RBMS Preconference Planning Manual

The Rare Books and Manuscripts Section (RBMS) of the Association of College and Research Libraries (ACRL) has a long tradition of planning and executing successful preconferences. Through these annual programs, the Section has played an important role in fostering the professional development and continuing education of its members.

The first RBMS preconference was held in 1959, and one has been held annually since 1961. All but three preconferences have been held in the United States. The three international conferences were in Cambridge, England (1989), Montreal (1999), and Toronto (2003). A complete list of past RBMS preconferences is found in Appendix 1.

Many RBMS members contribute to the planning of a preconference. The key individuals are the section Vice-Chair/Chair-Elect (who will be Chair at the time the preconference is held) and the chairs of the Preconference Program, Preconference Local Arrangements, Seminars, and Conference Development committees. All of these officers work closely with the designated ACRL staff liaison.

This manual supplements the information found in Chapter 9 of the ACRL Guide to Policies and Procedures: “Preconferences.”

RESPONSIBILITIES

The following sections outline the traditional distribution of responsibilities among RBMS principals involved in preconference planning. Specific planning groups may choose to assign some tasks differently, depending on individuals’ interests, skills, and time available.

Section Vice Chair/Chair-Elect (Section Chair)

“Section Vice Chair/Chair-Elect” refers to the officer who will be RBMS Chair at the time of the preconference. This person is elected 24 months before the preconference and assumes the duties of Section Chair 12 months before the preconference.

Appoint the Preconference Program Planning Committee chair (Program chair) and Preconference Local Arrangements Committee chair (Local Arrangements chair). The Local Arrangements chair should be someone who is permanently at the site of the preconference and knows the area well. (24-18 months prior to the conference)
With the Program chair, select the preconference theme. Consult widely among the section membership on topics of current interest and possible speakers. Report the theme to the RBMS Executive Committee by Midwinter. (24-18 months prior)
With the Program and Local Arrangements chairs, prepare a budget and revise it in consultation with the ACRL staff. As part of budget preparation, the registration fee is set. Forward copies of the budget and revisions to the Program and Local Arrangements chairs and to ACRL. (Draft budget is needed 18 months prior, with full budget one year prior.)
Submit a request to hold a preconference and the preliminary preconference budget to the ACRL Board for approval. (18 months prior, usually December) See Section 3, “Budget Guidelines.” With the Program and Local Arrangements chairs, monitor the preconference budget to assure that the preconference stays within the budget.
Visit the preconference site with the Program chair and, in consultation with the Local Arrangements and Program chairs, visit prospective hotels and reception and tour locations. Consult with the Local Arrangements and Program chairs on special functions and the conference schedule. (Agreement on hotel, special functions, and conference schedule should be reached as soon after this visit as possible.) (18-15 months prior)
Serve as ex officio member of the Program and Local Arrangements Committees. Oversee planning activities with the Program, Local Arrangements, and Seminar chairs. Remain in communication with ACRL and see that the Program and Local Arrangements chairs receive all ACRL communications.
Review text for the preconference Web site from the Program and Local Arrangements committees and obtain ACRL approval (as early as six months prior).
As the conference nears, most planning responsibilities will fall to the Program and Local Arrangements chairs. Remain in frequent communication and assure that all deadlines are being met. (8-1 months prior)
Review text for the reminder postcard advertising the preconference, to be sent to the section membership. Send approved copy to the Local Arrangements chair for printing. (3 months prior)
Open the preconference by welcoming registrants and introducing the Program and Local Arrangements chairs. It is customary for the Section chair to “close” the preconference by thanking the planners and speakers for their contributions.
At the ALA Annual meeting immediately following the preconference, attend the Preconference Program Committee’s “post mortem” meeting to discuss how the preconference went and pass on any lessons learned to the planners of next year’s preconference.
Write thank-you notes to the Program, Local Arrangements, and Seminars chairs, ACRL staff, and any others who have contributed to the preconference (except those specified to be written by other chairs) and, where appropriate, to their supervisors. (within one month after preconference)
Provide input to the Conference Development Committee on revisions to the RBMS Preconference Planning Manual (within 6 months after).
Provide advice and assistance to the incoming Section chair.

Preconference Program Planning Committee Chair

With the Section Vice Chair/Chair-Elect, appoint members of the Preconference Program Planning Committee. (24-18 months prior) The Section Vice Chair/Chair-Elect, as well as the Local Arrangements and Seminars chairs, will be ex officio members of the committee. The Preconference Program Committee will meet for its first formal planning session at ALA Midwinter. (18 months prior)
With the Section Vice Chair/Chair-Elect and Preconference Program Committee, develop the theme and a list of possible speakers. (24-18 months prior) With the Section and Seminars chairs, confer on seminar topics as they may relate to the theme. The Seminar Committee’s choices for seminar participants should be developed in conjunction with the preconference, especially if there are budgetary implications with regard to seminar presenters.
Make a site visit with Section Vice Chair/Chair-Elect and Local Arrangements chairs to visit prospective hotels, and reception and tour locations. (18-15 months prior)
Draw up a schedule of events together with the Local Arrangements chair. This can be done in the first instance before speakers are confirmed. (18-12 months prior)
If at all possible, have a preliminary list of speakers who have agreed to be considered ready for presentation and discussion at the Preconference Program Committee meeting held during the ALA Annual meeting. (12 months prior) For optimal planning and coordination, the Seminars Committee should adhere to this schedule as well. Make a list of the choice of speakers, in priority order, and begin to confirm choices. (12-8 months prior)
Provide input to the Section Chair on the budget. Monitor expenses as they accrue. Keep the Section Chair and Local Arrangements chair informed of expenses relating to program activities.
Invite speakers. Be as specific as possible about what is desired from each speaker. Make certain that financial arrangements promised (which should follow a uniform policy for each category of speaker) conform to ACRL policy. Copy the ACRL liaison on all invitation letters sent to speakers. (Invite plenary speakers 18-10 months prior) Experience has shown that it is best not to discuss publicly who is being invited until all spots are confirmed. Inform speakers about the potential for publication of papers in RBM, the section’s journal; do not ask for a commitment to publish papers in RBM, but ask speakers to consider this option. Keep the RBM editor apprised of speakers and topics, forwarding copies of plenary presentations as requested. Establish speakers’ audiovisual and computer needs as early as possible; this is important for budget preparation, as well as for hotel arrangements.

