MILITARY LIBRARIES WORKSHOP (MLW) PROCEDURES

I. PURPOSE

This Manual is to facilitate the working relationships of planners for each Military Libraries Workshop (MLW) by defining responsibilities for each group (Host, MLD Executive Board, and Program Committee) and by providing guidance for each host from the cumulative experience of previous workshops.

II. DEFINITIONS

Archivist

The archivist, appointed by the MLD Chair, shall be a member of the Military Libraries Division of the Special Libraries Association (SLA/MLD) and shall serve on the Publications Committee. The archivist shall archive MLW and MLD documents as specified by SLA guidelines for Archivists.
Auditor. The auditor, appointed by the current MLD treasurer, shall be a member of the Military Libraries Division of the Special Libraries Association (SLA/MLD) and shall serve on an ad hoc committee. The auditor shall audit both MLD and MLW financial records. The auditor shall not be a member of the MLD Board of Directors.

Host

The Commanding Officer or an authorized delegate of the military activity, which has officially accepted the responsibility for sponsoring and conducting the Workshop. MLW Host is rotated among the Army, Navy/Marine Corps, Air Force, and Department of Defense agencies.
Military Librarians (for MLW purposes only). All persons (civilian and military) who hold positions as librarian, library supervisor, or technical information specialist/officer in a military, government, or private organization with a military mission.

Military Libraries Workshop (MLW)

An annual specialized training event and meeting organized and conducted by the Host organization and sponsored by the MLD. The participants actively engage in organized discussions and training sessions concerning common professional military library and technical information matters and learn about new technologies and trends.

Directors (MLW Service Representatives)

These members shall provide direction and continuity for planning and scheduling the annual MLW. They shall obtain a Host for their service rotation of the Workshop. MLW service representatives shall be elected to the Division Executive Board for a two-year term. They shall represent each military service with at least 20 members in MLD: Army, Navy/Marine Corps, Air Force, and Department of Defense (US).

Ombudsman

This is a local library staff member who is familiar with the details of the conference, local area, local contacts, etc. A "reference librarian" for the MLW. Someone who is able to answer questions or to direct one to a source for the answer.

Program Committee

A Committee selected by the Host of the forthcoming Workshop for the purpose of planning and organizing the Workshop program. The Host shall appoint the Program Committee Chair and provide the name to the MLD Chair.

Registration Fee

A monetary fee charged to all MLW attendees to recover program costs at little or no profit. Fees for members of MLD, non-members and retirees should be set in direct proportion to SLA's fee structure, i.e., non-members pay more than members.

Retirees

Defined by SLA Bylaws.

III. DUTIES AND RESPONSIBILITIES

A. MLW Service Representatives

- Solicit Hosts for future workshops from their military branch or agency.
- The MLW will probably follow this rotation among the services:
  - Air Force - 2001 U.S. Air Force Academy, Colorado Springs CO
    o    Marine Corps - 2002 U.S. Marine Corps University
    o    Army - 2003
    o    DoD - 2004
    o    Navy - 2005
    o    Air Force - 2006 (50^th) Air University to host
    o    Army - 2007
    o    DoD - 2008
    o    Navy - 2009
    o    Air Force - 2010
    o    If a particular service has a high visibility initiative, institution, or project, the regular rotation may be changed, unless a firm commitment is in place for MLW Host organizations, i.e., a letter from Host Organization Commanding Officer offering to host a specific MLW.

Identify their service host for next rotation and assist in getting commitment from that MLW host.
Assist Host in selecting Program Committee.
Announce the MLW program and provide registration information to their service librarians.
Provide guidance to Host on service-specific issues, initiatives, or trends for programming MLW events.
Provide guidance to host when initiatives, issues, or trends are likely to affect other/all military librarians.
Work on assignments related to the workshop from the MLD Chair, as needed.

