american association of law libraries

AMERICAN ASSOCIATION OF LAW LIBRARIES

LOCAL ARRANGEMENTS

COMMITTEE HANDBOOK

2010 Local Arrangements Committee Handbook ♦ 1

INTRODUCTION

The Annual Meeting and Conference of the American Association of Law Libraries is the premier educational and networking event for the law library community. Workshops and educational programs allow AALL members to learn from their colleagues–as well as from experts outside the profession–about the latest developments in law librarianship. The Association's business is conducted through the General Business meeting, Executive Board meetings, committee meetings, and Special Interest Section meetings. Chapters, caucuses and affiliate groups also assemble over the four-day period of the meeting. The AALL Annual Meeting is a time to continue a tradition of networking while making new friends and renewing long-term friendships. Another tradition includes the offering of several social events open to all, lending a uniqueness to the Meeting that is rarely found in other associations. In order for all of this to take place, many individuals and groups must collaborate over an eighteen-month period: the Annual Meeting Program Committee members, the Local Arrangements Committee, and the AALL staff. Involvement in the Annual Meeting planning process is both challenging and rewarding to the participating members. This manual is designed as a guide to provide local planners with an overview of the opportunities available to get involved with the planning process for an AALL Annual Meeting. There are a variety of committee “task descriptions” that the local members can take on at whatever level they are comfortable, based on the resources they have available. The AALL meetings staff is available to provide other necessary resources, monitor the budget, handle all contract negotiations and work closely with the committee to complete the tasks necessary to ensure a successful Annual Meeting. Local law librarians are unique in their ability to act as hosts to their city and provide members with the “inside track” on getting the most out of attending the Annual Meeting. Please review the tasks to be accomplished, the information related to budgeting, authorized signatures, reimbursement of out-of-pocket expenses, AALL’s Reimbursement Policies and the Planning Calendar. Keep in mind that it is not necessary to assign one committee person for each area listed – responsibilities can be shared. Committee sizes have varied from as few as 10 members to as many as 19 members depending on the concentration of librarians in a particular local. It is the intention of the AALL staff to assist the local committee in whatever ways necessary to ensure a positive experience for each volunteer. Please feel free to ask questions and seek clarification as we proceed through the planning process for the 103rd Annual Meeting and Conference. Your contributions will be invaluable as planners work on future AALL Annual Meetings. Pam Reisinger, CMP Director of Meetings


TABLE OF CONTENTS

INTRODUCTION ................................................................................................................... 1

GENERAL INFORMATION ................................................................................................. 3

MEETING CONTACT INFORMATION............................................................................. 4

CHAIR(S), LOCAL ARRANGEMENTS COMMITTEE..................................................... 5

CLOSING BANQUET ............................................................................................................ 7

DAILY PAPER......................................................................................................................... 8

EXCURSIONS.......................................................................................................................... 9

EXHIBITS ................................................................................................................................. 9

FAMILY SOCIAL HOUR..................................................................................................... 10

HOSPITALITY....................................................................................................................... 11

LIBRARY TOURS.................................................................................................................. 12

OPENING EVENT................................................................................................................ 13

PUBLICITY/WEB SITE........................................................................................................ 13

REGISTRATION ................................................................................................................... 14

RESTAURANT GUIDE ........................................................................................................ 15

VOLUNTEERS....................................................................................................................... 16

ROLES AND RESPONSIBILITIES...................................................................................... 17

CHARGE TO LOCAL ARRANGEMENTS COMMITTEE.............................................. 18

PROCESS FOR EXPEDITING PURCHASES RELATED TO THE ANNUAL MEETING ........................................................................................................... 19

APPENDIX I: ANNUAL MEETING PLANNING CALENDAR ................................... 20

APPENDIX II: AALL POLICIES......................................................................................... 23

AALL EXPENSE REIMBURSEMENT POLICY (EXCERPTS APPLICABLE TO LAC) ................................................................................................... 23

AALL FINANCIAL POLICIES (EXCERPTS APPLICABLE TO LAC).......................... 24

AALL POLICY ON COLLABORATIVE ACTIVITIES AND JOINT AGREEMENTS ............................................................................................ 25

SPEAKING FOR AALL........................................................................................... 26

GENERAL INFORMATION

The following information is relevant to all subcommittee chairs. Please read this information before reading about areas of responsibilitiy.

1. Members of the Local Arrangements Committee are reimbursed for pre-convention expenses (e.g. telephone and postage) incurred prior to the Annual Meeting in connection with local planning. See Appendix II, Section A, AALL Expense Reimbursement Guidelines and Policies.

2. If you are involved with purchasing items for the Meeting, such as items for the

Hospitality Booth, please review Expediting Purchases Related to the Annual Meeting.

3. Electronic communication policy:

A. Text to be included in broadcast e-mails to all AALL members must be submitted to Julia O’Donnell, Director of Membership Marketing and Communications, by the chair(s) of the Local Arrangements Committee. The Director of Membership Marketing and Communications, Director of Meetings and the chair(s) of the Local Arrangements Committee will consult and determine if and when the e-mail will be broadcast. The chair(s) will be notified whether the messages will be posted, and if so, the chair(s) will be given the approximate dates of when they will be posted.

The LAC may also submit messages to be included in monthly (beginning in February) Annual Meeting Update e-blasts.

B. A listserv for questions and concerns for the Annual Meeting should be setup through AALL with the Web Administrator and will be monitored by either the chair(s) of the Local Arrangements Committee, the Publicity Chair or LAC Web Administrator (see page 14-Publicity). This listserv will help alleviate Annual Meeting questions being posted to the law-lib listserv. Information regarding the listserv should be posted on the LAC homepage.



