The first conference planning meeting needs to be held at the location of the conference. A tour of the conference facility needs to be arranged so that all the committee chairs have a good sense of the facilities and layout for their respective duties. This meeting will be longer than the rest of the meetings. Items to bring to first meeting for each chair: Agenda Conference Handbook sections for each Committee chair or refer them to the SLA website. A hard copy of the entire handbook may also be prepared and distributed for each committee chair. Floor plan of facility Previous year’s conference brochures and updates and relevant materials. Sample at-a-glance- template (may use or indicate the one in previous year’s brochure) Sample of SLA Office Scheduling Template Current year’s budget Previous year’s actual financial statements Timeline charts (or them out in handbook.) Subsequent meetings follow a general agenda of reports from all committees that bring everyone up-to-date. It is recommended that these reports be sent to the entire committee at least three days prior to a meeting so that everyone has a chance to read them to make appropriate suggestions and comment at the meeting. Samples of Agenda for the First Meeting and Subsequent Meetings Follow: First Meeting Saskatchewan Libraries Conference [year] Planning Committee Meeting [Date], [Time] [address], [city], [specific room] Agenda:
The first conference planning meeting needs to be held at the location of the conference. A tour of the conference facility needs to be arranged so that all the committee chairs have a good sense of the facilities and layout for their respective duties. This meeting will be longer than the rest of the meetings. Items to bring to first meeting for each chair: Agenda Conference Handbook sections for each Committee chair or refer them to the SLA website. A hard copy of the entire handbook may also be prepared and distributed for each committee chair. Floor plan of facility Previous year’s conference brochures and updates and relevant materials. Sample at-a-glance- template (may use or indicate the one in previous year’s brochure) Sample of SLA Office Scheduling Template Current year’s budget Previous year’s actual financial statements Timeline charts (or them out in handbook.) Subsequent meetings follow a general agenda of reports from all committees that bring everyone up-to-date. It is recommended that these reports be sent to the entire committee at least three days prior to a meeting so that everyone has a chance to read them to make appropriate suggestions and comment at the meeting. Samples of Agenda for the First Meeting and Subsequent Meetings Follow: First Meeting Saskatchewan Libraries Conference [year] Planning Committee Meeting [Date], [Time] [address], [city], [specific room] Agenda:
CONFERENCE-PLANNING-HANDBOOK-May18.docx