Committee Final Report

 

 

Type of report being submitted:  Final Report

 

 

Date: July 7, 2004

 

 

Committee Name:  Booth Committee

 

 

Supervising Board Member:   Shelly McCoy

 

 

Chair, Co-Chairs, Assistant Chairs:  C.J. Wong, Bruce Stoffel

 

 

Committee members:  Sally Bickley, Christine Caputo, Consuela Cline, Gina Costello (web liaison), Xan Goodman, Terry Hill, Amanda Roberts, Bruce Stoffel, Mary Tao, C.J. Wong

 

 

Goals, Objectives, Projects completed (including, but not limited to, any procedures, tip sheets, checklists, etc. created during the reporting year):

 

Goals (from 2003-2004 Planning Report)

 

Arrange a professional booth at ALA Orlando for the purpose of publicizing NMRT and its activities, as well as the benefits of NMRT membership.

 

Maintain a committee presence on the NMRT website, particularly for communicating the work of the committee to all NMRT members and for recruiting volunteers for ALA Orlando.

 

Revise and update Booth policies.

 

            Objectives (from 2003-2004 Planning Report)

 

            ALA Orlando

 

Coordinate shipment of Booth materials such as the NMRT banner and literature rack to ALA Orlando.  

 

            Completed. 

 

Prepare an attractive display of NMRT informational materials including, but not limited to, the NMRT membership flier, schedule of NMRT conference activities, and Resume Review service.  Distribute informational packets to Booth visitors (target: 150 packets) 

 

Completed.  The Booth Committee created and staffed Booth 238 at the ALA Annual Conference in Orlando from 9 a.m. on Saturday, June 26, to 3 p.m. on Tuesday, June 29.  NMRT brochures were available in a literature rack.  In addition, packets of fliers were made available to interested visitors.   150 folders were prepared.  126 were distributed.

 

Provide sufficient staffing so that no one comes to the Booth without being greeted by friendly folks who can offer information about NMRT (target: 28 exhibit hours, 25 volunteers) 

 

Completed.  The booth was fully staffed during the 28 exhibit hours.  34 individuals volunteered.

 

Through use of a survey, identify persons interested in joining NMRT and/or becoming active in NMRT committees (target: 100 completed surveys) 

 

Completed.  271 visitors completed surveys.  167 (62%) asked to be contacted with information about NMRT membership and/or NMRT committees.   These 167 surveys have been forwarded to the Membership Promotion and Relations Committee for follow up. 

 

Develop and implement a system of tracking the number of Booth visitors.  Target: 250 visitors.  

 

Completed.  Booth volunteers were asked to keep track of the number of visitors to the Booth using a handheld counter.  Volunteers were instructed to only count persons who were actively engaged in the Booth … either they asked questions of volunteers or took handouts or viewed the display up close.  During the 28 exhibit hours, 575 visitors were tallied. 

 

Tear down the Booth and making sure that all items to be stored and shipped by Quality Books are safely delivered back to them.  

 

Completed. 

 

 

 

 

 

            Website

 

            Update the Booth web page and associated ALA Orlando Booth information    pages (call for volunteers, instructions for volunteers, volunteer schedule).              Link all updated pages from the NMRT website. 

 

Completed.

 

            Booth policies

 

Revise and update the official Booth charge to delete reference to the “Traveling Booth” service. 

 

Completed.  The NMRT Board approved this change in December 2003.  The NMRT Handbook was changed accordingly in January 2004.

 

Revise and update the Booth description in the online NMRT Handbook. 

 

Completed.

 

 

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.

 

No projects were postponed or carried over into 2004-2005.

 

Based on our experiences at ALA Orlando, we recommend that a kit of supplies (including scissors, tape, pins) be prepared and left in the ALA trunk for shipping to annual conference.  This would make Booth setup much easier.  Also, we noted that Velcro is needed to properly attach materials to the Quality Books display board.  Extra Velcro strips should be included in the supply kit.

 

 

Financial Report Section:

 

Your budget appropriation (see budget)

a. $300.00*

Amount which you have spent this year

b. $400.04**

Difference between budgeted amount and amount spent (a-b)

c. ($100.04)

 

* Does not include $200 allocated to NMRT by ALA for the Annual Conference Booth; shipping of display board by Quality Books; the value of items donated by NMRT members.

 

** Does not include an additional $200 spent on Booth furniture (an allocation received directly from ALA).  Figures as of 7/7/04 (does not include all expenditures for folders and decorating supplies).  Final expenditures are projected in the $450-$500 range.

 

            Detailed Expenditures as of 7/7/04

            Booth furnishings (GES):           $354.85

            Printing/copying:                       $82.64

            Baskets (3):                              $48.81

            Supplies:                                   $57.54

            Shipping:                                  $56.20

            Total:                                        $600.04

 

 

Report submitted by:  Bruce Stoffel on behalf of the Booth Committee

 

 

Email address:  brstoff@ilstu.edu