B. MLD Executive Board

Chair and Chair-elect, or their designated representative(s), should conduct a site visit for upcoming MLW, preferably two years out. Division will pay reasonable unreimbursed expenses (with receipts) but not personal expenses.
- If TDY orders, please make sure the following are included, if possible:
- Copying is permitted.
- Faxing is permitted.
- Use of Hotel computer/business center is permitted.
- Rental car is authorized for travel in/around TDY site.
Gives preliminary approval to the forthcoming Host's proposed Workshop budget and program plan.
Submits to MLD Chair for final approval.
Reviews the MLW Procedures Manual; considers suggestions for changes received from MLD members or MLW participants. Forwards, with its recommendations, proposed changes to MLD Chair.
Assists the MLD Chair in disseminating workshop information to all members.

C. MLD Chair (MLW-Related Duties and Responsibilities)

Identifies potential MLW service representative to the MLD Executive Board. Ensures that each service with at least 20 MLD members is represented. May ask advice from current and former MLW service representatives in identifying new MLW Service Representative Director(s).
Sends a copy of the MLW Procedures Manual to future Hosts 1-2 years before their Workshop.
Assists the MLW Host in announcing the program and providing registration information in the official MLD bulletin, THE MILITARY LIBRARIAN; through other library publications, appropriate SLA or other Web pages, and electronic discussion lists.
Conducts the MLD Executive Board and MLD Business meetings at the MLW.
Conducts Lessons Learned or Strategic Planning meeting at the conclusion of the MLW.
Reviews the MLW Procedures Manual for consistency with SLA Bylaws and other guidelines.
Submits changes for the MLW Procedures Manual to the MLD Executive Board.
May assign MLW-related work to service representatives as needed.
Works with Host of the forthcoming Workshop to ensure a timely submission of a proposed budget and program outline to the MLD Executive Board. Provides assistance to forthcoming Hosts in preparing a budget, if requested.
Ensures that acknowledgment letters, signed by SLA Executive Director, are sent to sponsors as defined by the SLA guidelines.
Ensures that all documents, including copies of contracts, related to the MLW are sent to the Division Archivist.

D. Secretary

Prepares and presents the minutes of MLD Executive Board, MLD Business, and MLW Strategic Planning Meetings at the MLW and annual SLA Board meetings.
Ensures that all attending Board members have a copy of meeting minutes within a reasonable time (2-4 weeks after meeting) to make corrections if needed.
Ensures that copies of the final corrected and approved version of minutes are provided to the MLD Executive Board, Publications Chair, Archivist, SLA Division Cabinet Chair, and to SLA Association headquarters.

E. Treasurer

Maintains MLW funds as a separate tax-exempt Special Project (MLW) account of the MLD
- (tax-exempt ID #13-5404745).
Disburses funds to pay MLW bills after the MLD Chair, MLW Host, or designee, verify bills.
Abides by guidelines in SLA's current Legal and Tax Primer for Association Units.
Accepts sponsorship checks for MLW and deposits funds in the MLW account.
Provides MLW Host a copy of SLA's current approved financial accounting software for use in preparing the MLW budget.

F. Archivist

Maintains all pertinent records of the Military Libraries Workshop, including final budget, and important letters or email of the Executive Board and Hosts, which may demonstrate the reasoning behind decisions for the next history of the workshop and/or unit.
Maintains copy of annual Auditor report of MLW with MLW materials.

G. Auditor

May not be a current member of the Division Executive Board.
Conducts an annual audit of MLD and MLW accounts.
Presents a report of the audit to the treasurer, who provides a copy to the Chair, Archivist, and SLA HQ within 30 days after receipt.

