ARLIS/NA Indianapolis 2009 Conference
Information, Tips, & Deadlines
for
Moderators, Coordinators, Facilitators, and Leaders
General information and helpful hints
Appoint a Recorder
Appoint a Session Recorder.
It is the recorder's job to record your meeting. The Proceedings Editor will contact you about her requirements separately. This report will be included in the electronic documentation that you are being asked to submit to assist with the production of web-based Proceedings. Tip: To recruit people to assist with your session, consider posting a call for volunteers on ARLIS-L.
Time-Keeping
You have been given an allotted time for your session or meeting to begin and to end. You must take both of these times seriously - for the benefit of everyone involved - particularly the session or meeting that may be following in the same room as yours! A timekeeper is essential for a Session but you might want to consider appointing someone for your meeting as well, to ensure that you get through your program with the time for all your speakers to speak. This should not be the same person as the Recorder.
It is extremely important to let your speakers know (preferably before they've prepared their presentations) how long you expect each of them to speak and to inform them that you won't let them run over their allotted time. Tell them they will receive a warning signal that they are nearing the end of their time (make sure they know what the signal is) and that (after 3-5 minutes) they will be expected to give way to the next person on the agenda. Provide clear guidelines and time limits. Be prepared to enforce the rules. This is probably your most important job as moderator or leader of a session or meeting.
Very important: If your session or workshop is sponsored, please remember to name and thank the sponsor(s) in your opening remarks. The conference fundraisers made this commitment to all donors and sponsors, and we are grateful for sponsor support.
Recruit Additional Volunteers
If you have a lot of handouts, it is sometimes a good idea to have someone to hand them out at the door.
Session/Workshop Speakers
If you have not actually met one or more of your speakers, consider arranging a time before the start of your session--over a drink, a meal, or just in someone's hotel room--to gather your group together, introduce them to each other and let them chat informally. Be sure they know the order of the presentations and the amount of time allotted prior to the session. When possible follow the order of the speakers as printed in the conference program; if this order must be changed, please announce the changes to your audience at the beginning of the session.
Give extra thought to welcoming your speakers who are not members of ARLIS/NA. They will have received a preliminary program packet from ARLIS/NA Headquarters, with complimentary registration for regular sessions on the day they are speaking. You should remind each of your speakers that when they arrive at the Marriott, they should pick up their conference materials, which will include their badge and conference program at the Registration Desk. Alternatively, please pick these items up for them. Your speakers will not be able to attend the pre-registered events unless they have, in fact, pre-registered, and they must pay for any events that require fees. If they have pre-registered for any of these special events, they will find the relevant tickets in their registration packet.
Be sure to pick up the official thank you card from the registration desk for all of your non-ARLIS speakers. Those speakers receiving honoraria will have their checks included in their thank you note.
TECHNOLOGY
We have tried very hard to accommodate everyone's needs for data projection and/or internet connection, but this is an expensive item for the conference to provide. We have asked that you all make arrangements for the laptop to be used for your session. If it's a MAC, be sure to bring an appropriate "dongle" to connect it to the data projector. The Marriott is MAC-friendly. We also recommend that you have all your speakers send you their finished (or nearly finished)presentations ahead of time so you can put them all on the laptop and try them out for correct functionality BEFORE your session. This will also save time with the setup.
Room Setups & Change-Overs
Conference rooms will be set-up in theatre style as this allows for greatest flexibility. There is only a short break between sessions and/or meetings; this does not allow time for rearrangement of furniture.
Proceedings: ELECTRONIC DOCUMENTATION OF YOUR SESSION
Once again, the Proceedings will be web-based for the benefit of ARLIS/NA members who were not able to attend the conference, who missed a session or meeting, or who are interested in reviewing the content of a session or meeting they attended.
Terrie Wilson, Conference Proceedings Coordinator [log in to unmask]<mailto:[log in to unmask]>
will contact you with instructions for submitting material concerning your program for inclusion in Conference Proceedings.
As a "heads-up" the deadline for submission is Friday, May 22, 2009
Money matters
If any of your speakers are to receive honoraria, it will be included in their thank you card. Be sure to pick up the card just prior to your session at the Registration Desk from ARLIS/NA Headquarters staff.
Reminder: Expenses are not reimbursable unless previously approved. If an item is in the budget, receipts and expense reports should first go to Lyn Korenic for verification; they will be forwarded to ARLIS/NA Headquarters for payment.
Moderators should bring enough copies of the speakers' handouts for their session; alternatively moderators should request that their individual speakers bring their own handouts. If last minute copies are needed, be prepared to pay for them with personal funds. No one will be reimbursed by the conference for last minute copying. Note: Unless you or your speaker(s) are covering these expenses yourselves, use of the Indianapolis Marriott Downtown business center by moderators or speakers requires prior approval by Elizabeth Clarke, ARLIS/NA Executive Director. Business center staff will not charge costs to ARLIS/NA without this authorization.
Workshops: Please take a few minutes before your workshop begins to determine that only those who have registered and paid actually attend the workshop. Every paid registrant will receive a ticket to attend their workshop when they check in at the Registration Desk. You must collect a ticket from each registrant; they should be given to the ARLIS/NA staff. You will also have access at the Registration Desk to a printout of registered attendees.
MEETINGS (Divisions & Sections & Committees):
Meet with Colleagues
If you have not actually met your co-moderator or co-chair, or others on your committee, consider arranging a time before the start of your meeting--over a drink, a meal, or just in someone's hotel room--to gather your group together, introduce them to each other and let them chat informally. Give extra thought to welcoming new members. Be sure everyone has a copy of the Agenda. If all the housekeeping details are worked out ahead-of-time, you will have more time during your meeting to discuss current business and future initiatives.
Introductions at Meetings
Business and committee meeting moderators should allow--if there is time--each person in attendance to introduce themselves with their institutional affiliation. It is inadvisable to ask each of your members to make an individual report, as this will use up valuable meeting time. Some groups find it useful to compile brief reports from individual members for distribution prior to the meeting- this is an effective way to share information, report on institutional milestones and achievements, and to promote networking.
Agendas
Many meeting leaders now post agendas on ARLIS-L; you should also bring hard copies of the agenda to distribute at the beginning of the meeting.
Enable Discussion
Make sure that anyone who wishes to contribute to the discussion has a chance to do so, and try to prevent one person (including yourself!) from dominating the meeting.
Good luck with your program! The Indianapolis 2009 Conference Planning Team values your contribution and thanks you for your commitment.
If you have any questions or concerns, please contact your Program Co-Chairs.
Program Co-Chairs Contact Information:
Eileen Fry
[log in to unmask]<mailto:[log in to unmask]>
812-855-9727
Tony White
[log in to unmask]<mailto:[log in to unmask]>
812-855-5743
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Tony White
Head, Fine Arts Library
Assistant Librarian
Indiana University
1133 E. 7th Street
Bloomington, IN 47405
812.855.5743 (vox)
[log in to unmask]<mailto:[log in to unmask]>
ARLIS/NA 2009 Conference, Co-Chair for Programs
College Book Art Association 2011 Conference, Chair
Field Editor for Artist's Books and Books for Artsits, caa.reviews
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