MEETING CONTACT

INFORMATION

AALL Headquarters 105 W. Adams St., Suite 3300 Chicago, IL 60603 Phone: (312) 939-4764 Fax: (312) 431-1097 E-mail: [email protected]: http://www.aallnet.org AALL Executive Director Kate Hagan Phone: (312) 205-8016 E-mail: [email protected] Director of Finance & Administration Paula Davidson Phone: (312) 205-8012 E-mail: [email protected] Director of Meetings Pam Reisinger, CMP Phone: (312) 205-8026 E-mail: [email protected] Program Manager Heidi Letzmann Phone: (312) 205-8014 E-mail: [email protected] Director of Membership Marketing and Communications Julia O’Donnell Phone: (312) 205-8018 E-mail: [email protected] Web Administrator Chris Siwa Phone: (312) 205-8030 E-mail: [email protected]

Exhibits Manager Paul Graller Hall-Erickson 98 East Naperville Road Westmont, IL 60559 Phone: (800) 752-6312 Ext. 225 Fax: (630) 434-1216 E-mail: [email protected] AALL President Catherine Lemann – Board Liaison State Law Librarian Alaska State Court Law Library 303 K St Anchorage, AK 99501 Phone: (907) 264-0583 Fax: (907) 264-0599 E-mail: [email protected] Annual Meeting Program Committee Chair Steven P. Anderson - Chair Director Maryland State Law Library 361 Rowe Blvd Robert C. Murphy Courts of Appeals Bldg. Annapolis, MD 21401-1672 Phone: (410) 260-1432 Fax: (410) 974-2063 E-mail: [email protected]

mailto:[email protected]

http://www.aallnet.org/



CHAIR(S), LOCAL ARRANGEMENTS

COMMITTEE Coordinate the local planning process with the Director of Meetings and the chair of the Annual Meeting Program Committee. 1. Review the tasks to be accomplished in relation to the Annual Meeting with the Director of

Meetings and recruit and/or appoint necessary subcommittees, delegating responsibilities as appropriate to the meeting by September 1, 2009. Chair(s) may request that AALL staff handle some these tasks independently based on local resources.

2. Coordinate the planning process among the local planners and assure that all plans are within

the approved budget. 3. Monitor Annual Meeting planning calendar deadlines and assure that all subcommittee chairs

meet them. 4. Work with the Director of Meetings when appropriate to secure local corporate donations for

the meeting. 5. Request formal letters of welcome from local leaders. (See sample letter on following page.) 6. Develop a list of local VIPs to be invited to all or portions of the Annual Meeting and submit to

the Executive Assistant to the Executive Director by April 1st. Electronic Excel spreadsheet submission preferred.

7. Survey the Local Arrangements subcommittee chair(s) and determine the “local” items to be

included in the Registration bags. Note: only Local Arrangements and official AALL materials may be included (i.e., brochures, guides, maps). Notify the Director of Meetings of these items no later than the spring pre-conference meeting in May.

8. Provide the copy (electronic) for the Local Welcome page for the Preliminary Program by the

December 1, 2009 deadline. (Note: this piece is sometimes written with the chair of the Annual Meeting Program Committee and the President if she/he chooses to participate).

9. Remind planners that copy related to local aspects of the meeting is due for Preliminary

(December 1, 2009) & Final Programs (May 1, 2010) by deadlines. 10. In cooperation with AALL staff, develop agendas for Fall 2009 planning meeting, Spring 2010

pre-conference meetings. 11. Write a brief summary of the Committee’s Activities and submit to the Director of Meetings by

September 1, 2010 deadline. AALL Reimbursement Policy provides for complimentary housing for the Local Arrangements chair(s) if his/her employer will not pay for his/her room. Housing may be provided from Friday – Tuesday (4 nights only).


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Sample letter of welcome:


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CLOSING BANQUET

The Closing Banquet is the culmination of the Annual Meeting. The chair of the Closing Banquet works with the President, the Local Arrangements Committee chair(s) and AALL staff to plan this event. The tasks to be accomplished are:

1. Choose theme for the Banquet (and preceding reception), in consultation with the President, Annual Meeting Program Committee chair, and Local Arrangements Committee chair(s).

2. Plan within the budget.

3. Select centerpieces, table decorations, linens, etc. for all tables, including the head table (if

President chooses to have a head table). (Centerpieces contingent upon sponsorship.)

4. Select food and beverage, including provisions for special meals, i.e., vegetarian. Kosher meals will be available, however they are generally standard offerings. Tasting will be scheduled by the Director of Meetings 3 – 6 months prior to the Meeting.

5. Select the band/DJ music for Closing Dance. Generally, popular groups must be booked 6 –

9 months in advance. Proposals, contracts, and/or letter of agreement are sent to the Director of Meetings for review, negotiation, and signature.

6. Work with Hospitality chair and staff to set up table reservation system.

7. Director of Meetings to notify Volunteer chair of number of volunteers needed to help with

seating and arrange for a brief orientation of these volunteers prior to the Banquet.

8. Provide information to the Publicity chair for use in publicizing the meeting.

9. Provide copy (50 – 100 words) for the Preliminary Program by deadline (December 1, 2009). 10. Provide descriptive copy (50 words) for Final Program by May 1, 2010. This is necessary

only if there are changes from the Preliminary Program.

11. Attend Fall 2009 planning meeting.

12. Attend Spring 2010 pre-conference meetings if necessary.

13. Note: “Scripting,” timing, agenda, etc. for this event are managed by the Executive Director, the President, and the Director of Meetings.

