee and reports to the Conference Arrangements Chairperson. Others may be appointed to the Social Events Committee. Alternatively, the Conference Management Service may take on this task. Social events may include, but are not limited to:

• The Welcome Reception
• Conference dinner
• Refreshment breaks

At the very least, the Welcome Reception and the refreshment breaks should be included in the basic registration fee. The conference dinner should be provided as an option if an affordable basic registration fee is desirable. This ensures good value for delegates.

Most conference venues, including universities and colleges, have suitable catering facilities. If off-site locations are considered for any social event, then suitable transport for delegates needs to be arranged.

i. Welcome Reception

Traditionally, the welcome reception is held the evening before the commencement and official opening of the conference.

The Social Events Chairperson, with input from other members of the Conference Organising Committee and/or Conference Management Service, shall

• Arrange a suitable venue (including any equipment, if required)
• Arrange food and beverage services suitable to the occasion
• Arrange entertainment for the evening, if desirable and appropriate
• Work with the Finance Chairperson to develop a budget for inclusion in the basic registration fee
• Provide copy about the welcome reception for the conference brochure/registration/program booklet and for the conference website

ii. Conference dinner

Traditionally, the conference dinner occupies a full evening towards the end of the conference.

The Social Events Chairperson, with input from other members of the Conference Organising Committee and/or Conference Management Service, shall

• Arrange a suitable venue (including any equipment, e.g. podium and microphone, if required)
• Arrange food and beverage services suitable to the occasion
• Arrange table decorations
• Coordinate volunteers to take tickets for the event
• Coordinate volunteers to handle door prizes, if any, for the event
• Arrange entertainment for the evening, if desirable and appropriate
• Work with the Finance Chairperson to develop a budget and determine a ticket price for the conference dinner.
• Provide copy about the conference dinner for the conference brochure/registration/program booklet and for the conference website
• Work with the ASLA President to develop the event program, if required
• Notify guests of their involvement approximately 3 months in advance of the conference
• Follow up with guests as early as possible in the planning process if there is to be a guest speaker and/or special event associated with the conference dinner
• If requested, act as Master of Ceremonies for the conference dinner or consult with the ASLA President to appoint a Master of Ceremonies.

iii. Refreshment breaks

Refreshment breaks, such as morning tea, lunch and afternoon tea, should be included in the basic registration fee. Special dietary requests need to be considered. Any ‘special’ breaks, such as breakfasts, should be considered as an optional extra.

The Social Events Chairperson, with input from other members of the Conference Organising Committee and/or Conference Management Service shall

• Arrange a suitable venue for breakfasts, if required
• Arrange a suitable venue for refreshment breaks, preferably within the area where the trade exhibition is being hosted (Refreshment breaks for the trade exhibitors need to be at least ½ hour earlier than delegates so they are free to help delegates during break times).
• Arrange for food and beverage services suitable to refreshment breaks
• Work with the Finance Chairperson to develop a budget
• Arrange and coordinate transportation to off-site events, if required
• Arrange with the Finance Chairperson to make deposits and/or other payments associated with each of the events

In addition, the Social Events Chairperson should attend meetings of the Conference Organising Committee and report regularly to the Conference Arrangements Chairperson. After the conference, the Social Events Chairperson works with the Conference Organising Committee to examine and summarise the evaluations.

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5. Tours

At the initial meeting of the Conference Organising Committee, the Conference Convenor appoints a Tours Chairperson. The Tours Chairperson is a member of the Conference Arrangements Committee and reports to the Conference Arrangements Chairperson. Others may be appointed to the Tours Committee. Alternatively, the Conference Management Service may take on this task. Different types of tours may feature in the conference program, such as visits to school libraries of note in or close by, local learning tours, and/or pre- or post-conference tours. The former appeals to conference delegates, whilst the latter may appeal to both conference delegates and accompanying persons.

a. School Visits

It is highly recommended that school visits be operated as separate ticketed events and not part of the main conference program.

