Committee Final Report
NOTE: ** = Required Field
**Type of report being submitted: Committee Final Report
**Date:
**Committee Name: Conference Planning Task Force (CPTF)
**Supervising Board Member: Joseph Yue, NMRT President
**Chair, Co-Chairs, Assistant Chairs: CPTF Chair, and Conference
Coordinator – Melody Allison <mmalliso@uiuc.edu>
**Committee members:
CPTF Core Members:
CPTF Web Coordinator -- Valrie Davis
<ila_25@hotmail.com>,
CPTF Special Ops -- Glynis Grau <Gjg67@aol.com>,
CPTF Special Ops -- Heather L Moulaison
<hlm686f@smsu.edu>,
CPTF Yahoo Groups Manager -- Erika Ripley
<eripley@post.cis.smu.edu>,
CPTF Volunteers Recruitment Coordinator -- Natalie
Sommerville <natalie.sommerville@duke.edu>
**Goals, Objectives, Projects completed (including, but
not limited to, any procedures, tip sheets, checklists, etc. created during the
reporting year):
Goal: To coordinate and keep track of NMRT
programs for MW and Annual meetings.
Objectives: The CPTF
is not to replace what each NMRT committee does, but to streamline the process
and keep the big picture, by:
·
Providing a single point for general NMRT conference
details (for chairs, board members, president, ALA Liaison, CPTF)
·
Coordinating conference details as they relate to
NMRT as a whole, particularly in the areas of the conference Web page,
volunteer recruitment, publicity, and handout distribution
·
Communicating conference deadlines and details to
chairs, board members, president, ALA Liaison, CPTF)
Projects:
NMRT Conference Tips handout updated
CPTF Volunteer Recruitment -- On site volunteer form created
for volunteer recruitment by Bill Armstrong.
CPTF Volunteer Coordinator monitored responses that came in, if the
chair receivedand responded, followed-up with the chairs as necessary, and noted
what committees are getting responses and what ones are not - ascertaining
balance. She provided this information to the committee and NMRT
Publicity so that they can plan for additional recruitment. The committee
and NMRT Publicity continued to do the actual recruiting. CPTF backed up
and monitored the overall situation.
CPTF Web site – Created conference Web site with
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Handout distribution monitoring - We tried a new project to
save money, trees, and sore backs. CPTF collected handout titles, URLS to
such titles if any, and put up pdf copies of your handouts in our CPTF Web
directory for those that are not Web pages:
Publicity – Committees worked with NMRT Publicity as normal
concerning publicity. CPTF integrated copies of committee publicity into
the CPTF Web page. We received assistance from NMRT Publicity to get the
word out about our CPTF Web site.
Annual Meeting Schedule and Room Assignments was monitored,
summary created, and communicated to board, committees, members.
All-Committee Meeting Participants List of attendees was
created and communicated to chairs,
board, and president.
Folks could see who planned to be there and meet up with them if
desired.
Procedures,
tip sheets, checklists, etc. created during the reporting year:
CPTF Coordinator Notes (position descriptions)
CPTF Web Coordinator
CPTF Handouts Distribution Coordinator
CPTF Volunteers Coordinator
CPTF Publicity Coordinator
CPTF details:
NMRT Midwinter roster
NMRT Annual roster
NMRT Event List Annual Meeting DRAFT15 2003 updated
Handouts:
Midwinter Meeting Schedule and Room Assignments summary
NMRT Events in Toronto Highlights - Midwinter handout
Annual Meeting Schedule and Room Assignments summary
NMRT Conference Tips 2003 [updated for Annual Meeting]
Tools:
Handouts Tool for Committees
Handouts Budget Tool
NMRT Event List Midwinter Meeting events 2003
Handouts Budget Tool
NMRT Event List Annual Meeting events 2003
Handouts Distribution Tool
NMRT Event List Midwinter Meeting events 2003
Handouts Distribution Tool
NMRT Event List Annual Meeting events 2003
Handouts Summary Tool (for CPTF,
board, president)
NMRT Handouts Potential Midwinter Distribution Points 2003
NMRT CPTF Handouts Potential Midwinter Distribution Points
2003
NMRT CPTF Handouts Potential Annual Distribution Points 2003
All Committee Meeting Summaries
Midwinter All Committee Meeting Participants List 2003
Annual All Committee Meeting Participants List 2003
MW CPTF Meeting Agenda
2003 All-Committee Meeting CPTF Agenda
CPTF Tip Sheets
Conference Volunteer Recruitment Procedures [for NMRT Handbook]
Conference Web Site Development Tip Sheet [for NMRT Handbook]
Conference Trunk Date Details [for NMRT Handbook]
NMRT CPTF Timeline
CONFERENCE COORDINATOR, AND CONFERENCE PLANNING TASK FORCE
CHAIR (AUTHORIZED BY NMRT
BOARD 2002-2003)
NOTE: For more information, please see Addendum to
Committee Planning Report, 2002-2003: Timeline : Footnotes ( 7/18/03 )
**Action Items/Issues To Be Resolved – What
plans/projects remain which will be carried over or postponed until next year?
Have there been any substantial changes in plans requiring a reconsideration or
cancellation of projects? Information regarding such will be helpful for future
chairs and planners.
Deferred to next year
·
Study
and recommendations for how to make conference events accessible to NMRT
members who are not able to come to the conference – e.g. streaming video, etc.
·
For
NMRT Handbook:
o
Conference
Scheduling Tip Sheet
o
Conference
Room Reservation Tip Sheet
o
Conference
Promotion, Handbook Tip Sheet
o
Checklist
for Hosting a Speaker at NMRT Events
(issues to address = honorarium, providing gifts, paying conference
registration [see ALA regulations about not paying registration for librarians
speakers even if not working as such], etc.
+ how to select, communications, authorizations, equipment needs/costs, ETC.)
o
Conference
Handouts Duplication and Distribution Procedures [See Handouts Tools for help]
Financial Report Section:
|
Your budget appropriation (see budget) |
a. 0 |
Amount which you have spent this year |
b. 0 |
|
Difference between budgeted amount and amount spent
(a-b) |
c. n.a. |
**Report submitted by: Melody Allison
**Email address: mmalliso@uiuc.edu