1.1 Policy Statement

This policy applies to all conferences and events hosted on behalf of the Australian School Library Association Incorporated (ASLA).

1.2 Policy Objectives

All activities of ASLA are conducted to further the objectives of the Association as set out in section 3 of the Constitution. It is expected that ASLA conferences and events will contribute particularly to objectives:

1.2.1

Promote an understanding of the aims, needs and educational significance of school library resource services and teacher librarianship.

1.2.2

Promote the continuing professional development of teacher librarians nationwide.

1.2.3

Promote research in the field of school library resource services and teacher librarianship nationwide.

1.2.4

Seek grants and raise money by any other means the Association thinks fit, and apply funds to purposes within the aims and objectives of the Association.

1.3 Principles

An ASLA conference or event will:

1.3.1

be a significant professional activity with a national focus and be open to participation by all ASLA Member Associations,

1.3.2

be readily identifiable as an ASLA event through naming, branding, programme focus and involvement of ASLA personnel,

1.3.3

include a representative from ASLA Executive (or their delegate) as a member of the organising committee, who will receive all minutes and financial information relating to the event,

1.3.4

honour existing agreements made by ASLA, as detailed in the schedule of the External Relations policy, and

1.3.5

operate within the ASLA conference and events guidelines, and according to a business plan and budget that does not involve ASLA in a financial loss.

1.4 Program

An ASLA conference or event will:

1.4.1

provide a focus or balance of themes relevant to the profession of teacher librarianship,

1.4.2

include presenters of international repute and credibility from Australia or overseas, and

1.4.3

facilitate publication of presentations in electronic and/or paper format where appropriate in accordance with ASLA publications policies and guidelines.

1.5 National Conference

National conferences are held in odd numbered years. National Council shall make every endeavour to confirm National Conference venues four (4) years ahead.
The organisation of the ASLA National Conference will be governed in the first instance by the relevant sections of the ASLA Constitution (see below). The ASLA conferences events and guidelines will also apply.

36.1

A national conference of the association is open to all members of the Member Associations and other persons interested in the objectives of the association shall be held biennially unless resolved otherwise by the National Council.

36.2

National conferences shall be identified by the recognised contraction for the name of the association, ASLA, followed by the serial number of the conference

36.3

The Member Association of the State or Territory in which the national conference is to be held, in conjunction with the National Council, shall be responsible for, and take control of, the organisation of the national conference

36.4

The Member Association. in conjunction with the National Council, pursuant to sub-section 3 of this section, shall open a separate bank account in the name of the ASLA national conference, keep separate financial records, and submit financial reports at each National Council meeting according to the provisions outlined in the ASLA Conference Policy and Guidelines. The Member Association shall account to the association through the National Council for all its actions directly or indirectly related to the national conference.

36.5

The association shall bear all losses and pay all costs incurred by the said Member Association in running the national conference that exceed the total income received from the national conference and the Association shall receive 80% of any net profit obtained from the national conference

36.6

The said Member Association shall within twelve months of the holding of the national conference present to the national council an audited statement of the full accounts of the national conference. It shall, at that time, forward to the treasurer a cheque for 80% of the net profits of the national conference

36.7

When reporting to national council the Member Association may tender to the association recommendations on any subject matter relating to the affairs, business, and objects of the association but the association shall not be bound by such recommendations.

36.8

National Council shall make every endeavour to confirm National Conference venues four (4) years ahead.

36.9

National Council shall invite from time to time submissions from Member Associations to host future conferences.

36.10

National Council shall obtain, at intervals of thirteen weeks or less, reports on the progress made in planning each national conference, and shall distribute the content of the reports to all Member Associations.

1.6 Financial

Conferences and events represent a means by which ASLA can generate significant funds for use in projects including advocacy and research. This policy and ASLA’s conferences and events guidelines attempt to maintain a balance between profit generation and accessibility.

1.6.1

Contracts relevant to any ASLA conference or event will be submitted to ASLA Executive for approval before signing. Any two members of ASLA may enter into agreements and contracts in writing on behalf of the Association, providing one member is from with the Executive Committee and both of whom have been granted authority to sign written agreements and contracts on behalf of the association by ASLA National Council. Once ASLA National Council has approved a business plan and budget, approval for any variation for additional expenses above 10% must be sought from ASLA National Council.

1.6.2

The following factors should be considered in developing budgets for ASLA conferences and events -

1.6.2.1

It is assumed that some paid conference coordination personnel will need to be contracted from either an external commercial conference organiser or from the host group. This should be negotiated on a per registration basis and should account for no more than 20% of registration income. This percentage should then become a non-refundable part of the registration fee.

1.6.2.2

Registration and trade exhibit fees must be agreed to in advance by ASLA National Council and registration fees should represent all day registration fee of less than $200, or as agreed to by ASLA National Council.