The Tours Chairperson, with input from the Conference Organising Committee, shall

• Identify the schools to visit
• Contact appropriate personnel at the school and/or in the school district office to arrange the visit
• Confirm arrangements with the on-site ‘host’
• Arrange with tour operators or similar company for transportation of the tour participants to and from the schools
• Arrange and/or delegate the Social Events Chairperson to arrange for refreshment breaks, if necessary
• Work with the Finance Chairperson to develop a budget for each tour
• Determine a ticket price for each tour, if necessary
• Provide copy about the school visits for the conference brochure/registration/program booklet and the conference website
• If appropriate, provide URLs for the schools to the conference website coordinator
• Arrange gifts or honoraria for the on-site hosts
• Arrange with the Finance Chairperson to make deposits and/or other payments to the tour operator
• Coordinates volunteers to greet participants and take tickets for each tour
• Follows up as necessary with the tour operator and the school hosts after the event
• Writes a thank you letter, co-signed by the Conference Convenor, to each of the school hosts after the conference

In addition, the Tours Chairperson should attend meetings of the Conference Organising Committee and report regularly to the Conference Arrangements Chairperson. After the conference, the Tours Chairperson works with the Conference Organising Committee to examine and summarise the evaluations.

b. Other tours

Local tours are either half or full day events visiting locations in or within a short distance of the host city. All such tours must operate on a cost-recovery basis and not be included in the basic registration fee. It is highly recommended that a local tourism bureau be contacted to assist in this arrangement if considered necessary.

If including local tours, the Tours Chairperson, with input as necessary from the Conference Organising Committee, shall

• Propose a number of possible tours
• Identify a number of local tour operators
• Obtain quotes from the tour operators
• Appoint an ‘official’ conference tour operator
• Work with the tour operator to plan appropriate tours, including itinerary, minimum and maximum participation numbers, costs, etc
• Work with the Finance Chairperson to develop a budget for each tour and determine the ticket price for each tour
• If appropriate, provide URLs for the locations to be visited and/or for the tour operator to the Conference website coordinator
• Provide copy about the local tours for the conference brochure/registration/program booklet and the conference website
• Arrange with the Finance Chairperson to make deposits and/or other payments to the tour operator
• Take responsibility for cancelling tours if minimum numbers are not met by the stated deadline
• Coordinates volunteers to greet participants and take tickets for each tour
• Follows up as necessary with the tour operator after the event

In addition, the Tours Chairperson should attend meetings of the Conference Organising Committee and report regularly to the Conference Arrangements Chairperson. After the conference, the Tours Chairperson works with the Conference Organising Committee to examine and summarise the evaluations.

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6. Trade Exhibition

a) Appointment and responsibilities of the Trade Exhibition Chairperson

At the initial meeting of the Conference Organising Committee, the Conference Convenor appoints a Trade Exhibition Chairperson. The Trade Exhibition Chairperson is a member of the Conference Arrangements Committee and reports to the Conference Arrangements Chairperson. Others may be appointed to the Trade Exhibition Committee. Alternatively, the Conference Management Service may take on this task.

The conference program includes a Trade Exhibition, which is open to all delegates for the duration of the conference. The commercial exhibits are an important part of the conference. It is highly recommended, there should be time within the conference program for delegates to visit the exhibits unopposed by other activities.

It is recommended that a Trade Exhibition supplier be contracted. If this is desirable, then the role of the Trade Exhibition Chairperson will be to oversee the following responsibilities:

• Determine the nature and timing of the trade exhibition
• Arrange a venue for the exhibits either through the Conference Management Service or the Conference Arrangements Chairperson
• Determine what refreshments (food and beverage) may be available in the Trade Exhibition venue and/or work with the Social Events Chairperson
• Work with the Finance Chairperson to develop a budget for the trade exhibition and determine the vendor’s fee to allow for a profit margin to the conference (See Checklists, 1. Budget)
• Compile or acquire a list of potential exhibitors
• Identify the vendors to invite
• Design an exhibitor’s contract
• Write a cover letter and send it and the contract, along with a copy of the conference brochure/registration/program booklet, if available, to each vendor. Include an administration, non-refundable fee and cancellation statement.
• Set a response deadline that will allow time for follow up with non-respondents
• Acknowledge receipt of the returned contract
• Confirm the vendor’s participation and their space and equipment requirements as soon after their response as possible and again approximately 2 weeks before the conference
• Arrange name badges for each of the confirmed vendors
• Coordinate volunteers to greet the vendors first thing in the morning of the trade exhibition day or on the first day of the exhibit to distribute their name badges
• Provide copy about the exhibits for the conference brochure/registration/program booklets and conference website
• Encourage attendance at the exhibits with contests and prizes, giveaways, refreshments, and other activities
• Arrange with the Finance Chairperson to make deposits and/or other payments associated with the trade exhibition
• If applicable, prepare a trade exhibitor evaluation form and collate the results for inclusion in the conference report prepared by the Conference Convenor
• Act as liaison between the vendors and the Conference Organising Committee or site administrator
• Writes a thank you letter, co-signed by the Conference Convenor, to each participating exhibitor after the conference