H. Host

Attends Workshop one year prior to own Workshop.
Attends Strategic Planning and Lessons Learned meeting if possible. (Should receive the minutes or summary of this meeting, whether or not present at meeting.)
Provides the theme or general topic for the workshop.
Selects a Program Committee Chair.
The Host and Program Committee Chair select Program Committee members.
Establishes local logistics committee for Workshop operations and for providing hospitality, including arrangements for local living accommodations, and, as appropriate, intrasession luncheons, the Workshop dinner, and local tours. The MLD Executive Board may contract out these functions.
Transmits information concerning availability of quarters, local transportation arrangements, registration fees, etc. to the MLD Chair.
Maintains records of expenditures and provides them to the MLD Chair or treasurer for payment.
May arrange for meeting space for the Army, Navy/Marine, and Air Force service meetings during the Workshop.
Coordinates with the MLD Chair and provides a meeting room for MLD Executive Board meeting, MLD Business Luncheon (for all MLW attendees), and/or MLW strategic planning meeting(s).
Opens the annual MLW by ringing the Bell.
Formally announces the next Host at the closing session and passes the Bell to the next Host, who rings the Bell to close the current MLW.
Attends or sends designated local Chairs (Program Planning, Logistics, etc.) to Strategic Planning / Lessons Learned meeting at the conclusion of the workshop.
Within six months after the MLW, publishes the Proceedings of the Workshop and deposits two paper and/or one electronic (.pdf or equivalent standard format) copy in the Defense Technical Information Center (DTIC). Participants may obtain copies from DTIC.

I. Workshop Committees

Workshop Committees may include the following:
- Program planning,
- Logistics,
- Registration,
- Webmaster,
- Proceedings,
- Others.
MLD Chair with approval of Executive Board and IAW SLA Bylaws, the approval of either SLA's Executive Director, and/or Board of Directors, depending upon costs involved -- may contract out one or more of these functions after discussion and agreement on Host responsibilities.
Program Planning Committee consults with the Host and the MLD Chair.
- Formulates the program.
- Checks for conference conflicts with dates selected for MLW. MLW should not conflict with SLA annual or winter meetings. Ideally it should not conflict with the DTIC annual user's conference. Try not to conflict with Internet Librarian or ALA annual or winter meetings.
- Program Planning Committee develops program schedule and transmits it to the Host with logistics requirements and potential expenditures.
- Host and Program Planning Committee create a budget (including proposed registration fee for the forthcoming Workshop) and submit it to the MLD Executive Board for approval. MLD Executive Board must meet in a face-to-face meeting to take this action. MLD Board normally meets no more than three times annually: SLA annual conference in June; SLA winter meeting in January; and MLW. Program Planning Committee selects speakers and/or discussion leaders.
- Program Planning and/or Logistics Committees may be responsible for providing help to speakers.
Logistics Committee investigates costs for local tours/events with transportation. May make up signage for MLW, local tour/event meeting sites. May investigate sponsorship of events, in conjunction with MLD Chair, treasurer, or Resources Chair.
Registration Committee uses database software to track registration for workshop, concurrent sessions, meal choices, event ticketing, etc.
- Chair should provide summary information to Host and MLD Chair regularly, especially in last few weeks preceding MLW, and daily during workshop.
- Registration database will provide an attendee list during the MLW and for conference proceedings to be published after workshop.
Webmaster creates Website for MLW, either on Host Website with link to MLD Website, or on MLD Website - through MLD Webmaster - with link to Host Website. Seeks linkages to SLA Conference page, MACOMs, MAJCOMs, DTIC, etc., for maximum visibility of MLW Website.
Proceedings Committee edits presentations, prepares summaries, and conclusions of the Workshop, and assists Host in publishing proceedings.
Lessons learned session at end of workshop should include Committee chairpersons or their designees. If unable to participate or attend, chairpersons should send written evaluation/lessons learned for their area of experience to MLD Chair within two weeks.

J. Non-Workshop Meetings

Service meetings usually held with MLW include: Army, Navy, and Air Force librarians.
Service librarians responsible for these meetings should offer an estimate of their meeting attendance to MLD Chair. These estimates are used in negotiations with Hotel.
With sufficient notice, these Army, Navy, or Air Force Librarian meetings may be advertised on MLW website and listed in MLW Agenda.
These meetings should not take precedence over the MLD Executive Board meeting. MLD Executive Board meeting should be held in a no-conflict time, similar to SLA Board meetings at annual conference.

IV. AMENDMENT

These procedures may be amended upon majority vote of the MLD Executive Board.
The MLD Chair may call a special meeting to consider the proposed changes or may place the proposed changes on the agenda for the next regularly scheduled Board meeting.