Preliminary and Final Program Sample: This year’s Closing Banquet on July 19 will be a wonderful way to bring the 2000 Annual Meeting to an end! Dine on sumptuous fare at the Marriott, and then dance the night away to the music of Casper. Whether your musical taste is The Temptations, Van Morrison, James Brown, Nat King Cole, ‘N Sync, Smash Mouth, Bonnie Raitt, Ricky Martin, or Eric Clapton, Casper will please your dancing mood! Need more convincing? Check out their Web page at http://www.casperband.com. Plan to join us as the Local Arrangements Committee says its final farewell to AALL. [Final Program Addition to Copy: Table reservations should be made at the Hospitality Desk by 1:00 p.m. on Tuesday, July 18.]


http://www.casperband.com/

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DAILY PAPER

The LAC is responsible for the editorial content of the Annual Meeting Daily Paper. Planning issues include selecting covers, layout, content of articles, photo captions and copy deadlines. The AALL Director of Membership Marketing and Communications provides guidance to the Editor.

1. Select a name for the paper (e.g. Gateway Gazette – St. Louis, The Hub – Boston, Coffee Talk – Seattle, The Orange Peel – Orlando).

2. Work closely with and at the direction of contractor to set up publication schedule and

suggest possible local advertisers.

3. Operate within budget.

4. Communicate need for volunteer assistance to the Local Arrangements Committee Volunteer chair. Schedule volunteers.

5. Provide copy for an announcement (May 1, 2010) to solicit articles.

6. Provide copy for the Preliminary (December 1, 2009) and Final programs (May 1, 2010)

by deadlines.

7. Attend the Fall 2009 and Spring 2010 planning meetings as necessary.

8. Determine whether the LAC wishes to sponsor a Daily Blog on AALLNET, and work with the AALL Web Administrator to build and maintain the site. Provide all access information to the Director of Meetings.

Preliminary Program Sample: Frankly Speaking will help keep you informed during the 2000 Annual Meeting. Published Sunday through Tuesday, it will feature articles of interest to those attending the meeting, including program and meetings announcements, articles about featured speakers, and helpful advice from selected librarians from around the country. Also featured will be information about the Philadelphia area including articles on historical sites, cultural events, tours and dining. Interested persons wishing to submit articles or other information to the Daily should send them to the Editor, William Burgess at the below address: […] Final Program Sample: Keep current with the latest developments at the Annual Meeting by reading the daily newspaper Frankly Speaking. The Saturday/Sunday edition is in your registration packet. Contributions, advertisements, and suggestions are welcome and should be delivered to the Daily Office in the Pennsylvania Convention Center Room 301. Submission deadline for the Monday through Tuesday editions is 1:00 p.m. of the preceding day.


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EXCURSIONS

Select tours that “show off” the city and region, and are likely to be of highest interest to AALL members. Consult with Director of Meetings on number of tours to be offered.

1. Select the tours from those offered by the AALL contracted company. (Director of Meetings will solicit bids from local companies.)

2. Schedule tours. Tours are traditionally not scheduled during the exhibit hall hours and

educational programs. However, arrangements can be made to hold special excursions at these times with the permission of the President and the Director of Meetings. Generally, the Saturday before the Meeting and the Wednesday after the Meeting are the best times. Evening tours may be scheduled on Sunday and Monday of the Meeting.

3. Attend the Fall 2009 planning meeting and Spring 2010 meetings if necessary.

EXHIBITS

1. Submit leads for new exhibitors, particularly local and regional companies, for the AALL Exhibit Hall. Potential exhibitor contact information should be sent directly to the Exhibits Manager.

2. Visit the exhibit hall to thank exhibitors for attending and to encourage them to return to

next year’s Show. Special attention should be given to new exhibitors.

3. The chair of Exhibits will be periodically notified of all new leads exhibits staff contacted and will receive confirmation of their participation in the exhibit hall.

4. The chair of Exhibits can access a list of all exhibitors on AALL’s Web site.


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FAMILY SOCIAL

HOUR The task is to gather information in order to host a Family Social Hour early in the Meeting for Annual Meeting registrants who may be bringing children with them to the Meeting.

1. Gather information about local and regional sites of interest to families with children and make available at the Family Social Hour and the Information/Hospitality Booth.

2. Select snacks and beverages for family-child get-together.

3. Host Family Social Hour either on-site or at an offsite venue – recruit volunteers to help

you!

4. Consult with the Local Committee(s) and the Director of Meetings about other activities that may be considered for offering. Activities at "high risk" will be reviewed by Association legal counsel before approval is given.

5. Plan within the approved budget.

6. Supply information for Preliminary Program by December 1, 2009.

7. Supply information for the Final Program by May 1, 2010.

8. Attend Fall 2009 planning meeting if necessary.

9. Attend Spring 2010 planning meetings if necessary.

Preliminary Program Sample: Bring your family to Philadelphia and plan to attend the Family Social Hour on Saturday, July 15th from 4:30-6:00 p.m. There will be lots of fun activities, games and snacks for children of all ages. Parents will have a chance to relax, socialize with other parents, and get tips from the ‘locals’ on the best places to take their children. Everyone who attends will be eligible to win tickets to local museums and other attractions in the Philadelphia area. During this event, the Children’s Activity Committee will be distributing a list of ‘Family Friendly’ restaurants and fast-food spots that are within walking distance of the convention hotels. Please RSVP to attend this free Family Social Hour. Sign up today on page 42. Please include your e-mail so we can contact you prior to the meeting with additional information. Final Program Sample: You and your family will enjoy fun activities, games and snacks as well as tips from locals, family friendly restaurant suggestions, and chance to win tickets to local attractions. Relax and socialize with other parents while your kids are entertained! Advance registration is required.


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HOSPITALITY Provide an on-site source of local information and about local and regional sites of interest to registrants.

