Chapter-wide programs are held at varying intervals depending on the size and location of the Chapter. Members often base their opinion of SLA in large part on the subject matter, timeliness and quality of these Chapter programs. It is essential, therefore, that programs be selected with great care, based on the needs and suggestions of the membership. It is important to focus on topics of current interest, provide a variety of subjects to interest all types of information professionals and their strategic partners and obtain excellent speakers who are both knowledgeable and entertaining.
- Arrangements for meetings must be made with attention to every detail so that the program, schedule, food and facilities all contribute to fulfill members' expectations.
- Programs should be planned so that sponsorships and registration fees cover their costs. If possible, programs should provide a net gain to the Chapter's operating budget.
- Meeting locations should alternate among the various geographic areas of the Chapter, in order to encourage the participation of more Chapter members, if the Chapter is geographically dispersed.
The Program Planning Chair is responsible for appointing as many additional committee members as needed for successful programming, subject to the approval of the President. Members of the committee should assist in carrying out the responsibilities of the Chair.
Duties:
1. Committee Chair serves on the Advisory Board.
2. Works with the Executive Board and the Advisory Board to select programs and locations. Locations should be chosen so that every Chapter member will find at least one meeting a year in a convenient place.
3. Supervises detailed plans for each program. Arranges for speakers, panelists, exhibitors, films, etc.
4. Makes an arrangement with local facilities (e.g., hotel, conference center, or library) to host the meeting. Ensures that the correct size room is available. Oversees breakfast, lunch or dinner arrangements.
5. Creates a budget for the program, in conjunction with the Treasurer, and works with the Vendor Relations Committee on soliciting sponsorships for the program. The use of sponsorships should ensure that the registration fee is reasonable for Chapter members.
6. If hotel rooms may be needed for members who want to stay overnight, the Program Committee Chair tries to arrange for a special room rate at a local hotel and communicates this information to the membership when publicizing the meeting.
7. Works with the Bulletin Editor and Public Relations Chair to announce and publicize meetings.
8. Works with the Library School Liaisons to offer free passes or special rates for library school students.
9. Checks with Chapter President for special activities or announcements to be included in the program.
10. Arranges for registration forms to be distributed (sometimes included with Bulletin distribution) including directions to the meeting place, cost, schedule, speakers, and registration to be returned with payment.
11. Develops list of non-members to whom meeting notices and registration forms will be sent.
12. Acts as "master of ceremonies" for the day; introduces speakers, makes announcements, thanks those responsible for local arrangements, etc.
13. Writes thank-you notes to speakers.
14. Reports on each meeting to the Board and ensures that meeting highlights are written for the Bulletin. (Sometimes students who attend gratis are asked to write a meeting summary, thus allowing them to give back to the Chapter.)
15. Solicits input from Chapter members - formally or informally - on program topics, speakers, locations and times.
16. Summarizes evaluation forms and distributes to Board.
17. Works with incoming Program Committee Chair to inform that person about the duties of the job by passing along step-by-step written instructions on planning a program. The outgoing Chair may meet with the incoming Chair for an orientation session.
18. Works with Association staff in planning continuing education courses. For more information consult, the Practice For Administration of CEUs or for additional information, contact the Professional Development Department.
For more ideas on program planning, consult the Chapter Program Planning Guide and the Chapter Program Planner's Manual.