APPENDICES

Appendix A provides an action schedule for planning and reporting on workshops.
Appendix B provides Site Survey procedures for forthcoming workshops.
Appendix C explains the format required for workshop proceedings in paper.
Appendix D provides the food and sleeping room figures for two-three most recent MLWs.Approved: _______________ ______________________________________
Date for MLD Executive Board
Approved/Adopted: _____________ _____________________________________
Date MLD Chair

APPENDIX A MLW ACTION SCHEDULE

TWO YEARS OUT:

NOVEMBER: (Two years out)

MLD Chair forwards MLW Procedures Manual to Forthcoming Host.
Host appoints Program Committee Chair.
Host establishes local logistics committee(s) or contracts same for Workshop operations.
Appoints coordinator to act as liaison with Executive Board.
Program Committee Chair, in consultation with the Host, selects the Program Committee, plans program and calls meeting of the Committee as required.

DECEMBER: (Two years out)

Auditor conducts audit of the financial report and records of the MLW since the previous audit.

JANUARY/FEBRUARY: (Two years out) SLA winter meeting

MLD Chair and Chair-elect or their designees review facilities at forthcoming Host's location and conduct a site survey.
MLD Chair notifies Host of budget approval - if MLW procedures manual to Host more than one year out.

ONE YEAR OUT:

JANUARY/FEBRUARY: (One year out - if not completed earlier): SLA winter meeting

MLD Chair and Chair-elect or their designees review facilities at forthcoming Host's location and conduct a site survey.
MLD Chair notifies Host of budget approval - if MLW procedures manual to Host more than one year out.

MAY (One year out):

Host submits preliminary budget for forthcoming Workshop to MLD Chair for review.

JUNE (One year out): SLA annual conference

Program Committee Chair submits proposed program to Host with information on requirements: seminar rooms, recording equipment, expenses, etc. Provides copy to MLD Chair.
Host forwards revised proposed Workshop budget and proposed registration fee(s) to MLD Chair for approval.

AUGUST (One year out):

Program Committee Chair furnishes to Host final program and information on logistical requirements.
Host transmits final program and information concerning quarters, transportation, etc., to MLD Chair and Board MLW Service Representatives.

DECEMBER: (One Year Out)

Auditor conducts audit of the financial report and records of the MLW since the previous audit.

CURRENT YEAR:

MARCH (current year):

MLD Chair/Board members publicize forthcoming Workshop in THE MILITARY LIBRARIAN, INFORMATION OUTLOOK, and, through SLA Headquarters, local Chapter bulletins, Web sites, and electronic discussion lists. May also promote through service library workshops or meetings, Military Education Central Committee (MECC), Army Library Institute (ALI), Air Force Library workshop, Navy Librarians meeting, etc.

APRIL (current year):

MLD Chair sends e-mail via the MLD Discussion List concerning the dates and general information on the forthcoming Workshop.

JULY (current year):

MLD Chair notifies Host of budget approval if Host has MLW Procedures Manual less than 12 months out.

CURRENT WORKSHOP :

MLD Chair conducts MLD Business Meeting (should be a luncheon to which all MLW attendees are invited.)
MLW Host announces next Host.

AFTER WORKSHOP (current year):

Host or Program Committee Chair presents a summary of the Workshop to Editor(s) of The Military Librarian for publication.
Host, with the assistance of the Program and/or Proceedings Committee, edits and publishes Workshop proceedings.
Submits records of Workshop to the Archivist.
Deposits copies of the proceedings in DTIC.

