Committee Planning Report

 

Type of report being submitted:   Committee Planning Report

 

Date:  September 17, 2004                

 

Committee Name:  Booth Committee

 

Supervising Board Member:  Tanzi Merritt

 

Chair, Co-Chairs, Assistant Chairs: Sally Bickley, Bruce Stoffel

 

Committee members:  Sally Bickley, Kristin Brand, Consuela Cline, Erin Ellis, Tiffany Keagy, Maud Mundava, Anne Robert, Bruce Stoffel, Elisa Tan, Mary Tao, Catherine (CJ) Wong

 

Committee Charge:  The Booth Committee is charged with organizing and sponsoring an exhibit at the ALA annual conference.  The purpose of the exhibit is to promote membership and involvement in ALA and NMRT and to provide a place for information and social exchange.

 

2004 - 2005 Project Description / Goals: 

 

Goal 1:             Arrange a professional Booth at ALA Chicago for publicizing NMRT and its activities, as well as the benefits of NMRT membership.

 

Goal 2:             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 Chicago.

 

Goal 3:             Revise and update Booth procedures.

 

Goal 4:             Investigate purchase of a mobile, re-usable exhibit system (including furniture, signage, storage, and carpet) to replace the existing display board and annual furniture/carpet rental.

 

Specific Objectives (numbers, tangible end-products): 

 

Goal 1:       Arrange a professional Booth at ALA Chicago for publicizing NMRT and its activities, as well as the benefits of NMRT membership.

 

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

 

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)

 

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)

 

Through use of a survey, identify persons interested in joining NMRT and/or becoming active in NMRT committees (target: 275 completed surveys)

 

Offer one or more gift baskets as an incentive for patrons to visit the Booth and to complete a survey.  Solicit NMRT members for basket donations.

 

Provide a gift basket for the ERT silent auction.  Solicit NMRT members for basket donations.

 

Track the number of Booth visitors.  Target: 600 visitors.

 

Dismantle the Booth, making sure that all items are shipped to their proper location. 

 

Goal 2:       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 Chicago.

 

Update the Booth web page and associated ALA Chicago Booth information pages (call for volunteers, instructions for volunteers, volunteer schedule).             

 

Goal 3:       Revise and update Booth procedures.

 

Revise and update internal Booth procedures to guide the work of the 2005-2006 committee.

 

Assemble a kit of supplies (including scissors, tape, pins, velcro) for use in setting up the exhibit at annual conference.  The kit will be stored at ALA for inclusion each year in the NMRT annual conference trunk. 

 

Goal 4:       Investigate purchase of a mobile, re-usable exhibit system (including furniture, signage, storage, and carpet) to replace the existing display board and annual furniture/carpet rental.

 

Goals of any such purchase would be to reduce the amount of work required annually of committee members in terms of exhibit preparation and shipping, to save money by eliminating annual furniture and carpet rental expenses, and to provide the most professional image for the organization to our past, current, and prospective members attending the annual conference.  The product of this investigation may be a proposal to the NMRT Board.  Purchase and deployment of any new furniture would occur no sooner than 2006.

 

Financial Report:

 

Your budget appropriation (see budget)

a.  $500

Amount which you have spent so far this year

b.        0

Your estimated additional expenses this year

c.    500

Total of amount spent and additional "estimated" expenses for this year (b+c)

d.    500

Difference between budgeted amount and total expenses from above (a-d)

e.        0

 

Budget figures do not include $200 allocated to NMRT by ALA for the Annual Conference Booth; shipping of the display board by Quality Books; and the value of items donated by NMRT members and vendors.

 

Vendor support planned or anticipated for the year (either money or in-kind gifts), list here: 

 

Item                                                                                                     Vendor

 

NMRT Bags, preferably 100+                                                              From EBSCO?

 

Storage of display board and NMRT sign                                             Quality Books

 

Creation of 3M/NMRT grant winners sign                                             3M

 

Vendor support requested: (From the above list, what, if any, has been requested from the Exhibitor Contact and Relations Committee?)

 

We have not yet submitted a request to ECRC.  We will submit a request to ECRC for assistance with the NMRT bags.

 

Vendor support received: (From the above list, what if any, has been received?)

 

Commitments are in place from Quality Books and 3M.

 

Specific Needs/Support (non-financial): (For the categories below, please include approximate date service needed)

 

Web Support (help with webpage creation, web form creation, web database, web database, scripting, etc): 

 

Assistance with pages related to ALA Chicago:  by April 1, 2005

 

On-site conference volunteers: (include estimated numbers needed and brief job description)

 

Volunteers are needed to staff the ALA Chicago Booth.  The Booth will be open to the public 28 hours.  In addition, volunteers will be needed to assist with Booth set up and dismantling.  Our goal is to schedule 25 volunteers.  The job of Booth volunteers is to provide information to new and prospective ALA and NMRT members during one- or two-hour shifts. 

 

Publicity planned for the committee (posting to other discussion lists, official press release for webpage, etc.): 

 

We intend to publicize Booth activities and solicit volunteers for ALA Chicago through Footnotes, NMRT-L, and NMRTBD. 

 

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

 

Email addresses:  sally.bickley@mail.tamucc.edu and brstoff@ilstu.edu