1. Develop information about local resources for the use of registrants. These may be books, pamphlets, maps, locations of churches and synagogues and times of religious services, AA and ALANON meetings, children and teen activities etc. Anything and everything people might want to know about your town. Work with the Publicity chair to provide information for the Preliminary Program, AALL Spectrum article and AALLNET.

2. Know location of nearest medical facility and drug store. Note: EMTs, nurses or

paramedics will be on site during meeting hours – be aware of location of First Aid station. Comply with emergency procedures provided by staff. Know location of fire/emergency exits.

3. Facilitate table reservations for Closing Banquet and dine-arounds and forward to the

Director of Meetings by deadlines.

4. Plan within approved budget, including furnishings and equipment.

5. Provide copy for the Preliminary (December 1, 2009) and Final (May 1, 2010) programs by deadlines.

6. Attend planning meetings in Fall of 2009 and Spring 2010 if necessary.

Hospitality Desk hours coincide with the Registration hours - generally Friday afternoon and/or evening to Tuesday afternoon. (see page 15) AALL’s Reimbursement Policy provides for one room of complimentary housing for the Hospitality chair if their employer will not pay for the room. Housing may be provided Friday – Tuesday (4 nights only).


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LIBRARY TOURS

Library tours are a popular Annual Meeting Activity and most tours usually reach capacity.

1. Survey local and regional law libraries to determine those interested in hosting tours and schedule the tours in cooperation with the host libraries. Note: If any participating libraries are at some distance from the conference facilities and may require busing, consult the Director of Meetings, who will obtain bus contracts, and determine fees based on budget provisions.

2. Determine if reservations are necessary for the tours and what, if any, limits must be set

on the number of participants for each tour. Also determine what items tour registrants must provide (e.g. government issued-ID) or must not bring (e.g. cameras, large bags).

3. Tours may not be scheduled during no-conflict times in the exhibit hall.

4. Work with Publicity chair to publicize tours in articles about the Meeting.

5. Publicize tour information by providing copy for the Preliminary (December 1, 2009)

and Final programs (May 1, 2010) by deadlines.

6. Provide information for communicating with tour participants to confirm date and time of tour. AALL Staff will send confirmations to those who have pre-registered (with prior notification/approval from Library Tours chair(s). Copy AALL Staff on all communications to participants.


8. Attend Fall 2009 planning meeting and Spring 2010 pre-conference meetings if

necessary. Preliminary Program Sample: Philadelphia is full of hidden treasures and wonderful collections of books and antiques. During the 2000 convention, take the opportunity to visit some of our country’s oldest and most prized library collections, as well as law school, law firm, and the Theodore F. Jenkins Memorial Law Library. • Theodore F. Jenkins Memorial Law Library: Founded in 1802, this is the United States’ oldest Law

Library. Jenkins provides service to the public and members of the Bar, though it is not supported by money from the Bar Association. Jenkins houses a fine portrait gallery, and its collection of over 300,000 volumes includes extensive current materials, as well as centuries-old rare materials.

• Free Library of Philadelphia: Modeled after Versailles, this beautiful building on the famous Philadelphia Parkway houses the Carson Collection of rare law books.

• Drinker, Biddle and Reath: This law firm library will celebrate its first year in a new home just before the convention. See one of the newest law libraries in Philadelphia and appreciate its magnificent views.

Final Program Sample: Directions are available at the Hospitality Booth. Tour times indicate the time to be at the library. Please allow adequate time to get there, or meet at the Hospitality Booth 20 minutes before the scheduled time and local guides will escort you to the library.


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OPENING EVENT

LexisNexis generally provides sponsorship for this event. LexisNexis’s staff will manage the planning for this event in conjunction with AALL staff. The Director of Meetings will request any volunteers needed from the Volunteers chair.

PUBLICITY/ WEB SITE

Develop and coordinate publicity for AALLNET, AALL Spectrum, and chapter & SIS Newsletters

1. Obtain copy deadlines for AALL Spectrum from the Director of Membership Marketing and Communications, schedule articles or features, and submit accordingly.

2. Coordinate publicity activities of various Local Arrangements Committee

subcommittees.

3. Create local content for AALL’s Web site, AALLNET. May appoint an LAC Web Administrator to work with the Director of Meetings and AALL’s Web Administrator to plan content and design, and establish copy-editing procedures and posting schedule. Web site information needs to be “live” by end of February (to coincide with the opening of conference registration).

4. Plan publicity for booth for the Annual Meeting the year prior to "your" Annual

Meeting. Coordinate with the Director of Meetings.

5. Develop publicity to be distributed to AALL chapters and/or their newsletter editors (Request labels from AALL staff).

6. Obtain photographs of local venues for use in AALL Spectrum and Annual Meeting

publications if not readily available from convention bureau.

7. Plan within approved budget.

8. Attend Fall 2009 planning meeting and Spring 2010 pre-conference meetings if necessary.


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REGISTRATION Work with the Director of Meetings, Registration Contractor and the Program Manager to assist at on-site Registration.

1. Welcome pre-registrants, guest speakers and special guests to the Annual Meeting at the direction of the Registration Contractor. Distribute badge holders, lanyards and bags at the discretion of the Registration Contractor.

2. Communicate number of volunteers needed and hours of "shifts" to the volunteer chair.

Schedule volunteers and draft (or edit the current letter) cover letter to be mailed to volunteers.

3. Participate and recruit local volunteers for the registration bag stuffing event at the

assigned time (with help of Volunteer chair). Note: This event is generally scheduled for the Friday morning prior to the opening of registration (9am-noon). Approximately 25-30 persons are needed to “stuff” bags. Attend a training session on Friday afternoon prior to the opening of registration.