1.6.2.3

Registration fees will include a member’s rate whereby members of Member Associations and organisations with which ASLA has reciprocal arrangements will pay less than non-members.

1.6.2.4

Social events, conference dinners and tours should be optional and costed separately.

1.6.2.5

ASLA president, ASLA employees, presenters, members of the conference organising committee, and full-time students (not in receipt of income) should be offered a significantly reduced registration rate.

1.6.2.6

The number of paid presenters contracted should be limited. All presenters must be carefully informed about the terms of acceptance of their proposed session.

1.6.2.7

Sponsorship from reputable, relevant parties is encouraged provided it is in line with ASLA’s External Relations policy.

1.7 Additional Conference and Events

ASLA National Council may propose to hold conferences and events in addition to the biennial national conference. Such activities will

1.7.1

complement the national conference in fulfilling ASLA’s objectives by providing additional content, alternative format and/or reaching a different audience,

1.7.2

be held usually in the alternate year to the national conference, with regard to minimising any adverse impact on participation in the national conference, or in member association activities and related state or territory conferences and events,

1.7.3

bear a different and distinguishing name to identify the event as separate from the national conference, for example, shall be identified by the recognised contraction for the name of the association, ASLA, followed by reference to its format or theme, and followed by the serial number of the event, for example, ASLA Online II, ASLA School Libraries Summit I, and

1.7.4

be hosted either by ASLA National Council, or by a Member Association or by members of ASLA Member Associations on ASLA’s behalf. The hosting group shall be responsible for the organisation of the conference or event, and be responsible to ASLA in respect to any subject relating to the affairs, business and objects of the conference and all its actions directly or indirectly relating to the conference.

1.8 Hosting Proposal

This section of the policy describes the conditions required for a successful proposal to host an ASLA conference or event, the commitment required from the hosting group, the commitment from ASLA and its Member Associations.

1.8.1

ASLA will advertise, through National Council, an invitation to host an ASLA conference or event outlining the key objectives and any parameters beyond those specified in this policy.

1.8.2

Interested Member Associations or host groups should submit proposals that:

1.8.2.1

demonstrate the past and future commitment of the hosting group to the objectives and policies of ASLA,

1.8.2.2

outline how this conference or event will realise the stated ASLA objectives,

1.8.2.3

include details of existing/proposed structures within the host group with a list of key conference committee members,

1.8.2.4

include a proposed budget based on and including number of delegates required to break even, that is make no loss,

1.8.2.5

state the date, proposed venue and proposed theme of the conference,

1.8.2.6

include a proposed program framework,

1.8.2.7

operate within the ASLA Conference and Event Guidelines,

1.8.2.8

include a letter from the President or chief officer of the organisation stating that the host group accepts responsibility for the conference and including the statement:
The convenor of the ASLA conference [name] to be held in [place] [dates] agrees to meet ASLA’s requirements for conference administration, program and publications standards, and to ensure that the traditional elements of ASLA conferences, as applicable, are included in the program. The host group have read and understood the Conference Policy, Guidelines, and Clause 36 of the National Association Constitution, which is included in the conference policy.

1.8.3

Such a proposal should be submitted to the ASLA President in writing one month prior to a National Council meeting and at least three years prior to the proposed conference so that National Council may consider the proposal
The Association, ASLA, will:

1.8.4

determine the successful proposal,

1.8.5

initiate an agreement between ASLA and the host group, and

1.8.6

provide the conference policy and guidelines applicable at the time of the proposal to the host group

1.9 Support of conference and event hosts

The Association, ASLA, will:

1.9.1

ensure the transfer of previous conference and event information and knowledge to the convenor/coordinator of the next event,

1.9.2

if requested, provide initial seeding funds as a loan to the host group, repaid in full to ASLA at the close of the conference, up to the value of $20,000 following approval by National Council of the hosting proposal according to Section 1.8 of this policy,

1.9.3

receive conference reports, including financial statements, from the host group prior to each National Council meeting,

1.9.4

provide recommendations to the host group on matters related to ASLA conferences and events,

1.9.5

participate, as appropriate, in ASLA conferences and events particularly in providing written and verbal introductions for promotion of the event and during opening and closing ceremonies,

1.9.6

encourage Member Associations will support the host group in publicising ASLA conferences and events by free inclusion of relevant information in communications with its members, and

1.9.7

encourage Member Associations to consult with the host group before using ASLA conference and event presenters. Negotiation may include:

2. Effective date

The Policy and Guidelines will come into effect immediately upon being approved by National Council, being 20 February 2006.

3. Review of Policy

The ASLA Vice President – Association Relations, in collaboration with the Projects Committee and a representative of the host group, will review the Policy and Guidelines on a biennial basis following the national conference.

4. Related legislative documents