In addition, the Trade Exhibition Chairperson should attend meetings of the Conference Organising Committee and report regularly to the Conference Arrangements Chairperson. After the conference, the Trade Exhibition Chairperson works with the Conference Organising Committee to examine and summarise the evaluations.

b) Other displays

Tables, chairs and display screens set up in or close by the Registration area provide an opportunity for ASLA and member associations to promote their products and services.

This space provides an opportunity to:

• Promote membership, services and products
• Promote the next conference
• Support International projects, such as the HOPE Worldwide project, through either a book display or drop-off point for book donations

The Trade Exhibition Chairperson will liaise with the ASLA Executive Officer and Member Associations regarding identification of requirements for the display area.

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7. Conference Publications

A detailed, formal, and attractive conference registration and program booklet will give the conference a more professional appearance. Even so, the Conference Organising Committee must make every effort to control its costs.

Early in the planning process, the Conference Convenor (in collaboration with the Conference Management Service, if applicable):

• Works with the Finance Chairperson to develop a budget for the design, production and distribution of the conference registration and program booklets.
• Obtains preliminary quotes from appropriate providers for the design and printing of the booklets.
• Contact distribution agencies (e.g. local postal outlet, national journal distributor, member associations) and, using information they supply, prepares an estimate of postage and other distribution costs for the registration booklet.

In addition, the Conference Convenor, in collaboration with the Conference Organising Committee or personnel to act as editor of the conference publications:

• Provides copy related to his or her particular areas of responsibility for the registration and program booklets.
• Canvasses other members of the Conference Organising Committee to contribute copy for the registration and program booklets.
• Collects and compiles all the copy 6 – 8 weeks in advance of the anticipated mailing dates.
• Works with the Program Chairperson to edit and proof the copy before printing.

a) Registration booklet

Ideally, the conference registration booklet should include the following, either in its own pages or as inserts:

• Details about the conference theme, including conference logo and ASLA national logo
• Invitation message from the Conference Convenor
• Detailed information about all aspects of the program to assist delegates in their choice of sessions (if abstracts not included in the registration booklet, then place on the conference website and provide the URL)
• General information about the host city, including URLs for local tourism and other relevant sites
• Detailed information about the conference venue(s) including URL(s)
• Detailed information about keynote and guest speakers
• Detailed information about conference registration and a registration form
• Detailed information about any social events and additional activities associated with the conference
• Details about and instructions for registering, including payment method, for any ticketed events (e.g. tours or social events)
• Details about and instructions for ordering and including payment for the conference proceedings
• Detailed information about and instructions for payment methods for accommodation
• Detailed information about and instructions for registering for any pre- or post-conference events
• Summary of registration fee entitlements (e.g. what is included for full and day registration)
• Statement on cancellations and refunds
• Information about travelling to (including the "official" airline, if there is one) and arriving in the host city
• Information about travelling to the conference venue(s) and to the accommodation venue(s)
• General information on any special needs (e.g. dietary requirements), climate and dress code, if applicable
• Information about the trade exhibition, including a list of exhibitors, if known
• A list of sponsors, if known
• Information for accompanying persons/guests, including children
• List naming the members of the Conference Organising Committee and members of the executive of the sponsoring association, and Conference secretariat
• Registration disclaimer

b) Program booklet

Ideally, the conference program booklet should include the following:

• Details about the conference theme, including conference logo and ASLA national logo
• List naming the members of the Conference Organising Committee and members of the executive of the sponsoring association, and Conference secretariat
• Welcome message from the ASLA President and Conference Convenor
• General information about the host city
• Detailed information about the conference venue(s), including a map or floor plan and telephone contact number
• General information on climate, dress code, if applicable, facilities and services (e.g. banking, telephone, messages, contact numbers, non-smoking policy), special requirements, registration desk hours, name badge identifiers (e.g. speaker, delegate, exhibitor)
• Detailed information about any social events and additional activities associated with the conference
• Information about accommodation venue(s) and transport
• Detailed information about sponsors, including logo, if provided
• Detailed information about all aspects of the conference program, i.e. timetable and room allocation
• Detailed Information about the trade exhibitors, booth location and trade exhibition map
• Detailed information about keynote and guest speakers
• Program disclaimer