Set up a specific written schedule for speakers, when they are confirmed, so that all parties are informed about what is expected, and when. Furnish copies to Preconference Program Committee members, as well as to the Section and Local Arrangements chairs. The Program chair must see that deadlines are met for duties delegated to Preconference Program Committee members.
Announce the preconference theme and highlights of the program, along with choice of site, at previous year’s preconference. (12 months prior)
Working with the Exhibition Awards Committee chair, determine the site for display of the year’s winning exhibition catalogues during receptions or other appropriate events. (12-8 months prior)
Provide copy for the program portion of the preconference Web site: information on theme, speakers, etc. (12-1 months prior) The earlier this is done, the more promptly the Web site can go public. (See Section 6B.) Expedite all matters concerned with the Web site. It is highly advisable to have it mostly ready before ALA Midwinter. (6 months prior) The Web site must go public by the end of February.
Work closely with the Seminars Committee chair and assist in planning seminars. Confirm with the Seminars chair all arrangements made with seminar leaders. (18-12 months prior)
As planning proceeds, confirm all crucial decisions with the Section and Local Arrangements chairs and ACRL staff. These include selection of speakers; remuneration and expenses of speakers; and all other matters that affect the budget. All expenses incurred must comply with ACRL policy. Consult ACRL staff to determine which services and other expenses will require a formal contract. ACRL pays all bills from the RBMS preconference budget.
Chair the Preconference Program meeting at ALA Midwinter at which all final arrangements are verified. (6 months prior)
Communicate speakers’ audiovisual and computer requirements for all program events to the Local Arrangements chair. (3-2 months prior)
Provide copy for the final printed program to the Local Arrangements chair after ALA Midwinter. (6-4 months prior)
Prepare a news release on the preconference (see section 6, Publicity and Publications). (6-5 months prior)
Communicate with the Conference Development Committee chair about the preconference evaluation form, agreeing on any changes to be made from the previous year. (6-2 months prior)
Reconfirm arrangements with speakers. Request CVs from speakers to be received by March 1. If desired, request copies of talks (to be circulated among speakers) to be received no later than May 1. Send the speakers a roster of those participating in the plenary sessions. Include presentation topics and/or the titles of papers, as well as the participants’ full addresses, fax and telephone numbers, and email addresses. If the speakers miss a deadline, follow up by telephone and/or email no more than one week later. (6-2 months prior)
Prepare introductions of speakers, or delegate this task to members of the Preconference Program Committee. (6-2 months prior)
With the Section and Local Arrangements chairs, decide on podium and seating arrangements for plenary sessions and meals (served or buffet), including seating arrangements (head tables or none). (4-2 months prior)
Greet speakers and seminar leaders as they arrive at the preconference. As an added courtesy, arrange for members of the Preconference Program Committee to meet speakers at the airport if possible. Act as reception host for speakers and other preconference participants. In some years it has been customary to host a “Speakers’ Dinner” during the preconference (the budget will determine whether this is feasible). If a “Speakers’ Dinner” is to be held, make sure that speakers and others expected to attend are informed of the time and place. (2-1 months prior)
Introduce all program events. Be present at all events and be alert for any last minute changes or problems. Communicate any changes in arrangements to the Local Arrangements chair. Assure that speakers know where they are expected to be and when. Accompany them to their appearances.
At the ALA Annual meeting following the preconference, conduct a preconference “post mortem” at the meeting of your Preconference Program Committee, attended if possible by the chief planners of both this year’s and the next year’s preconference. This meeting has proven to be a valuable way for preconference planners to pass on any lessons learned to the next year’s planners.
Write thank you letters to all speakers and seminar leaders (or delegate the latter to the Seminars chair) and, where appropriate, to the seminar leaders’ supervisors. (within 1 month after)
Provide input to the Conference Development Committee on revisions to the RBMS Preconference Planning Manual. (within 6 months after)
Send Preconference Program Committee files to the RBMS archivist for deposit in the ACRL Archives at the University of Illinois. (within 6 months after)

Local Arrangements Committee

Local Arrangements Chair
1. Appoint Local Arrangements Committee members as soon as possible. Choose as many active local colleagues as possible, preferably from several institutions. The Local Arrangements Committee should include sufficient number of people to carry out the duties outlined below, as well as additional people to complete individual assignments and help out as needed. Duties to be delegated include facility liaison; preparation of registration and program brochure and other printed materials; selection of printer; transportation coordinator; selection of caterer(s); staffing of registration table; fundraising; tour organizer; coordination with ABAA, etc. (24-18 months prior)
2. Attend the ALA Midwinter meetings 18 and 6 months prior and the ALA Annual Conference 1 year prior to the preconference. At these meetings, report to Preconference Program Committee and RBMS Executive Committee on local functions and tours.
3. Plan for the on-site visit for the RBMS Vice Chair/Chair Elect and Program chair, and negotiate the contract with the conference facility (see 5C2). (20-16 months prior)
4. Hold an initial Local Arrangements Committee meeting no later than the previous spring (14-16 months prior). Determine specific committee assignments, tasks, and deadlines at this meeting. If possible hold meeting during Program Committee chair and Section Vice Chair/Chair-Elect site visit and have the Program chair discuss the schedule and speakers.
5. Follow up on individual assignments between meetings. Keep Program and Section chairs and ACRL staff informed and up to date with local program planning. Ask to receive all ACRL mailings, and forward copies of all correspondence to both chairs. Assist in the preparation and proofing of copy of printed material. Update and revise program schedule with Program chair. Coordinate activities on a regular basis with the Program and Section chairs.
6. Confirm transportation, tours and meal functions costs, accommodations and facilities costs and other expenses. The ACRL Executive Director is responsible for final approval of all expenditures. Keep copies of all receipts and correspondence related to quotes and billing. Set up billing procedure. Bills can be sent directly to ACRL staff or run through a local, participating institution if allowed. ACRL will reimburse all approved personal or institutional expenditures after original receipts and explanatory letter are sent.
  