4. Provide a warm welcome to all meeting registrants.


6. Attend the Fall 2009 planning meeting and Spring 2010 pre-conference meetings if

necessary. Generally, Registration hours are: Friday 9:00 a.m. – noon (bag stuffing) 1:00 p.m. – 3:00 p.m. (training by Registration Contractor) 4:00 p.m. – 7:00 p.m. 4 people Saturday 7:00 a.m. – 6:00 p.m. 4 people Sunday 7:00 a.m. – 6:30 p.m. 4 people Monday 7:30 a.m. – 5:00 p.m. 2 people Tuesday 7:30 a.m. – 3:00 p.m. 2 people


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RESTAURANT GUIDE

Work with the Local Arrangements Committee chair(s) to determine the nature (restaurants only or more of a local entertainment guide?) of the Guide to be offered. The local Convention and Visitors Bureau (CVB) usually provides a restaurant guide brochure and will set up a restaurant reservations desk on site. The Local Arrangements Committee may want to produce a “local favorites” type of guide as an option.

1. Work with chair(s) of Local Arrangements Committee to obtain funding, use free publications, or post content to the LAC Web site. The Restaurant Guide does not have a budget line, therefore its production must be donated or subsidized.

2. Attend the Fall 2009 planning meeting and the Spring 2010 pre-conference meetings if

necessary.

3. Arrange for delivery of guides to the Annual Meeting site by deadline (Director of Meetings will schedule).


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VOLUNTEERS

1. Survey Local Arrangements Committee subcommittee chairs to determine the need for volunteers (times and number).

2. Prepare recruitment article(s) and sign-up form for AALL Spectrum (consult with the

Publicity chair to determine issue(s) and deadlines) and chapter newsletters (list and/or labels available from AALL staff).

3. Keep electronic records of volunteers in Excel format with separate fields for:

• first name • last name • organization • address • city • state • zip • e-mail address • AALL member status

An online sign-up form hosting on the LAC Web site is a convenient way to capture this data. Notify members of the Local Arrangements Committee who have requested assistance of volunteers assigned.

4. Non-member/non-registered volunteers must be member-eligible based on the bylaws

of AALL (Article IV. Membership).

5. Submit names of volunteers in Excel format (with separate fields mentioned above) to Program Manager by June 1, 2010 so that Exhibits-Only badges may be generated for volunteers not registered for the Annual Meeting. (These volunteer badges allow free access to the Exhibits Hall, but do not allow access to meetings, programs, or special events such as the Closing Banquet or the Opening Reception.) All non-registered volunteers may receive free admission to the Exhibit Hall.


7. Attend Fall 2009 planning meeting and Spring 2010 pre-conference meetings if

necessary.

8. Submit a final copy of the volunteer roster in Excel format (with separate fields mentioned above) to the Program Manager by August 1 so thank-you notes may be sent, along with words of thanks for inclusion in the September AALL Spectrum.


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ROLES AND RESPONSIBILITIES

Authorized to Negotiate for the Association Pam Reisinger, CMP, Director of Meetings American Association of Law Libraries Paul Graller, Exhibits Manager Hall-Erickson, Inc. Authorized to Commit and Sign for the Association Kate Hagan, Executive Director American Association of Law Libraries Paula Davidson, Director of Finance & Administration American Association of Law Libraries Pam Reisinger, CMP, Director of Meetings American Association of Law Libraries


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Annual Meeting Local Arrangements Committee

Charge TYPE: Process Committee PURPOSE: To facilitate local activities for AALL Members at the Annual Meeting. CHARGE: The Annual Meeting Local Arrangements Committee shall provide members and staff with local and regional tourist information, publicize local opportunities, and organize location-specific events, such as library tours, family, social, and dining groups. The Committee shall serve as an information resource for headquarters staff on local aspects of meeting planning, which may include excursions, entertainment, meal events, marketing the exhibit hall to local and regional businesses, and identifying local dignitaries. The Committee shall also coordinate on-site activities such as registration, hospitality, daily paper, and volunteer assignments, and solicit funds from local sources if needed to support local plans. MEMBERSHIP QUALIFICATIONS: Attend Annual Meeting they are planning. Some members need to be residents of the area where the Annual Meeting is held. TENURE: The Committee will serve from its appointment until the close of its Annual Meeting. SIZE: The Committee shall generally consist of a Chair or Co-Chairs, twelve members, and a non-voting Executive Board liaison. Normally the Vice President/President-elect who appoints the Committee serves as the liaison and continues in that capacity as President. The staff liaison will generally be the Director of Meetings. STRATEGIC DIRECTIONS COMPLIANCE: Goal I: Leadership Goal II: Education Goal III: Advocacy RELATIONSHIP TO OTHER COMMITTEES/STRUCTURES: The Committee works with the President, Annual Meeting Program Committee, Headquarters, contract companies for the meeting, and local organizations.