APPENDIX B MLW Site Survey Checklist

Initial Survey - 2 years out if possible.
Two MLD Officers (Chair/Chair-elect) for at least two full weekdays for site survey.
- Stay at main hotel (or most likely site).
- Eat at least one breakfast, lunch, and dinner in most probable hotel.
- Check out surrounding area for eateries, shopping, tourist activities, safety.
- Check with local convention center/visitors bureau for suggestions, brochures, and/or help available.
- Confirm or negotiate meeting room block:
- Will require sleeping room numbers and meal functions numbers from the 2-3 most recent workshops. (See Appendix D)
- Number of rooms blocked/set aside for MLW.
- Dates rooms held for (arrival and departure dates)
- Will rooms be held at conference, per diem, or government rate for weekend before/after MLW?
- Any special events in local area that attendees and/or planners should learn about?
- Learn the location of the rooms, the maximum seating capacity, etc.
- Learn the location for registration within hotel.
  - What kind of signage is available or possible?
- What kind of meeting rooms are available and at what cost?
  - General/Plenary sessions
  - Concurrent sessions or breakout rooms (2 or 3 concurrent sessions)
  - If round-table or breakout sessions in one room - can acoustics accommodate 3 or more groups talking simultaneously.
- Does hotel provide A/V equipment or vendor - at what cost?
  - Is anything: podiums, screens, etc., offered free by Hotel?
  - Look for options for at least 10-14 vendors.
  - Table top display only or other Exhibit Display options?
  - Discuss the fee per vendor set-up.
  - Discuss anticipated need for phone lines, modem or data lines, or other special requirements.
  - Discuss vendor space to include breaks or other food events - to get attendees into vendor room.
  - Discuss options for payments coming from Contractor and MLD. Recommend only one (1) organization coordinate the transfer of money. Should be MLD.
- Discuss logistics for break packages - where will food/beverages be located. (Vendor room if possible)
  - Get options for Reception costs.
- Is everything in the contract?
  - Review menus for food and beverage functions:
  - Buffet / continental breakfast cost
  - Luncheon cost (plated, buffet, boxed)
  - Mid-morning refreshment
  - Afternoon break
  - Reception
  - Evening meal (sometimes one in Hotel.)
    
    [The following section was added on the recommendation of SLA Conferences and Meetings Director.]

Dishonored Reservations:If the Hotel is unable to provide a sleeping room to a convention attendee holding a guaranteed reservation, the Hotel will provide such attendee the following:

1. A sleeping room at a nearby hotel for one (1) night (complimentary basis), with a guarantee that the individual will receive the first available room.
2. One long distance phone call - Maximum length 5 minutes.
3. Free transportation to the hotel and return if required.
4. The hotel will issue a note of apology to the displaced delegate and an amenity upon return.
5. The hotel will try to bring the delegate back the following day. Should the delegate choose not to transfer back to the original hotel when a room becomes available, the hotel shall be relived of any further obligation.
6. Should the guest be walked to a non-block participating hotel, any rooms walked will be included in the count for complimentary room credits.

Construction and Remodeling:The Hotel will give SLA notice twelve months in advance of the official meeting dates of any construction or remodeling effecting SLA to be performed between the date of this contract and the completion date of the meeting. Major changes to the hotel which make it incompatible with the arrangements as outlined within this Agreement, will be cause for cancellation of this Agreement without penalty to SLA or the Hotel. However, should it become necessary for the Hotel to cancel this Agreement because of construction or remodeling, the Hotel agrees to reimburse SLA for all promotion and administrative expenses it had incurred prior to the date of cancellation.

Hotel Quality:Should SLA become aware, up to four months prior to the date on which the Military Libraries Workshop is to commence, that the quality of the facilities, service, or amenities has deteriorated from that in existence at the time of ratification of this Agreement, then SLA may, after giving Hotel reasonable notice and opportunity to cure this deterioration, cancel this Agreement without penalty, and with the return of any monies already paid to Hotel by SLA, workshop participants, or SLA contracted representatives.

Reservations Cutoff Date:The cut-off date for reservations will be twenty-one (21) days prior to the first official date of the beginning of the annual workshop. The published cutoff date will be thirty days prior to the first official date of the beginning of the annual workshop.