  The preconference registration fee is established at the time of preliminary budget approval (18 months prior) and usually cannot be changed. The conference budget is based on conference revenues from registration fees and is subject to readjustment. Regional differences in costs can and do occur. It is best to work within the overall budget and to closely monitor all expenditures, keeping a running tally of actual costs, so that budget adjustments can be easily made. Additional funds may need to be raised to cover budget shortfalls or to allow for additional programming or services for conference attendees. This should be done in consultations with the Section Chair, Program chair and Budget and Planning Committee.
7. Schedule other Local Arrangements Committee meetings regularly. Review progress of committee members.
8. Begin obtaining lists of registrants and number of registrants at least two weeks before the registration deadline, and update them weekly until the week before the conference and then daily in the final week. Use these numbers to determine meeting room use at the conference site, the number of buses needed, catering requirements, number of registration packets to prepare, etc.
9. Obtain speakers’ audiovisual and computer requirements for all program events from the Program and Seminars chairs. (6 months prior) Prepare a list of specific audiovisual equipment needs with time, date, type, and placement of equipment. Give it to the conference facility before the preconference. Obtain a price quotation in writing from the facility. The Local Arrangements chair or a committee member should verify the use of all equipment and its proper setup during the preconference.
10. Call a “final” Local Arrangements Committeee meeting 1 month prior to coordinate plans and check last minute details. Stay in close touch with all committee members during the last few weeks and keep everyone informed of any changes or problems. Stay in very close touch with the Program chair, Section chair and ACRL staff.
11. Assist at the registration desk, greet conference registrants, and handle late registrants.
12. Oversee all events. Trouble shoot for last minute problems.
13. At the ALA Annual meeting immediately following the preconference, attend the Preconference Program Committee’s “post mortem” meeting to discuss how the preconference went and pass on any lessons learned to the planners of next year’s preconference.
14. Collect and submit bills to ACRL staff, with copies to Section and Program chairs before August 15, the end of ALA’s fiscal year. Prepare a report for the Section after the preconference, citing any problems and offering recommendations on the planning process.
15. Send thank you letters to committee members and their supervisors after the conference.
Facilities and Events Function
1. Prepare and arrange for a preconference site visit by the RBMS Vice Chair/Chair-Elect and Program chair. Arrange visits to potential meeting sites and to reception and tour locations as part of the site visit. (18-15 months prior)
2. Conference Facility
  1. Contact several suitable hotels or other conference facilities directly (ask for the sales manager) and set up appointments for a visit. Explain the purpose of the visit. During the visit, do a tour of all meeting rooms and banquet spaces and see several sleeping rooms. When looking at sleeping rooms, be aware that some facilities will show clients a “show room,” better decorated or with a better view than the average room in the facility. Ask to see more than one room and specify that you want to see a typical or standard room. If the facility is suitable, ask for a quote on room rates, number of guaranteed rooms, etc. (See section 4, Accommodations and Facilities, and Appendix 2, RBMS Preconference Hotel Survey.)
  2. Work with the ACRL liaison and ALA staff to negotiate a contract with the preconference facility. (16-14 months prior) Negotiations are done with the approval of the Section Vice Chair/Chair-Elect, the Preconference Program chair, and the ACRL Executive Director. ALA has final approval of the contract. In negotiating the contract:
    - Obtain the best room rate possible for conference attendees. Determine rates for individuals, doubles and triples. Set a separate rate for children if possible. Negotiate complimentary accommodations based on number of rooms used per night. These free rooms can be used for speakers and ACRL officials.
    - Have all service charges or extra room costs listed in contract. Have state and local tax rates listed.
    - Set arrival check-in times and departure times. Try to establish a departure time after 1 p.m. if possible.
    - Have all deadlines noted and have the actual cost of penalties listed.
    - Actual room use for meetings and receptions should be listed. Note in the contract that substitutions must be of comparable size and suitability.
    - Negotiate free meeting space based on the number of meeting rooms used.
    - Develop a mutual cancellation and disaster clause with notice to be given in writing.
  3. If possible, arrange for an alternate housing option, such as nearby college or university dorms, other hotels, etc. for those who wish to investigate less expensive accommodations.
3. Conference Setup at Facility
  1. Review final meeting requirements with the facility and reserve sleeping rooms for speakers and other guests no later than two months before the preconference.
  2. Submit final function arrangements to the facility one month before the preconference, including:
    - Menu and beverage selections for meals.
    - Special party orders.
    - Number of cashiers and bartenders for each event.
    - Room set-ups (number of chairs, head tables); be specific about times.
    - Number of coffee breaks and quantity of coffee, tea, juice, soda, and food desired.
    - Preconference registration table set-up (note period of time setup to remain).
    - Seating arrangements at meals (number at head table; if table to be on platform)
    - Number, type, and location of microphones, podiums, audio-visual equipment.
    - Copy for signs to be posted outside meeting rooms.
    - Telecommunication needs for personal computers and other equipment.
  3. Obtain a list of facility staff assigned to the preconference, with house phone numbers. Include the housekeeper, engineer, and night managers. Inform the Program chair of check-out arrangements, so that an announcement can be made in the early stages of the preconference.
  4. In consultation with the ACRL liaison, submit daily meal counts to catering during the preconference.
  5. Check room setup in rooms before all meals and meetings.
4. After site selection is made, contact the local chamber of commerce or visitors’ bureau for information for conference/convention planners. They can provide you with an information packet and will offer assistance in planning a meeting. Ask for a list of tours, suitable sites for receptions, restaurant guides, names of caterers, bus companies, calendar of events scheduled during the preconference, promotional copy, slides and photographs for reproduction in mailings or press releases, keepsakes, etc. (22-18 months prior)
5. Compile a list of possible sites for receptions and tours, soliciting suggestions from local sources and Local Arrangements Committee members. This list can include museums, libraries, public and private facilities, restaurants, etc. Call and visit sites to obtain more information and determine suitability: note size, reception facilities (kitchen, serving area), cost of rental, transportation needs, etc. Try to select sites that are of interest to RBMS: libraries with special collections, exhibits of book or book related material, literary connections (homes of authors or collectors), bookstores, etc. Present a tentative list to the Preconference Program Committee at Midwinter. (22-18 months prior)
6. Discuss and confirm arrangements with local host institutions (e.g., transportation, invitations, schedules, catering and security) no later than 8-10 months before preconference.
7. Select caterers and plan tentative menus. (3-4 months prior)