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PROCESS FOR EXPEDITING

PURCHASES RELATED TO THE ANNUAL MEETING

In order to expedite the receipt of, and payment for, goods and/or services for the Annual Meeting or any other functions such as institutes, workshops, seminars, etc., please see that the following procedures are followed. These procedures apply to all purchases over $50.00 Following the approval of the purchase by the Director of Meetings: 1. Have the individual making the purchase request that the vendor allow AALL to open an account and purchase the goods or services on the usual credit terms granted to similar purchasers. 2. Have the individual purchaser forward to the Director of Meetings at AALL Headquarters, a copy of the credit application from the vendor or a credit card authorization form. AALL will complete the information and return the application/authorization form directly to the vendor for approval; allow up to two weeks for credit approval by the vendor. 3. When the individual places the order, they are to request that the goods be shipped to their assigned destination and that the order be billed and invoice sent to the Director of Meetings at AALL Headquarters. 4. Upon receipt of the goods, the Director of Meetings will be notified of their acceptance of the order, at which time the invoice will be approved and forwarded to the Director of Finance and Administration for payment. This procedure should eliminate the need to pass checks among AALL staff, volunteers, and vendors as well as forestall the need for volunteers to advance their personal funds for purchases. Purchases of less than $50.00 should have prior approval as well; however, they will be processed as requests for reimbursement. (Reimbursement forms can be found at: www.aallnet.org/about/expense_forms.asp.) The request for reimbursement (with documentation attached) should be submitted to the Director of Meetings for approval. All requests for reimbursement should be approved by the LAC chair(s) for budget monitoring purposes. Paula Davidson Director of Finance and Administration Pam Reisinger, CMP Director of Meetings


http://www.aallnet.org/about/expense_forms.asp

ANNUAL MEETING PLANNING CALENDAR


ONE YEAR PRIOR

DATE

TASK RESPONSIBLE

May-July 2 years prior

Annual Meeting Local Arrangements Committee Chair(s) appointed; Annual Meeting Program Chair appointed

Newly-elected Vice-President/President-Elect

May Draft Budget presented to Finance and Budget Committee of the Board Director of Finance & Administration

JULY Association Budget for the next fiscal year is approved Executive Board

Establish publication schedule for AALL Spectrum articles and notify Publicity Chair

Director of Membership Marketing and Communications

AUGUST August mid-late

Compose and send information about approved Annual Meeting Budget and fall planning meeting to Co-chairs and Subcommittee Chairs of the Local Arrangements Committee

Director of Meetings

10 - 7 MONTHS PRIOR

DATE TASK

RESPONSIBLE

SEPTEMBER September 1 Make arrangements for Fall Planning Meeting onsite Local Arrangements Committee

Chair(s), Director of Meetings

mid September Confirm meeting arrangements for fall planning meeting Director of Meetings

mid September RFP sent to excursion companies for bids Director of Meetings OCTOBER October 1 Excursions company bids due mid October Fall Planning Meeting; Local Arrangements Subcommittee Chairs

present plans for areas of responsibility.

Local Arrangements Committee, Director of Meetings, Exhibits Management staff

October 15 Schedule December site visit for following year’s meeting President of that year, Director of Meetings, Executive Director

NOVEMBER

November 1 Introduction for Program Announcement Due President, AMPC Chair (Program Manager to follow up)

late November Program Announcement mailed to membership in December issue of AALL Spectrum ABS

DECEMBER

December 1 Copy deadline for Preliminary Program Descriptive information due from Local Arrangements Subcommittee Chairs and CONELL Chair

Local Arrangements Subcommittee Chairs, CONELL Chair

December 1 Excursions company text and registration form due Director of Meetings, Program Manager

ANNUAL MEETING PLANNING CALENDAR


6 - 4 MONTHS PRIOR

DATE TASK

RESPONSIBLE

FEBRUARY February Finalize plans for tastings for Closing Banquet and schedule Spring

Local Arrangements Committee Meetings (May and June) Director of Meetings, Local Arrangements Committee Chair(s)

end of February

Preliminary Program mailed with March issue of AALL Spectrum (separate mailing for non-member speakers)

Director of Meetings, Program Manager

end of February Preliminary Program, online registration, and other conference information goes live online. LAC Web site live with appropriate links.

Director of Meetings, Program Manager, LAC Web Administrator

MARCH mid March Housing letters sent to Exec. Bd., Council , LAC, AMPC, Registration,

and Hospitality Chairs Director of Meetings

3 - 2 MONTHS PRIOR

DATE TASK

RESPONSIBLE

APRIL April 1 Local VIP and Special Guest List to Executive Director (Executive

Assistant) Local Arrangements Committee Chair(s)

April 15 Reminder to AMPC Chair and President (and LAC co-chairs if applicable) regarding welcome letter for Final Program Program Manager

April ( or 10 wks out) Begin mailing weekly statistical reports to Executive Board Director of Meetings

April Provide next year’s logo to Exhibits Manager for onsite booth Director of Meetings

MAY

May 1 Copy deadline for Final Program Descriptive information due from Local Arrangements Subcommittee Chairs

Local Arrangements Committee Chair(s) and Subcommittee Chairs, AMPC Chair, anyone else with responsibilities

May Invitations to conference mailed to special guests and local VIPs Asst. to Executive Director

May 1 Copy/Welcome Letter due President, AMPC Chair, Local Arrangements Committee Chair(s) (if applicable)

May 1 Exhibits Information for Final Program (Exhibitor List and Products and Services Guide) to Director of Meetings Exhibits Manager

May

Local Arrangements Committee Pre-Conference Meeting

Local Arrangements Committee Chair(s), Subcommittee Chairs as needed, Director of Meetings, Exhibits Management staff

May 15 Schedule registration temps from CVB Director of Meetings

May 15 Deadlines for Annual Meeting Daily Paper publicized to AALL entities Editor(s) of the Daily Paper

ANNUAL MEETING PLANNING CALENDAR 1 MONTH PRIOR - 1 MONTH AFTER

DATE TASK

RESPONSIBILITY

JUNE

June 1 Camera-ready copies of items for Registration bags to Headquarters or guaranteed for on-site delivery

Local Arrangements Committee (relevant Subcommittees)

June 1 Registration bag content list finalized, materials created/ordered Program Manager June (throughout)

Deposits Due

Director of Meetings, Director of Finance and Administration

June (one month prior to meeting)

Pre-conference site visit Memo/Event Order Form to Coordinators to Review Equipment Requests

Director of Meetings, Program Manager, appropriate Exhibits Management staff, Local Arrangements Committee as needed

JULY July (3 days prior) AALL staff offices built on site and in operation by noon Exhibit Hall Staff

July (3 days prior)

Delivery date for registration materials to Convention Center. Chapter, committee and SIS meeting materials sent should also arrive by this date

All affected parties

Post-meeting

Bills reviewed and payment authorized Director of Meetings

Thank-you letters sent to LAC, AMPC, volunteers, speakers, coordinators, etc.

