1. The conference format
2. The conference program

a. Keynote sessions
b. Concurrent sessions
c. Pre-/Post-conference events

a. Appointment
b. Responsibilities
c. Call for Abstracts

i. Criteria

d. Conference proceedings

a. Official welcome
b. Keynote address

1. The conference format

The format may vary for each conference depending on the number of days, i.e. 3 days for ASLA conferences, or 3-4 days for joint conferences.

Usually, the program includes, but is not limited to, the following:

• Opening session,
• Keynote session,
• Concurrent sessions,
• SCIS Oration,
• Awards,
• University forum/panel,
• Meetings, and
• Closing session

2. The conference program

The conference program usually consists of a number of keynote sessions that all delegates can attend and a larger number of concurrent sessions that provide a choice for delegates. In addition, pre-conference events may be tours, school visits and/or half or full-day workshops.

a) Keynote sessions

Keynote sessions usually focus on the overall conference theme and/or the themes/strands of the conference program. Sponsorship of keynote presenters is encouraged, particularly if the presenter is a high profile and credible professional. (See Finances for keynote presenter arrangements.)

It is important for the Program Committee to actively solicit the keynote presenters early in the conference planning process. Any agreements between the presenters and the Conference Organising Committee must be in writing.

There has been an agreement with Curriculum Corporation, previously Australian Schools Cataloguing and Information Service, since 1987 for the provision of funding for the SCIS Oration keynote speaker. Margaret Chisholm, then President of the American Library Association, presented the first ASCIS Oration in Hobart at ASLA X, in 1987.

In 2005, ASLA approved the inclusion of the Dr Laurel Anne Clyde Memorial Oration. The identified keynote topics for this address will be linked closely to either Research or Information and Communication Technologies (ICTs). It will be at the discretion of the Program Committee to identify a suitable keynote speaker for this oration. The ASLA Executive Officer will provide a brief biographical comment on Dr Laurel Anne Clyde for the chairperson of this keynote address.

b) Concurrent sessions

The concurrent sessions usually address the themes/strands of the conference program. The number of sessions is dependent on the number of delegates, the number of rooms available, equipment availability and cost, and the anticipated appeal of the topic and the presenter. These sessions may be:

• Workshops
• Seminars
• Professional papers
• Panels

(See Finances for concurrent presenter arrangements.)

Concurrent presenters usually respond to a ‘Call for Abstracts’ and submit an application to be considered by the Program Committee. Any agreements between the presenters and the Conference Organising Committee must be in writing.

c. Pre-/Post-conference events

In 2004, ASLA agreed to work in cooperation with The Centre for Studies in Teacher Librarianship (CSTL) at Charles Sturt University to host the first national CSTL Research Retreat prior to the ASLA XIX (Canberra) conference. This retreat provides an opportunity for practising teacher librarians and academics to present research, discuss how to conduct research, and consider how to apply research findings. CSTL are the main organisers of this retreat. ASLA promotes the retreat through its conference promotion activities.

Should the Program Committee wish to host pre-/post conference workshops, tours or school visits, these events must be planned and delivered on a cost-recovery basis and be scheduled on a day prior to the commencement of the actual conference or on a day immediately following the close of the actual conference.

(See Conference Arrangements)

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3. The Program Committee

a) Appointment

Appoint a Program Chairperson early in the planning process of the conference. This person calls meetings of the Program Committee, chairs the meetings, keeps minutes and reports them to the Conference Convener.

b) Responsibilities

With input from the Conference Organising Committee, (and Conference Management Service, if appointed) the Program chairperson works with the Program Committee to:

• Develop a comprehensive and detailed program that will reflect the conference theme and address the objectives of the conference
• Develop appropriate sub-themes/strands as necessary
• Determine the overall format of the conference program, keeping in mind the objectives and official events of ASLA and any joint conference parties
• Plan and develop any pre-conference events, if applicable
• Recommend names for keynote presenters, particularly for the conference opening
• Actively solicit national or international keynote presenters
• Coordinate the development, printing and distribution of documentation for the Call for Abstracts
• Work with the Publicity Chairperson to ensure a wide distribution of the Call for Abstracts
• Ensure requests for the Call for Abstracts are recorded on the conference database and completed Call for Abstracts are forwarded to the Program Committee
• Review the proposals and select those to be accepted
• Coordinate the notification of all those who make a proposal as to the outcome of the review process
• If necessary, actively solicit presenters to fill in gaps in the program
• Identify chairpersons/minders for program sessions
• Prepare instructions for program session chairpersons/minders
• Coordinate the notification of presenters of details of their session, date and time, room (multimedia requirements) approximate numbers
• Coordinate the preparation of copy, based on abstracts and other details, for the conference registration booklet/form
• Prepare an evaluation form
• Review the completed evaluation forms and assists the Program Chairperson in the compilation of a final conference report

The Program Chairperson will:

• Prepare a thank you letter, co-signed by the Conference Convener, for the presenters
• Coordinate the preparation of an equipment inventory for the room set up
• Assist in the assignment of rooms for the program sessions
• Notify the Publicity Chairperson of any changes and updates
• Keep track of any miscellaneous costs for the Program Committee and submit claims to the Finance Chairperson
• Attend all meetings of the Program Committee and provide a regular report to the Conference Convener

c. Call for Abstracts

The basic format for the Call for Abstracts includes:

• Title, First name and Last name
• Daytime contact information – school/institution, position, postal address, phone, fax, mobile and email address
• After hours contact information – postal address, phone, fax, mobile and email address
• Brief resume (to be published in the conference registration brochure and used as an introduction by the chairperson of their session – approximately 80-100 words)
• Session title (as it will appear in the registration brochure and program booklet)
• Session format (workshop, panel, seminar)
• Length of session, if time allocation necessary
• Session description (to be published in the registration brochure – approximately 50 words)
• Session abstract (to be published in the published in the program booklet and/or website – approximately 200 words)
• Theme / strand designation, if appropriate
• Intended audience, if required
• Maximum number of participants
• Equipment required (basic equipment supplied to each room may include whiteboard, screen, overhead projector. Additional equipment may include a computer, data projector, video player/television, Internet connection.
• Contact address for submission (should be the Conference Secretariat or, if utilising an Conference Management Service, to a central address)
• Deadline date for final submission
• Indication of how and when those submitting the proposal will be notified of the outcome

Call for Abstracts for keynote presenters may have a different format under the heading Keynote presenter form as similar information will be required.

The layout of the form needs to be the same as the configuration of the conference database used to record all information in relation to the conference. Consultation with the Secretariat or Conference Management Service needs to be considered in the design of the form.

i. Criteria

The Program Committee may evaluate each Call for Abstracts according to:

• Relevance to the conference theme
• Intellectual significance
• Wide appeal to a diverse audience
• Usefulness for practical applications
• Theoretical and/or research basis with practical application
• Clarity and completeness of the topics
• Suitability of the format or style of the presentation to suit the audience

d. Conference proceedings

Early in the planning of the conference the Program Committee, in consultation with the Conference Organising Committee, need to decide on the most appropriate format for the delivery of the conference proceedings.

The proceedings are copyright to ASLA. ASLA national office holds a batch of ISBN and should be consulted in respect to the allocation of an ISBN to the conference proceedings. In addition, the ASLA Publications Policy and Guidelines should be used as the standards for final publication.

If necessary, the program committee may appoint / hire an assistant for copy editing and data entry. It should be the intent of the program committee to have the proceedings available for distribution at the conference at the time of registration.

Any remaining copies of the proceedings become the property of ASLA.

(See also Conference Arrangements)

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4. Conference opening

The first event of the conference program sets the tone and engages the delegates. The degree of formality adopted on this event is a combination of ASLA’s tradition and culture and the traditions and culture of the host association of the state/territory it represents.

The conference opening usually comprises:

• A welcome by the local President outlining the theme and philosophy of the conference
• An official welcome by the ASLA President
• A traditional component representing the state/territory
• A keynote address

A sensible time allocation needs to be considered to accommodate these events.

The conference banner/s are displayed in a prominent place, "reserved" seating is identified for guests, sponsors, ASLA Executive, members of the Conference Organising Committee, and media coverage may be arranged.

a. Official Welcome

The Conference Convener usually chairs the official welcome.

In collaboration with the Conference Organising Committee and, if necessary, the ASLA President, the Conference Convener

• Identifies appropriate individuals and associations/organisations who should be invited
• Arranges for invitations to be send several months prior to the conference
• Follows up and confirms invitees approximately 1 month prior to the conference

b. Keynote address

In collaboration with the Conference Convener and the Conference Organising Committee the Program Chairperson

• Identifies an appropriate keynote speaker very early in the planning (and alternative keynote speakers)
• Contacts the speaker and formally invites him or her to speak at the opening and to remain as a guest of the conference for refreshments immediately following the address
• Follows up and confirms all arrangements with the speaker approximately 1 month prior to the conference
• Arranges for payment (an honorarium and/or expenses if appropriate) for the keynote speaker
• Works with the Publicity chairperson to ensure the keynote speaker is featured in conference press releases, on the website, in the conference program and registration booklet

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5. Conference close

The closing session of the conference make take place in conjunction with other events. For example:

• Presentation / handover to the next conference host (ASLA banners are handed over to the incoming host association)
• Closing keynote address
• A traditional component representing the state/territory
• Acknowledgement of the Conference Organising Committee and all personnel associated with the conference

6. Meetings

The Conference Convener needs to discuss with the ASLA President any requirements for the following:

• ASLA National Council meeting prior to the conference (2-3 hours)
• Annual General Meeting (approx 45 mins to 1 hour)
• ASLA group meetings, e.g. Strategic group, Publications group and Projects group

The Conference Convener will need to advise the Program Chairperson of any requirements for

• Scheduling meetings times before and during the conference
• Suitable venue for the meetings
• Any food and beverage, if required

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Version Control – ASLA Conference guidelines
ASLA Version 1 1980
SLASA Version 2.1 1994
SLAQ Version 2.2 2001
ASLA (Tasmania) Version 2.3 2003
ASLA Version 3 2005
ASLA Version 3a 20 February 2006