Design and printing

With the first draft of the registration and program booklets, the Conference Convenor (in collaboration with the Conference Management Service, if applicable):

• Reviews preliminary quotes of appropriate providers regarding the design and printing of the booklets (from above)
• Negotiates and signs a contract or agreement with one of them (refer to budget)
• Works with the Program Chairperson to complete editing the copy and submits a final draft
• Works with the Program Chairperson to proofread the copy supplied by the printer before a print run
• Arranges to print enough copies to cover the following –
  • Registration booklet - distribution via national journal distributor
  • Registration booklet – additional copies to cover requests by non-members and others not on a distribution list
  • Program booklet – distribution in conference satchel to conference delegates, trade exhibitors and guests
  • Program booklet – additional copies for conference files by host association, association to host the next conference, and ASLA archives

Arranges with the Finance Chairperson to make deposits and/or other payments associated with printing the registration and program booklets

Distribution

Once the conference registration booklet has been printed, the Conference Convenor (in collaboration with the Conference Management Service, if applicable):

• Arranges delivery to the site from which the booklet will be mailed (e.g. National journal distributor)
• Arranges a general mail out to persons identified on a distribution list
• Where applicable, arranges with the Conference Secretariat to provide mailing labels
• Coordinates the mailing in response to requests that come in after the general mail out
• Arranges with the Conference webmaster for the contents to be available on the conference website
• Arranges with the Finance Chairperson to make payments associated with distributing the booklet
• Arranges the collection and disposition of any booklets remaining after final distribution

Once the conference program booklet has been printed, the Conference Convenor (in collaboration with the Conference Management Service, if applicable):

• Arranges delivery to the site for satchel insert
• Coordinates the satchel packing process
• Arranges with the Finance Chairperson to make payments associated with distributing the program, if applicable
• Arranges the collection and disposition of any booklets remaining after the final distribution

In addition, the Conference Convenor, with input from the Program Chairperson:

• Prepares updates (including any additions, deletions, revisions to the overall program as well as room assignments and/or other location information) to hand out at registration
• Contributes copy for a daily newssheet (conference housekeeping) to alert conference delegates about any last-minute additions, deletions, or revisions to the program.

c) Proceedings

The conference proceedings reproduce the papers presented at the conference. Ideally, the proceedings are available at registration and included in the basic registration fee. If the proceedings are not included in the basic registration fee, there should be details on the registration form that inform delegates about how they can order, and include payment for the proceedings.

(See Program Planning for more information)

d) Certificate of Attendance

If considered necessary, have a Certificate of Attendance available for delegates at the Registration Desk to be included in their satchel or handed out at the point of registration for the conference.

The Certificate of Attendance should include:

• The theme and date of the conference
• The name of the delegate
• The ASLA and conference logo
• The signature of the Conference Convenor and the ASLA President (signatures can be clearly scanned, if required)

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8. Publicity

a) Appointment and responsibilities of the Publicity Chairperson

At the initial meeting of the Conference Organising Committee, the Conference Convenor appoints a Publicity Chairperson. The Publicity Chairperson is a member of the Conference Arrangements Committee and reports to the Conference Arrangements Chairperson. The Publicity Chairperson may appoint others to work as part of a team with overall responsibility for publicity. Alternatively, the Conference Management Service’s assigned coordinator may take on this task.

With input as necessary from the Conference Convenor and other members of the Conference Organising Committee, the Publicity Chairperson:

• Arranges for the design of a conference logo and letterhead, and working through the Conference Convenor, submits them for approval to the Conference Organising Committee
• Once approved, arranges the printing of the letterhead
• Identifies individuals and associations/organisations that should receive information about the conference, and compiles a mailing list (including electronic email addresses)
• Solicits copy for conference press releases from the Conference Convenor, Program Chairperson, Conference Arrangements Chairperson, Finance Chairperson, and other member of the Conference Organising Committee
• Prepares and issues conference press releases, at least quarterly up to 6 months before the conference, and then approximately monthly until a week following the early-bird registration deadline, then slightly less often and on an as needed basis until the beginning of the conference
• Prepares and issues, as press releases, on-site conference reports and, just at the end of the conference, a summary report
• Act as liaison with the Conference Webmaster
• In the week proceeding the conference, assist in preparation on the announcements (program updates, etc.) that delegates will find in their registration packages or pick up at registration
• During the conference, coordinates the preparation and posting and/or distribution of the daily newssheet in the registration area as early in the day as possible.
• Arranges for the display of the ASLA banners at the conference (banners housed at ASLA National Office, see Executive Officer)
• Attends meetings of the Conference Organising Committee and reports regularly to the Conference Arrangements Chairperson, including a summary report after the conference
• Works with other members of the Conference Organising Committee to design an evaluation form, and, after the conference, to examine and summarise evaluations