Director of Meetings, Program Manager

September 1 Final report on LAC activities completed and submitted to AALL LAC co-chairs


AALL POLICIES

AALL Expense Reimbursement Policy Approved by the Executive Board, July 2000 Tab 9 The entire AALL Expense Reimbursement Policy can be found here: http://www.aallnet.org/about/policy_expense.asp. It has been a tradition of the American Association of Law Libraries that the business of the Association is conducted at its annual meeting where members were present at their own expense or at the expense of their employing institution. While it is expected that this tradition will continue, it is recognized that the expanding nature of the Association regularly requires expenditure of travel funds by members and staff that are borne by the Association. To maintain Association practices and an equitable reimbursement policy consistent with the Association's tradition, the following policy is to be applied.

1. GENERAL POLICY AALL covers the cost of travel and on-site expenses for employees, officers, members of the Association, and some others not in the direct employ of the Association, when traveling on official AALL business, under the conditions outlined below. The Association expects that travelers exercise good judgment in making arrangements that strike a balance between the expenses incurred and the convenience of the person traveling. The policy applies to expenses charged to all funds administered by the Association, whether these are generated by dues, fees for services and products, or grants. While it is understood that absolute adherence to specifics may not be possible in each case, significant departures from the policy must be approved by the Executive Director before travel reimbursement is made. In all cases, reimbursement for travel expenses is limited to actual reasonable and necessary business-related expenses.

A. Staff AALL covers expenses incurred while on Association business or for attendance at meetings, workshops, professional development programs and other such events previously authorized by the President or Executive Director in accordance with the AALL Reimbursement Policy. B. Association Members. Individuals are reimbursed for all expenses incurred in performing duties as Officers, Board Members, Committee Chairs, SIS Chairs, Chair of the Council of Chapter Presidents, Chair of the SIS Council, and other appointed or elected positions, when specific authorization has been given by the President or Executive Director. All expenses, including travel expenses, are reimbursed by the Association for required attendance at Board and committee meetings held at times other than in conjunction with the annual meeting. Committee Chairs and members pay for their own accommodations and travel expenses at the Annual Meeting.

10. ANNUAL MEETING POLICIES In addition to the GENERAL POLICIES set out above, the following specific policies will apply to annual meetings.

A. REGISTRATION Registration fees and fees for special events shall not be waived for Association members. Members requiring financial assistance are encouraged to apply for grants administered by the Grants Committee.

C. LOCAL ARRANGEMENTS COMMITTEE Accommodations. The Chair(s) of the Local Arrangements Committee and the Hospitality Chair are provided with four nights complimentary accommodations (Friday - Tuesday) if their employer will not pay for their rooms. Pre-Convention Expenses. Members of the Local Arrangements Committee are reimbursed for expenses (e.g., telephone and postage) incurred prior to the Annual Meeting in connection with local arrangements planning.


http://www.aallnet.org/about/policy_expense.asp

AALL POLICIES

AALL Financial Policies Revised July 2006 Revised and Approved by the Executive Board July 2006 AALL’s Financial Policies can be found in their entirety here: http://www.aallnet.org/about/policy_financial.asp. This document repeals and re-enacts all previous financial policies of the American Association of Law Libraries.

I. General Policies

1. The Association, as a not-for-profit organization incorporated in the District of Columbia, is entitled to exemption from federal and state income taxes under the provisions of Internal Revenue Service Code, Section 501(c)(3), except for any income generated from unrelated business activity.

2. The Association's Strategic Directions, adopted on a regular basis by its Executive Board, has the force of policy. 3. The Executive Board has both authority and responsibility for all activities of the Association. Executive Board

policies apply to all Association activities. A. The Board must approve all additions or changes to the Association's financial policies. Once approved

all financial policies will be incorporated in the next revision and distributed to the Board at its November meeting. (July, 1995 Board Meeting - Tab # 3B, page 2009)

B. It is the Executive Board's responsibility to encourage desirable activities by engaging in open and positive discussion of all aspects, including the realistic expectation of the need for resources and the likelihood of acquiring those resources.

C. All proposals and/or activities to be held under the aegis of AALL that will require funding or other resources from the Association or outside organizations must include a budget reviewed by the Finance and Budget Committee and approved by the Executive Board prior to implementation.

D. If funding is to come from outside source(s), such funding must be secured before irrevocable commitments have been made.

4. The Association's fiscal year begins October 1 and ends September 30. 5. The Association's membership year begins June 1 and ends May 31. 6. The Association's year for program and committee appointments begins and ends at the end of the first

committee meeting at the Annual Meeting.

VII. Entities

1. Committees A. Upon written request each committee is eligible for an allocation to be used for administrative costs

such as postage, telephone, and printing. B. If a committee needs additional funds, the Chair shall submit a budget request at the time of the annual

budget preparation. Committees have authority to spend up to the amount allocated to them. C. Association funds shall not be used for food and beverages for committees at the Annual Meeting.