8. Arrange for “group dinner” sign-up sheets for restaurants and obtain volunteers from RBMS to lead small groups.
Transportation Function
1. Transportation to preconference city
  1. Contact the largest airline using the nearest airport as a hub and ask if they have an “official airline” program for conferences. Many airlines will offer a 5% discount on super-saver airfares or 10% off regular coach fare for conference attendees who book that airline, fly within a designated period, and identify themselves as attending the conference. In addition, depending on the number of passengers booked through this program, RBMS can obtain free tickets for the use of the speakers at the next preconference. Have an agreement drawn up and sign off with the approval of the ACRL Executive Director.
  2. Ask for discounts for transportation. Shuttle services from the airport may supply a discount coupon if they are mentioned on the registration form. A local mass transit agency may have group or conference fare rates or free passes that can be distributed to conference attendees.
  3. Supply text for transportation options to the preconference for the preconference Web site. Note the location of the nearest airport(s), travel time and taxi fares, train and boat access (if applicable). If necessary, include transportation options to the ALA Conference site such as a chartered bus. Compile information and maps of local transportation for the registration packet.
2. Special events transportation
  1. Select a bus company. Contact local companies to obtain price quotes. If a local organization has an arrangement with a bus company, find out whether affiliation can get you a discount for the preconference. Arrange for buses to/from events, working out a detailed schedule and road routes. Buses used for short tuns can be circulated as a shuttle, reducing the number of buses needed. Have a check-off on the registration form for attendees to note transportation needs, and confirm this information when they register. This will prevent possible overbooking of buses. If a special charge must be made for transportation, require payment with the registration fee.
  2. Provide identification signs for buses. Assist in loading buses, if necessary. Check with drivers to confirm their knowledge and understanding of the transportation route and plans. Have committee members travel on separate buses to serve as “guides.” Monitor the arrival and departure of the buses and be prepared to troubleshoot any problems. Keep a working cell phone on hand.
Fundraising Function
1. Fundraising may be done primarily by the Section Chair, the Program chair, the Local Arrangements chair or a designated committee member, or some combination of these. Whichever arrangement is made, those who are soliciting funds must be sure to communicate clearly and frequently to each other as to which potential donors they will contact or have contacted, and with what results.
2. The preconference fundraisers should start early (24-12 months prior) to draw up a list of potential donors, including antiquarian book dealers in the area, library schools, interested individuals, and possibly corporate sponsors such as digitization services, preservation reformatting services, or vendors of library or archival supplies. The Budget and Development Committee maintains a database of donors to recent preconferences which may provide useful leads. Any donors being solicited by RBMS for the first time must be approved by the ACRL Executive Director, so as to avoid duplicating solicitations to donors ACRL has already tapped in connection with other fundraising efforts.
3. Traditionally, most of the donors to RBMS preconferences have been antiquarian book dealers, who are typically contacted from 6-4 months prior to the preconference. A solicitation letter to each potential donor, followed up by a phone call, is usually effective.
Registration Function
1. Prepare a list of materials (preferably free) to be included in the registration packet for final selection by the Local Arrangements Committee by ALA Midwinter before the preconference. If applicable, additional material from sponsors may need to be inserted.
2. Begin soliciting material after Midwinter. Obtain materials for inclusion in the registration packet such as brochures from local libraries and special collections and archives; a list of local book dealers with addresses and hours; information on public transportation; taxi fare rates; bibliographies of speakers; local restaurant, museum, and landmark guides; maps of the city and/or region; discount coupons; etc. The local chamber of commerce and visitors’ bureau can supply a number of items.
3. Begin collecting materials in bulk (including the packet, manila envelopes for tickets, white stick-on labels for ticket envelopes, plastic badges) no later than two months before the preconference. Investigate the possibility of an in-kind donation of a zippered portfolio or book tote to hold the packet, or solicit funding for one.
4. Design and prepare name tags and a list of registrants, working from the final list provided by the ACRL office two weeks before the preconference (ACRL can prepare name tags if preconference planners so desire). Name tags should identify Local Arrangements Committee members, the RBMS Executive Committee, Preconference Program Committee members, ACRL representatives, speakers, and guests. Registration lists can be duplicated as late as possible for stuffing in the packets.
5. Make signs for the registration desk. If it is not immediately visible from the entrance to the building, make directional signs to lead to it.
6. If the preconference includes ticketed events, print labels with names and addresses of conference attendees for ticket envelopes. Allocate appropriate tickets to the envelopes for those who signed up for the events.
7. Stuff packets and arrange for delivery of packets to the conference site for distribution at the preconference registration desk.
8. Staff the registration desk; refer late registrants to the Local Arrangements chair or ACRL representative.
9. Store unclaimed registration packets and notify the Local Arrangements chair of no-shows. Send their unclaimed packets to the no-show registrants as a gesture of good will, if this seems appropriate.
10. Determine whether a keepsake will be prepared, its content, and its cost. Make preparations to have it distributed at the conference.
11. Arrange with conference site staff to store registration materials overnight, and arrange to pick up materials after the preconference.
Bookseller Coordinator Function
1. Solicit the appointment of at least one representative of the local chapter of ABAA to the Local Arrangements Committee. This may be the president and/or his or her representative.
2. Decide on the type of reception and/or event ABAA local chapter wishes to sponsor, in conjunction with the Section, Program and Local Arrangements chairs. In the past, ABAA has frequently sponsored the preconference’s opening reception. (18-24 months prior)
3. The Local Arrangements chair and ABAA representative make arrangements with a hotel or other facility for use of an appropriate meeting room. They also arrange for a table display of catalogues, and for overnight security if desirable. ABAA may sign a separate contract for these arrangements, if necessary. (12 months prior)
4. Send out any special invitations to the opening night reception as requested by ABAA.
5. Place any special orders for badges or signs.
6. The ABAA representative must place the food/drink/service order with the facility. (1 month prior)
7. The Local Arrangements chair and ABAA must coordinate activities to assure that proper guarantees and adjustments to the catering order for the reception are made. (2 days prior)
8. The ABAA representative arranges for the delivery of catalogues to the facility’s display area. (1 day prior, if appropriate)
9. The ABAA representative oversees the reception, arranges for the move of catalogues to an overnight storage area, and arranges for the display of catalogues in the morning, before the opening of registration.