b) Photography

The conference presents many formal and informal photo opportunities. The Conference Convenor may appoint a person from within the Conference Organising Committee as the conference photographer. This person:

• Takes photographs at the various conference events
• Arranges for the display of the images/photographs
• Submits copies of the official photographs to the ACCESS Editor for inclusion in the national journal

c) Website

Promoting the conference, and displaying appropriate information, on the conference website can increase delegate participation, save on mail outs, and allow delegates to submit their registration electronically. The Conference Organising Committee may consider utilising the ASLA National website to minimise associated set up and hosting costs.

Very early in the planning process, the Conference Convenor:

• Appoints a Conference Webmaster (who may be the ASLA webmaster or someone from the Conference Organising Committee)
• If necessary, appoints a member of the Conference Arrangements Committee (who may be responsible for publicity) to act as a liaison with the Conference webmaster
• Provides copy for the conference website directly to the Conference Webmaster and/or the Publicity Chairperson
• Arranges with the Finance Chairperson to make any payments associated with the conference website.

The Conference Webmaster:

• Establishes links between the conference website and the ASLA website, or creates a page or series of pages on the ASLA website to act as the conference website
• Establishes a link to and from the conference website with any cosponsoring association if it has its own website
• Establishes links from the conference website to other appropriate sites with a connection to the conference (e.g. host city tourism agency, host venue, sponsors, exhibitors)
• Works with the Conference Convenor and Publicity Chairperson to update the information and links on the conference website at least monthly in the early stages of the conference planning process and more frequently (weekly) in the latter stages
• Closes down the conference website after the conference

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9. Volunteers

Even with a supportive team, none of the committee or subcommittee chairpersons are able to handle all the on-site conference duties without additional help from other volunteers. The presence and involvement of congenial and well-coached volunteers will do much to ensure the success of the conference. They should be acknowledged prominently and often throughout the conference and lead-up to it in conference press releases, in conference registration and program booklets, on the conference website, and in daily newssheets, etc

Traditionally, volunteers fall into the following categories:

• members of the core Conference Organising Committee
• members of various sub-committees or teams within the Conference Organising Committee
• conference participants not on the Conference Organising Committee or its subcommittees, and
• others not attending the conference as delegates, e.g. student volunteers

Early in the planning process, the Conference Convenor consults with the Conference Arrangements Chairperson and together they appoint a Volunteers Coordinator. The Volunteers Coordinator is a member of the Conference Arrangements Committee and reports to the Conference Arrangements Chairperson. The Volunteers Chairperson may appoint other to work as part of a team with overall responsibility for volunteers.

Before the conference, the Volunteers Coordinator:

• Canvasses other members of the Conference Organising Committee to determine how many volunteers will be needed and what specific tasks the volunteers will need to carry out
• Begins to recruit volunteers for these tasks and enters them into a Volunteer database
• Confirms the volunteers’ participation and their duties, in writing, approximately a month in advance of the conference
• In the week before the commencement of the conference, makes up a timetable for the volunteers working in the Conference Secretariat and/or Registration Area and conference sessions.
• If necessary, arranges a volunteer orientation before the beginning of the conference

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10. Official airline

Most major airlines offer a convention and meetings agreement to conference organisers. The agreement includes discounted fares for participants travelling to the conference and possibly free tickets for the conference organisers. If an "official" airline for the conference is appointed, the Conference Arrangements Chairperson;

• Very early in the planning process, contacts the airlines and requests information about their convention and meetings agreements
• If it is worthwhile, designates one of the airlines the conference’s "official" carrier
• Provides copy about the official airline for conference press releases, the conference registration booklet, and the conference website
• Follows up with the airline as appropriate in the weeks proceeding and immediately following the conference

Alternatively, the Conference Management Service’s assigned may take on this task.

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