(Revised March 1, 1997 Board Meeting - Tab #9, Page 2365)


http://www.aallnet.org/about/policy_financial.asp

AALL POLICIES

AALL Policy on Collaborative Activities and Joint Agreements

Approved July 1997, Board Meeting, Minutes: Tab 17 Revised policy approved by the Executive Board, April 2008, Tab 20. http://www.aallnet.org/about/policy_on_partnerships.asp

Preamble Collaborative activities and joint agreements present an effective and alternative method of responding to the varied needs of the members of the Association. They may enable the Association to combine resources with another group(s) in order to expand the opportunities and services that the Association can provide for members. They may also provide the potential of expanded audiences that can make otherwise costly Association programs and activities more attractive to produce. These are appropriate goals for the Association under strategic direction IV of the AALL Strategic Challenge 1994-1998, and therefore efforts to engage in collaborative activities and joint agreements should be encouraged and facilitated whenever possible. A successful program of such activities and agreements requires procedures that promote a timely response to opportunities of whatever type, while ensuring the careful oversight of an informed executive board and executive staff. Collaborative activities and joint agreements may take a variety of forms and involve a range of commitments, financial and otherwise, on the part of the Association. The following policy provides different levels of review, including the authority to grant approval, depending on the nature of the activity or agreement and the risk factors for the Association. This policy is intended to govern all forms of agreement by which the Association enters into any collaborative activity or joint agreement with an individual, institution, or other entity that exists outside the Association. The policy includes, but is not limited to, joint activities or programs for educational purposes. For purposes of the policy, special interest sections and chapters are not considered to be institutions or entities outside the Association. Partnerships

1. Definition. A partnership is a collaboration between the Association and one or more other organizations to engage in an activity that requires a commitment of Association resources, either financial, staff, or both. A partnership involves active participation by all parties. In a partnership, all parties share in both the risks and benefits of the activity.

2. Scope. Partnerships must be consistent with the Association's Strategic Plan and financial policies. 3. Authority. The President, Treasurer, and Executive Director may pursue and must approve partnerships. The

Executive Board shall be informed immediately of pending partnership agreements. The President, Executive Director shall inform all appropriate Association entities of partnership agreements once they are finalized.

4. Form of Agreement. All partnerships must be confirmed by written agreement. 5. Fee Arrangements. When appropriate given the nature of the activity or agreement, any fee differential may be

waived for non-members who are members of the partner organization(s). Co-sponsorships, Endorsements and Similar Arrangements

1. Definition. Co-sponsorships, endorsements and similar arrangements are collaborations between the Association and one or more external organizations in an activity that requires minimal Association resources. Permission to use the Association's name as a "sponsor" or "co-sponsor," without further commitment of resources, either financial or staff, falls within this category of collaborative activity or joint agreement.

2. Scope. Co-sponsorships, endorsements and similar arrangements must be consistent with the Association's Strategic Plan and financial policies.

3. Authority. The President and Executive Director may pursue and must approve co-sponsorships, endorsements and similar arrangements. The Executive Board and, in the case of agreements involving collaborative educational efforts, the Chair of the Professional Development Committee shall be informed of pending co-sponsorships, endorsements and similar arrangements. The President and Executive Director shall inform all appropriate Association entities of co-sponsorship, endorsement, and similar arrangement agreements once they are finalized.

4. Form of Agreement. All co-sponsorships, endorsements, and similar arrangements must be confirmed by written agreement.

5. Fee Arrangements. When appropriate given the nature of the activity or agreement, any fee differential may be waived for non-members who are members of the co-sponsoring group(s).


http://www.aallnet.org/about/policy_on_partnerships.asp

AALL POLICIES

Speaking for AALL

Approved by the Executive Board, July 2009, Tab 10 http://www.aallnet.org/about/policy_board_whospeaks.asp

Purpose of Official and Public Statements

Association statements are usually made for one of the following reasons:

• To increase awareness of law libraries and their importance in the legal system. • To enhance the public impression of law librarianship and widen interest in law librarianship as a career. • To cooperate with other professional associations, governmental units and other groups with similar interests. • To delineate the position of the Association regarding matters of public significance that affect its membership.

Association Spokespersons

The official and customary spokespersons for the Association are the President and the Executive Director. Any questions from the press or other such parties received by Executive Board members, officers of Special Interest Sections, or other members should be directed to either the President or Executive Director. On occasion the President may delegate authority to speak on behalf of the Association to a person with particular expertise in the area of inquiry or interest, or the Executive Director may delegate authority to a staff member. The Director of the Government Relations Office has authority to speak on matters of information policy that are covered by the Association's Government Relations Policy.

Executive Board Members and others who have been appointed by the President to serve as official representatives or liaisons of the Association may state a position on an Association policy or business matter only when that position has been adopted and made public by the Executive Board. No such person may bind AALL on a matter that is not covered by policy without specific authorization to do so by the President.

Whenever individuals represent the Association, they shall keep the President and the Executive Director informed of all such contacts. When the Association's official position is well-known, especially in writing, it should be quoted to ensure consistency of response. The President or Executive Director should be contacted when the official position is not known. Without exception, individuals representing the Association should refer controversial matters to the President or Executive Director.

This policy is not intended to restrict or limit Executive Board Members or other Association members from expressing personal opinions to other members, prospective members, and the public regarding the value of the Association or similar matters. Nevertheless, any member who currently is serving, or has served, in a position of leadership in the Association should be careful to define when his or her statements represent personal opinion and when those statements represent an official Association position.

Policy Approval

The Executive Board has primary responsibility for approval of Association policy. In addition, the Association's Resolutions process provides for consideration of and approval of policies by the membership. Only statements developed via one of these avenues will be considered Association policy.


http://www.aallnet.org/about/policy_government.asp

http://www.aallnet.org/about/resolution_guidelines.asp

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