Seminars Committee

The “Procedures for Organizing and Selecting Preconference Seminars” (Appendix 4) explain the details of planning preconference seminars.

Seminars Committee Calendar
1. At the ALA Midwinter meeting, the Seminars Committee begins a general discussion of seminar topics and possible panelists. (18 months prior)
2. At the ALA Annual Conference meeting, expand and refine the list of seminars proposed at Midwinter and, as much as possible, determine the final slate of about 12 seminars. Committee members are assigned seminars to organize. (1 year prior)
3. Before the Midwinter meeting held 6 months prior, the final list of seminar titles and participants is completed and confirmed.
4. The chair of the Committee presents the final list of seminars and participants to the chair of the Preconference Program Committee before adjournment of the Midwinter meeting. The chair of the Committee then works with the Preconference Program and Local Arrangements Committees to ensure that the information on seminars is included in the preconference Web site and program, and to accommodate all audiovisual needs. The Seminars Committee chair works with the Program chair to disseminate publicity about the seminars via listservs and any other appropriate means.
5. Within one month after the preconference the Seminars Committee chair sends thank you letters to seminar leaders, with copies to their supervisors as appropriate. (within 1 month after)
Important Considerations in Seminar Planning
1. The Seminars Committee chair must work closely with and keep informed the chairs of both the Preconference Program and Local Arrangements Committees.
2. The RBMS Vice Chair/Chair-Elect must be consulted on matters with budgetary implications over a year before the preconference, as changes in the budget cannot be made after the ALA Annual Meeting preceding the preconference.
3. Audiovisual requirements need to be finalized at least 6months prior.

ACRL Staff

As of May 2006, the Manager of Professional Development of ACRL is responsible for all duties related to the RBMS preconference.

Obtains request to hold the preconference and preliminary budget from the RBMS Vice Chair/Chair-Elect and places it on the ACRL Board’s agenda for approval. (18 months prior)
Advises Vice Chair/Chair-Elect, Program, Local Arrangements, and Seminars chairs on matters of ACRL policy related to preconference planning and implementation.
Sends an updated budget spreadsheet to the Vice Chair/Chair-Elect after approval of the final budget by the ACRL Board. (12 months prior)
Reviews and arranges for signing of all contracts for hotel, facilities, buses, catering, etc. (12-10 months prior)
Works with the chairs of the Preconference Program and Seminars committees to verify terms of agreements with all speakers. Handles letters of agreement, travel arrangements, and reimbursement for plenary speakers, as well as letters of agreement for seminar speakers. (6-3 months prior)
Approves the text of the preconference Web site. (5 months prior)
Distributes the press release provided by the Program Committee chair, including for publication in American Libraries. (10-6 months prior)
Maintains a record of and acknowledges all donations received on behalf of RBMS for the preconference.
Sends acknowledgment letter to all registrants.
Sends lists of registrants to the Local Arrangements chair on a weekly basis, then on a daily basis (as necessary) during the last week prior to the preconference.
Pays all bills out of the preconference budget.
Sends a final budget balance sheet to the Section chair, Section Past Chair (who was Chair at the time of the preconference), Vice Chair/Chair-Elect, and RBMS Budget and Development chair, as soon as it is received from the ALA accounting office. (within 3-6 months after)

SITE SELECTION AND CRITERIA

The RBMS Executive Committee is responsible for preconference site selection; selections are made based on recommendations of the Conference Development Committee. The following criteria for site selection were approved by the RBMS Executive Committee on 27 June 1994 at the ALA Annual Conference in Miami Beach.

Generally the RBMS preconference will be held in the same city as the ALA annual conference for that year.

RBMS may wish to select a city other than the ALA conference city if these factors are present:

The RBMS preconference has been held frequently in the ALA conference city.
There are not enough RBMS members or others to call upon to work on local arrangements, or these members have served in a local arrangements capacity within the past five years and do not wish to do so again.
The ALA conference city offers limited special collection libraries, bookstores, etc. appropriate to RBMS members' interests.
It is difficult to find adequate and/or reasonably priced facilities and hotel accommodations in the ALA conference city.

Consider these factors in selecting an alternative site:

Convenient and reasonably priced transportation to the ALA conference city for those RBMS members going to the ALA conference.
Availability of reasonably priced accommodations and meeting room space in the alternative city.
RBMS members or others in the alternative city who are willing to do local arrangements.
Local resources appropriate to the interests of RBMS members at the alternative site, e.g., libraries, bookstores, a special exhibition or event.
Financial support that may be available at the alternative site that would not be available at the ALA conference city, e.g., for meeting rooms, A/V, receptions, etc.
Additional costs, if any, associated with the alternative city.

A non-U.S. / Canada site may be selected when:

The conditions listed under "ALA Conference City" exist.
A convenient alternative site does not exist near the ALA conference city.
A special opportunity exists, e.g., an offer of a joint meeting, or a special event of interest to RBMS members, in the foreign city.
Resources are available in the foreign city to support local arrangements for the RBMS conference.
There is financial support for a foreign meeting so that a reasonable registration fee can be charged.
Housing accommodations are reasonably priced.

Generally, RBMS will not select a foreign site more often than once every five years.

A foreign conference may be scheduled at a time other than the traditional RBMS preconference time. In that case, it may not be necessary, or even possible, to hold a preconference immediately before the ALA annual conference.

Because of the additional planning required, a foreign site must be selected at least four years in advance of the conference.