Attrition Policy:Group and Hotel agree to work together to maximize hotel occupancy over the dates of group function. Group will not put parameters on Hotel accepting reservations directly. In turn, both Hotel and Group agree to work together to maximize total count of room block. If the Attrition Policy is called forth, it is suggested, but not limited to Hotel providing to group a list of all rooms coded to Group on its peak night. Group will compare the peak night rooms occupied list of attendees coded to Group with Group's list of registrants. At Group's request, the list of those meeting attendees not identified on the Hotel's group list will be submitted to the Hotel and the Hotel will check that list against their total in-house list. Any guest room occupied by an Individual/Company on Group's pickup, but not coded to Group within the Hotel's system, will be credited to Group's pickup, as well as the room nights of any attendees who were relocated to another hotel. Guest rooms from the agreed upon room block reserved and not used after the official closing date will be the responsibility of the Group less any revenue from rooms that the Hotel successfully resells to the general public through its normal channels of distribution.

The Overbooks Hotel Prior to Cutoff Date Clause:A contract's "Overbooks Hotel Prior to Cutoff Date" clause should contain the following three key elements:

1. A stipulation that the meeting sponsor is due damages in an amount equal to "X" percent of the group's average rate per room night that the Hotel is unable to accept prior to the cutoff date.
2. A stipulation that the meeting sponsor's pickup report will include the displaced room nights and that the meeting sponsor will not be liable for damages based on attrition, meeting room rental, reduced food and beverage covers, or any other terms dealing with a reduction in the group's pickup.
3. A stipulation that if the Hotel is unable to provide at least a minimal percentage of the contracted room block (70 percent to 75 percent is reasonable), the meeting sponsor may terminate its obligations with the Hotel without liability to the meeting sponsor and hold the Hotel liable for total breach of contract.(Note: The "Overbooks Hotel Prior to Cutoff Date" clause differs from the "Dishonored Reservations" clause currently being used by some planners because its provision for damages compensates the meeting sponsor and not the individual. The "Dishonored Reservations" clause is intended to apply to situation in which the hotel is unable to give rooms to individuals who have guaranteed reservations). -- end of section recommended by SLA Meetings Director

Points to Consider:
This conference has a history of low attendance (from hotel standpoint). We need to monitor the sleeping rooms so we do not fall below the minimum requirements on the contract.
- Penalties for not enough sleeping rooms?
- Penalties for food/beverage overestimates?
- Other penalties?
- Costs for meeting rooms?
Get history from previous conferences: sleeping rooms numbers (for hotel rooms needed) and meal function numbers to show number of conference attendees. Food/beverage usage will show numbers of locals, persons sharing rooms, etc. Add history to file for next planner.
Remember that contracts above $5000 must be signed by Association Executive Director. Any contract above current Division assets requires approval of the full SLA Board of Directors, which meets only in Jan, June, and October.
Activities:
Schedule a tour of host facility. (Usually on Wednesday or Thursday).
- Transportation for this event - cost included in registration? no cost transportation? separate fee?
Evening event (not MLW reception).
- Budget required for this event - unless fully sponsored event.
- Location rental fee; transportation to/from cost.
- Separate fee required from registration.
MLW Reception - icebreaker before opening of MLW.
MLD Business Luncheon (or other meal function.) Plan for all attendees. Cost to be included in registration cost - unless sponsor found for cost of meal. This meal should fall on first or second full day of MLW.
Time Line (establish POC and estimate time of completion)
Agenda
Graphics
Speaker Coordination (travel, A/V requirements, etc.)
Any VIPs who will require special protocol?
Who will be POC for speakers?
Make sure they find their way to Hotel, have proper equipment, software for presentations, etc.
Web page - final approval - date to go "live."
Questions:
What days will the vendors display? Define set-up times, fees, etc.
Will there be handouts?
Will vendors be able to participate in any/all food events?
Any requirement for binders, velcro envelopes, jiffy bags, etc.?
Will there be a "giveaway" at registration? (i.e., coffee mugs, hats, pens, etc.)
Will there be "door prizes" for any event? (i.e., evening at hotel or nearby spa/gym, dinner for two)
Certificate of participation or training for attendees?
- Who signs 1556s? Host or MLD Chair?
Who are the POCs? Who are the decision makers? What is the chain of command?
Will lunch be "on their own" everyday (except for MLD Business Luncheon)? If so, we'll need to prepare lunch options for the attendees (most will not have transportation and they will have only 1-1 1/2 hour(s).
Budget:
MLW budget must be prepared in SLA-approved financial software. Currently Quicken is software package used by SLA units. MLD treasurer will provide a copy of that software to Host or designee.
Budget must be realistic and should break-even for Military Libraries Division, showing neither large profit, nor loss.
- Document all assumptions in budget.
- Document unusual expenses or savings.
Hotel will require programming information
- number of days of conference,
- days/times of concurrent programs and numbers for each session and types of seating for each day and session (lecture, seminar, dinner seating)
- numbers of persons expected each night,

