Addendum to Committee Planning Report, 2002-2003: Timeline
Committee Name: Orientation
Specific Timeline for Year's Activities
Submit suggestions for committee members to NMRT President. Review files from previous year and become familiar with NMRT Handbook. Establish contact with NMRT Local Arrangements Chair, NMRT Conference Planning Taskforce, and ALA Membership Committee Chair.
Establish contact with committee members. Prepare planning report. Solicit program suggestions from committee members, NMRT Local Arrangements Committee, NMRT Executive Board, and ALA Membership Committee.
Begin to work with NMRT Conference Planning Taskforce to schedule Orientations for Midwinter and Annual. Determine if audio-visual equipment will be used and what costs will be anticipated.
Work with Outreach Director to determine what NMRT conference theme will be. Review program suggestions and with assistance from committee members, make preliminary decision about the program. Contact speakers and try to get confirmation as soon as possible. Discuss with Outreach Director and President ways in which the ALA Membership Committee could contribute to the co-sponsorship. Determine exactly what kind of vendor support is needed and communicate this to the Exhibitor Contact and Relations Chair (e.g., bags from EBSCO for literature collected).
Continue the planning process, working closely with committee members and Outreach Director. If packets are to be prepared, decide what materials will be included. Local Arrangements Committee can be helpful in securing tourist brochures, etc. If fliers from ALA Division are to be included, devise plan for securing these. Contact ALA divisions and round tables to solicit brochures and/or to request representative to attend orientation.
Study budgetary needs carefully. If needs exceed available funds, try to pare down your budget. You can request a budget adjustment at Midwinter through a written justification. Notify committee members of Midwinter meeting times and places as well as Orientation session information. Confirm speakers for Midwinter.
Arrange drop site in conference city to receive materials. NMRT Local Arrangements can help with this.
Prepare Midwinter report and organize papers for Midwinter Meeting. Have Midwinter Orientation agendas printed. Be sure all details are being covered.
Meet Friday afternoon to stuff packets for Saturday Midwinter orientation session.
Arrive Saturday at the meeting room early to be sure it is properly set up. This may require several hours if there is a lot to set up. Have your committee members run through the program with you. Watch for arrival of speakers and show them to their seats. Conduct Midwinter Orientation. Be alert to their needs and to the comfort of the audience throughout the program.
Use Big Tent meeting time to finalize format and to clearly divide responsibilities for Annual orientation.
Contact NMRT committee chairs to see if they have materials to include in packets for Annual. Prepare report of proceedings of Midwinter committee meetings. Arrange drop site in conference city to receive materials. NMRT Local Arrangements can help with this. Contact ALA divisions and round tables to solicit brochures and/or to request representative to attend orientation. Prepare publicity released and send to NMRT Publicity Chair for Annual orientation. Send preliminary program information to Conference Arrangements Office for Annual orientation.
Send final Annual program information to Conference Arrangements Office. Correspond with all committee members and others involved to make certain everything is going smoothly. Work with NMRT Conference Planning Taskforce on room set up and equipment needs for Annual.
Develop detailed program outline and a script for the parts you will moderate. Be sure program will flow smoothly. Send outline to speakers and be sure you know their needs precisely.
Have Annual orientation agendas printed. Be sure all details are being covered. Inform committee members of the meeting times and places for Annual conference.
If possible e-mail or call all committee members, speakers, etc. to be certain everything is set. Record hotels where committee members are staying so you can reach them easily as needed. Organize your files for transfer to successor. Prepare final report.
Arrive at the meeting room early to be sure it is properly set up. This may require several hours if there is a lot to set up. Have your committee members run through the program with you. Watch for arrival of speakers and show them to their seats. Be alert to their needs and to the comfort of the audience throughout the program.
After the conference, write thank you letters to speakers and others who were helpful. Transfer files to in-coming chair.
Addendum submitted by: Michelle Turvey
Email address: firstname.lastname@example.org