PLANNING TIMELINE

Months Prior	Who?	Action Item
36-24 months	CD	Recommends site to Executive Committee and informs ACRL staff liaison
24 months	CD	Chair meeting of P, L, S, and A at preconference to introduce principals and provide overview of preconference planning process.
	E	Deadline for approving site selection
	C, P	Hold first Program committee meeting
	S	Preliminary discussion at ALA Annual Conference of seminar content and assignments for solicitation of proposals
24-22 months	C	Appoint Program and Local Arrangements chairs
	C	Distribute latest version of RBMS Preconference Planning Manual to all principals (C, P, L, S, A)
	C, P, A	Prepare version of planning timeline for the specific preconference
24-20 months	C, P	Select preconference theme
24-18 months	C, P, L	Select committee members
	C, P	Develop theme and preliminary speaker idea list
24-12 months	P, S	Work closely together in planning seminar schedule
22-18 months	L	Compile list of potential sites for receptions and tours
	C, L	Establish nature of reception to be sponsored by national or local ABAA
24- 6 months	C, P, L	Solicit budgeted donations
20-18 months	C	Prepare preliminary budget, working closely with Program and Local Arrangements Chairs and ACRL Liaison
	L	Obtain conference planning materials from local chamber of commerce or visitors’ bureau
20-15 months	L	Plan site visit of Chair and Program Committee Chair
18 months	C	Submit preliminary proposal and budget to ACRL Board for review and approval at ALA Midwinter
	S	Continue discussion at ALA Midwinter of seminar proposals that are in progress and to be developed
	P	Continue discussion with Committee of appropriate slate of plenary speakers
18-15 months	C, P	Site visit
18-16 months	L	Hold initial Committee meeting
18-14 months	P, L	Draw up draft schedule of preconference events
18-12 months	L	Determine whether ABAA wishes to have catalog display or book fair (ABAA may contract separately with venue for space)
18-10 months	P	Invite plenary speakers
16-14 months	C, L, A	Finalize contracts with major venues (hotel, campus, reception sites); obtain written confirmation of any donated facilities
16-14 months	L, A	Finalize contract for dorm rooms
16-12 months	P, L, A	Decide who will be responsible for selecting and working with designer and printer for postcard and program
15-12 months	C, P, L	Confirm major cost items so that final budget can be submitted to ACRL by Chair and so that any necessary contracts can be negotiated
13 months	C	Submit any budget changes to ACRL staff liaison for transmission to and approval of ACRL Board
12 months	P	Announce theme and program highlights at ALA Annual Conference
	P	Attempt to finalize plenary speaker list at ALA Annual Conference
	S	Attempt to finalize seminar content list at ALA Annual Conference
12-8 months	C, L, A	Finalize contracts with other vendors (caterers, buses, etc.)
	P, S	Send to ACRL staff liaison names and contact information for all presenters (plenary speakers, seminar speakers, and workshop leaders)
	A	Send letters of agreement to all presenters
12-1 month	P	Work with RBMS Webmaster to add appropriate materials to RBMS Web site (press release, postcard, registration (opening in Feb.), housing, program, links to local information)
11-10 months	L	Prepare a list of all printing jobs
11-9 months	P, L	Provide information on preconference to RBMS Newsletter editor for fall issue
	A	Send updated budget spreadsheet to Chair
10-9 months	P	Draft press release and submit to ACRL
10-8 months	L	Confirm details of arrangements with local host institutions
11-7 months	P, L	Select designer and printer for postcard and program
8 months	P	Provide program portion of postcard copy, including final list of plenary speakers, to Local Arrangements chair
	S	Provide seminars portion of postcard copy, including all speaker names, to Local Arrangements Chair
8-6 months	P, CD	Discuss preconference evaluation form and any desired changes for discussion by Conference Development Committee at Midwinter
	L, A	Determine what data needs to be collected on registration form and what reports the ACRL office will need to produce (tour lists, attendee list, etc.)
	P, A	Complete ALA preliminary program information form and submit to ACRL/ALA
	A	Distribute press release to media, including American Libraries and C&RL News
	P	Distribute press release to appropriate listservs and non-ALA publications
8-6 months	C, P, L	Prepare and review postcard copy and obtain ACRL approval
	S	Discuss with Committee at ALA Midwinter any final details for seminars
	CD	Finalize with Committee at ALA Midwinter the content of preconference evaluation form
6 months	P, S	Provide final list of all presenters' audiovisual needs to Local Arrangements Chair
6-4 months	L	Solicit materials of local interest for inclusion in registration packet
	L	Recruit volunteers to assist with on-site registration and other logistics
6-3 months	P, S	Request CV’s from plenary and seminar speakers
	P, A	Work with plenary speakers on making travel arrangements
5 months	L, A	Work together to arrange for mailing of postcard, order appropriate labels, etc.
5-4 months	P, L	Announce call for scholarship applicants
6-5 months	L	Work with printer to finish postcard by mid-to-late January
5 months	L, A	Deadline (1 February) for mailing of postcard
	L, A	Registration opens Feb 1
	L, A	Arrange for bussing for tours and receptions if necessary
4 months	P	Mail postcard info to appropriate listservs shortly after paper copies have been mailed
4.5 months	A	Scholarship Applications are due make sure to mail post card & publicize to applicants who indicated their interest on app.
4-3 months	C, P, L	Determine podium and seating arrangements for plenary sessions and receptions; confirm audiovisual arrangements and order equipment
	P, L	Work with Exhibition Catalog Awards Committee Chair to determine location for display of winning catalogs
	L	If appropriate, arrange for ad in AB Bookman’s Weekly soliciting bookseller catalogs for display at preconference
3 months	P, L, A	Announce scholarship award winners and issue scholarship checks
3-1 month	A	Confirm registrations and logistics via letters to all registrants
	P	Prepare speaker introductions
	P, L, A	Work together and with printer to finalize program by early June
3-1 month	P	Put reminders on listservs to encourage registration (if necessary)
	CD	Produce 300 copies of preconference evaluation and deliver to Local Arrangements Chair by 1 June
	L, A	Submit final function arrangements to facility (menu selections, table set-ups, seating arrangements, microphones, etc.)
	L	Arrange for “group dinner” sign-ups and volunteers to lead groups
	L	Call final Local Arrangements Committee meeting to check details
2 weeks	L, A	Finalize registration list and print name tags
	L	Work with ABAA and Exhibition Catalog reps to deliver catalogs and other materials to venue
1 week	A	Finalize last-minute details of catering orders, room sets and audiovisual equipment
Onsite	L, A	Set up registration area, assist with attendee questions and tour arrangements

BUDGET GUIDELINES

In recent years, the ACRL staff have worked with the Chair, Program Chair, and Local Arrangements Chair to develop a budget. The categories listed below are from the preliminary 2007 budget. In particular, note that the categories that support ACRL activities amounted to approximately 32% of expenses in 2007.