Report of Site Survey
Prepare questions with 1-2 questions per page. Leave plenty of room for answers.
- Leave room for additional questions to consider
- POCs for various actions.
Report to MLD Executive Board meeting should include a synopsis of the above information,
- along with a copy (copies) of Hotel layout and meeting room costs,
- expense sheets for food/beverages, Audiovisual equipment, and Exhibit space.
Report should include brochure(s) for local activities and sightseeing possibilities.
Logistics - Host
Organize registration desk. Aim for Joint participation. Ask other local military library staff to cooperate. Coordinate same.
- Name POC/Ombudsman
- Staff 1 person on Sunday between 3-5 p.m. for early registration and questions, if possible.
- Staff 2 persons on Monday between 7:30-9:00 a.m. and 3:00-5:00 p.m. for early registration and questions, if possible.
- Staff at least 2 persons Tuesday between 7:30-9:00 a.m. for peak registration and questions, if possible. Should have two persons around for most of the day. May offer local staff a "free" day if they work the morning registration process during full conference days.
- Staff 1 person Wednesday 7:30-9:00 a.m. for late registration and questions, if possible.
- Staff 1 person Thursday 7:30-9:00 a.m. for late registration and questions, if possible.
- Ombudsman should be familiar with everyone/everything going on. Should be a 'reference librarian' for MLW and should be available throughout the workshop.
Up to six (6) persons may be required for stuffing bags before initial conference registration, may pre-package most materials one week out, if possible.
- MLW Host site to provide materials for stuffing (logo brochure, other information)
- MLD Membership Chair and MLW Service Representatives may add material (NTE 4 pages) without cost to registration packets, if they provide all copies to Host NLT 10 days before MLW.
- Sponsors and/or Vendors may add materials to registration packets with payment of an additional charge to be determined for a tri-fold brochure (approximately 8"x11") or other marketing materials to be provided to Host NLT 10 days prior to MLW.
Typesetting and printing of programs if all materials delivered NLT 4 weeks prior to start of MLW_._ Reimbursement from MLD if in approved budget.
Gifts for speakers. Reimbursement from MLD if in approved budget.
Hotel may provide Audiovisual requirements for MLW.
- Remember to budget for labor for AV requirements - often 2/3rds of total AV cost to add to budget for AV.
Host prepares the proceedings of the conference.
General Officer request, if required, for special events, i.e., NORAD tour in MLW 2001.
Logistics - MLD
Speaker support. This function may be contracted at discretion of MLD Executive Board if no Division member(s) or host committee(s) volunteer to handle it.
- Biographies
- forms for reimbursement
- handouts
- Letters acknowledging content, dates, and times for speech.
- Thank you letters.
Resources. This function may be contracted. This process may be as involved as detailed below or as simple as finding sponsorship or vendors to display during MLW. Persons may volunteer for pieces of the following if the entire job is too big.
- Conference bags
- MLD meal event
- MLW reception
- Hosted breaks during MLW
- Other meal events
- Tours or off-site events
- Template for Thank you letters to sponsors and vendors - to be signed by Association Executive Director.
Copies of major planning paperwork and signed thank you letters to Division Archivist.
Physical arrangements for sponsors
- Hotel
- Follow-up
Negotiate contract with hotel. This function may be contracted.
Only Division Chair or Association Executive Director, depending upon the amount involved and current SLA/MLD Treasury status, and current SLA Bylaws, may sign contract for SLA/MLD.
Logistics - Convention Center/Visitor's Bureau or Hotel
Buses - provision for tour of Host Institution/Library, and/or special tour.
Tour local attraction - with military connection if possible.
Logistics - Hotel
Hotel Break package(s).
Signage in the Hotel (Possible? POC?)
Logistics - DTIC
Registration. This function may be contracted.
- Name badges and Name tag printing
- Tickets in badge
- Attendee list
- Web site (This function may be contracted.)
Create webpage for MLW
- May have online registration or other database on Web for tracking registrations, meals, concurrent sessions, preferences, and ADA requirements.
- Link to Host institution website if possible.
- Link to MLD/SLA website.
- Notify SLA of website address for Conference Calendar.
Programming for one or more days if Host unable to provide programming and wants additional programs. This function may be contracted.
Breakout sessions - Hotel will require advanced information on concurrent sessions - as extra space is required.
30 minute breaks between programs
Breaks in vendor Exhibit area (Mid-morning/Mid-afternoon breaks) if possible. May need to acquire larger exhibit room from Hotel.
Logistics - Other speakers/possible Vendors
Speech by DTIC, FEDLINK, IAC, or OCLC representative(s) and booklets etc. in booth - if desired. This function may be contracted.
- IAC or DTIC may provide speaker and/or materials at no cost to MLW - military interest.
- FEDLINK or OCLC may provide speaker and/or materials at no cost to MLW - federal-wide interest.