Revenue

Line Item Description	Explanation	Notes
Registration Fees	Standard Registration fees: 220 members @ $235 = $51,700; 20 non-members @ $280 = $5,600; 10 students @ $95 = $950; 5 one-day registrations @ $85 = $425; 20 late fees @ $50 = $1,000. Total = $59,675; budgeted @ 85% = $50,724. Minimum Number of Registrants = 212	In preliminary budget, just note average number of attendees and registration fee range. Recent registration fees have ranged from $195-235. Number of registrants budgeted for is 85% of approximately 255 attendees
Donations/Honoraria	$10,000 in Donations for Book Fair + $6,000 in General Donations	Recent average is between $12,000 and 15,000

Expenses

Category	Definition	Notes
Salaries & Wages	Salaries at 2.00% of ACRL total; based on 2006 activity
Employee Benefits	Benefit percentage of line Salaries & wages as provided by ALA Planning & Budgeting	25% of salaries and wages
Professional Services	Professional services (on-site)	None recently
Bank Service Fees	Bank fees	Also includes credit card processing fees
Messenger Service	Messenger Service
Transportation	Members site visit for next year’s preconference (RBMS vice-chair/chair-elect, and program chair ) and ACRL staff transportation to Preconference
Lodging & Meals	Next year’s site visit by chair elect and program chair; 1 ACRL staff member expenses at preconference
Entertainment	Entertainment	Music at receptions
Facilities Rent	Facilities rental	Meeting room space at conference site; includes: registration area, plenary, seminar, short papers and receptions
Conference Equipment Rental	Conference equipment rental: A/V	A/V requirements for all public presentations; ideally have host institution pick up some of this
Meal Functions	Meal functions: beyond what donations pay for	1-3 receptions and coffee breaks (max. of 5)
Speaker/Guest Expenses	Speaker expenses	Recently for 4 plenary speakers
Speaker/Guest Honorarium	Speaker Honorarium	Recently for 4 plenary speakers
Special Transportation	Special transportation	Buses or other transportation from hotel to site of conference; ideally none necessary
Printing-O/S	Printing: preconference postcard; Vademecum	Postcard and vademecum printed locally
Supplies/Operating	Supplies/Operating
Postage & E-Mail/O/S	Postage/e-mail, first class mailing	For postcard
Bad Debt Expense	Bad debt @ 1% of registration revenue
Misc.	Share of ACRL operating expenses @ 2%	As opposed to salaries and wages
IUT-ITS	IUT Data Processing	ACRL overhead
IUT-Telephone	IUT Telephone	Minor numbers
IUT-Dist. Center	IUT Distribution	Minor numbers
IUT-Repro.	IUT Reprographics	Minor numbers
IUT-Registration Processing	Registration Management: (25 online Reg @ $3 ea.) + (225 paper Reg @ $6 ea)	Recent category
IUT-General Overhead	IUT General overhead @ 21.9%	ACRL Overhead

General Guidelines
1. All expenses of the preconference must be covered by registration fees and donations (monetary and in-kind). The preliminary budget must be presented to ACRL for approval at the Midwinter meeting 18 months prior to the preconference. (See also ACRL Guide to Policies and Procedures, Chapter 9, “Meetings and Conferences--Conference/Preconference Procedures Budget Guidelines.”) The ACRL liaison will send the Vice-Chair/Chair-Elect a spreadsheet that includes figures from the last budget submitted. It is recommended that the VC/CE contact the current chair and past chair and request information about any problems that arose with the budgets they administered.
2. Do not underestimate audiovisual expenses. This cost will likely be higher at a hotel than on an academic campus.
3. Donors sometimes offer to sponsor and pay for events (such as receptions or field trips) directly. For all such events, ask the donor to supply to ACRL a letter stating what the donor will provide for the preconference.
4. The site of the preconference will have an effect on expenses. Some items may be higher at a hotel, while others may be higher on a campus. Many preconferences have meetings in both hotel meeting facilities and on neighboring campuses. Careful planning of the preconference schedule can save money on audiovisual equipment and coffee breaks, which are usually more economical on campus than off. However, planners should be aware that transportation costs can easily “eat up” any savings, if buses are needed to transport preconference attendees.
5. The preconference budget is charged for time spent on the preconference by ACRL staff. Keep this in mind and do not "spend" ACRL staff time unnecessarily.
6. Workshops held in connection with the preconference must be self supporting, separately-ticketed events. ALA overhead must be calculated into the registration fee for any such workshop. Attendance at workshops is generally limited. Workshops may not be scheduled against other preconference events.
7. ACRL considers the Vice-Chair/Chair-Elect (the Chair by the time of the preconference) to be the person ultimately responsible for ensuring that all ACRL policies are followed with regard to budget expenditures and that the preconference budget ultimately balances.
8. The Vice-Chair/Chair-Elect and the Preconference Program Planning chair should monitor the budget carefully throughout the planning process to ensure that miscommunication does not result in budget errors. Be sure to compare each successive iteration of the budget with the previous one and question any figures that appear in error and any changes in category descriptions that have not been previously discussed.
Budget Categories
In drafting a preconference budget, the actual expenditures and budget categories of other recent preconferences provide good models. Although the most important part of the budget is the bottom line, the Vice-Chair/Chair-elect should check with the ACRL liaison for approval before moving budgeted funds from one category to another. ACRL is generally flexible, but it’s important to maintain good communication about budget categories.
Plenary Speaker Expenses
Speakers who are not ALA members may receive travel, complimentary housing, per diem, and complimentary registration. Honoraria may be paid to speakers who are not librarians. Check with ACRL staff to make sure you understand current regulations concerning honoraria. Any honoraria must be included in the budget before they can be offered. Plenary speakers who are ALA members but not ACRL members may receive complimentary housing, per diem, and complimentary registration. ACRL members who are plenary speakers may receive complimentary registration.

Hotels sometimes offer one or more complimentary rooms for each block of 50 (or some other number) of rooms booked for the preconference. These rooms can be used to house speakers, ACRL staff, the Chair, and the Preconference Program Planning Chair, at the discretion of those RBMS officers and the ACRL liaison.
Donations and fundraising
In recent years fundraising and donations have played an increasingly important role in keeping the overall registration fee at a reasonable level.