APPENDIX C PROCEEDINGS FORMAT

Proceedings should contain the following:

A.	Cover

	1.	Standardized Title (Example: Proceedings of the 40^th Military Librarians Workshop, 20-22 November 1996. Change and Continuity in Librarianship: Approaching the Twenty-first Century)

	2.	Sponsor (Example: U.S. Naval Academy)

	3.	Location (Example: Annapolis, Maryland)

B.	SF Form 298	Report Documentation Page (Should be included since all proceedings are submitted to DTIC)

C.	Preface

	1.	Workshop Goals
	2.	Task Groups and Leaders
	3.	Acknowledgments

		a. Hosts and Assistants
		b. Workshop Chair

D.	Table of Contents

E.	Workshop Program

F.	Task Group Reports

	1.	Purpose
	2.	Discussion
	3.	Summary
	4.	Bibliography

G.	Speech Texts

H.	Continuing Projects Reports

I.	List of Attendees

J.	Past and Future Hosts

APPENDIX D MLW Attendance figures for food and hotel rooms.

1999 - Williamsburg VA, 7-9 Dec
Date/Day Sleeping rooms Food: Breakfast/Break/Lunch/Break/Dinner/ Reception
12-4 Sat 24
12-5 Sun 93
12-6 Mon 134 155 Monday Holiday Social Reception 180
12-7 Tue 141 165
12-8 Wed 135 155
12-9 Thu 114 155
12-10 Fri 39 160
12-11 Sat 5
2000 - Monterey CA, 28 Oct - 2 Nov 2000
Date/Day Sleeping rooms Food: Breakfast/Break/Lunch/Break/Dinner/ Reception
Sat
Sun
Mon
Tue
Wed
Thu
Fri
Sat
2001 - Colorado Springs CO, 28 Oct - 2 Nov 2001
Date/Day Sleeping rooms Food: Breakfast/Break/Lunch/Break/Dinner/ Reception
Contracted for:
10-27 Sat 8
10-28 Sun 50
10-29 Mon 90 100
10-30 Tues 100 120 " " " "
10-31 Wed 100 120 " " " "
11-1 Thu 70 120 " " "
11-2 Fri 30 80 "
2002 - USMC Host, Virginia, Site TBA, Dates TBA
Date/Day Sleeping rooms Food: Breakfast/Break/Lunch/Break/Dinner/ Reception
Sat
Sun
Mon
Tue
Wed
Thu
Fri

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