Fundraising for the preconference is the responsibility of the Section Chair and the Preconference Program and Local Arrangements Committees. Since 1997, the Budget and Development Committee has maintained a database to track all donations to RBMS, including those relating to preconferences.

Fundraising planning should begin a year out, after the preconference budget has been created. (Of course this isn’t entirely logical, since it would be good to know how much money will be raised before setting the budget.) The amount of fundraising necessary will depend on overall conference expenses and how much local hosting institutions can contribute.

ACRL must approve all solicitations from new donors before RBMS approaches them. The deadline for this is early in the fall before the preconference. Cash, check and credit card donations must be made out to ACRL using the form provided by the ACRL liaison. The Chair (or designee) should keep track of all monetary donations as well as donations in kind and record that information in the database. Funds raised are not “taxed” with ALA overhead, so the entire amount is available for the preconference budget.

If an organization elects to pay for a service (such as catering at a reception) directly rather than donating funds to ACRL, a signed receipt showing the amount of the expenditure must be supplied to ACRL. Acknowledgments should indicate that the donation was for preconference expenses. Donations may not be publicly announced until ACRL has actually received the funds.

Timeline

A brief timeline, which is partially reflected in the preconference timeline above.

18 months – Preliminary budget is set; this will provide some idea of the amount of money that will need to be raised.

18-12 months out – Local Arrangements Committee works with local institutions to confirm the contributions they will make. Ideally local institutions will have considered this when making a proposal to host the preconference. Contributions may include full or partial sponsorship of receptions or coffee breaks, or in kind A/V support. These contributions should be in place when the final budget is submitted. Also, if a book fair is planned, the preconference planners should make initial contact with the local ABAA chapter.

12-9 months – Chair develops a list of potential donors in consultation with Local Arrangements and Program Chair.

9 months before – send list of potential new donors who will be contacted to ACRL for approval

9-3 months – contact potential donors to gauge interest

4-3 months – send letter soliciting donations from antiquarian booksellers

1-2 months – deadline for donations (very loose)

1-3 weeks – receipt of material to distribute to attendees

1 month after – thank you notes and list of attendees

Potential donors

There are many potential sources of donations to support the RBMS preconference. The mix of donors will depend on the preconference theme, the location of the preconference, and the contacts that the Chair, Program Chair, and Local arrangements have. The following is a list of possible sources of donations.
- Sponsoring libraries – not only the primary host, but also others in the area. Often a local library can help with the cost of a coffee break or host a reception. Smaller libraries may be willing to contribute part of a cost of a reception, etc.
- Friends groups. Friends groups often sponsor a reception jointly with RBMS, perhaps the opening reception.
- Local university presses, private presses or publishers. They may be willing to contribute in exchange for having a display at the preconference.
- Antiquarian Booksellers Association of America. In recent years the ABAA has been extremely generous in its support of the RBMS preconference. It usually sponsors one preconference reception, in full or in part.
- ABAA chapters. Depending on the location of the preconference, the local chapter of ABAA may be willing to donate to the conference, or perhaps help organize a mini-bookfair. The mini-bookfair or showcase provides an opportunity for booksellers to meet rare book librarians.
- Individual ABAA booksellers have been a major source of preconference support.
- Other rare book related dealers and auction houses.
- Library related vendors, especially those specializing in products of interest to rare book and special collections libraries. These might include archival supply vendors, companies that provide scanning services, etc.
- Local businesses. These are potential contributors, if they are included in some of the publicity for attendees.
Types of fundraising other than donations

Besides donations, there are other ways to raise money to support a preconference.
- Grants. These include grants from government or foundations, whether national or local. These may require a lead time longer than one year, so investigate this option early in the planning process.
- Bookfairs. Bookfairs may also provide a way to raise money. These can be organized in conjunction with the local ABAA chapter or independently. The bookfair can be open either to attendees only or to both attendees and the general public.
- Grants in kind. Sometimes a donor is willing to provide a service rather then cash. Examples in the past have been paying for the tote bag for attendees, or organizing and paying for a reception or coffee break.
Form of payment

It is recommended that all donations go to one individual for management, before being sent to ACRL. This person can be the chair or someone from the Local Arrangements Committee. This allows the section to track donations and follow up with ACRL if there are problems or questions. If the donation is cash, a check can be made out to ACRL, or credit card information can be forwarded to ACRL. If the donation is “in kind,” ask for a letter from the donor stating the donation and the approximate value of the donation.

Database

The RBMS Budget and Development Committee maintains a database that tracks past donations, including those for the preconference. For each donation, the database lists the donor, including contact information, and the amount.

Acknowledgments: Levels of donations

Depending on the amount of money or services that are donated, the donor is recognized in several different ways. The actual levels are set by the Chair in consultation with the Chair of the Program Committee and the Chair of Local Arrangements. The level may depend on the amount of money to be raised.

Example levels may include:

Up to $250 – Listed in preconference program

$250-499 – Listed in preconference program, receive a list of preconference attendees, and allowed to distribute a 1 sheet advertisement to attendees.

$500-1000 – Listed in program, receive a list of preconference attendees, allowed to distribute a catalog to conference attendees.

More than $1000 – As above, as well as prominent note of thanks through both signs and verbal acknowledgment. This is a new level and is in flux.
Registration
1. ACRL members: No distinction is made between ACRL members who are RBMS members and ACRL members who are not RBMS members. All register at the member rate.
2. RBMS members: RBMS members who are speakers at plenary sessions receive complimentary registration. A maximum of three preconference planners (typically the Preconference Program Planning chair, the Local Arrangements chair, and the Section chair) may have their registration waived, according to ACRL policy. All other organizers, RBMS members, and seminar organizers and speakers must pay the registration fee.
3. Non-ACRL members: Non-ACRL members who are seminar speakers or panelists have their registration waived for the day of their presentation. They may attend all other program meetings at the preconference on the day of their presentation, including receptions and meals that are part of preconference registration.
4. Student attendees: A reduced registration fee is available to currently-registered students. All preconference activities, events, and meals are included in this registration fee.
5. Workshop presenters: Workshop presenters who are not ALA members may receive honoraria, travel expenses, housing, per diem, and complimentary registration for the preconference, provided that these expenses are covered by the workshop budget. Workshop presenters who are ALA members may receive complimentary registration only.
6. On-site registration: Participants may register on site for a single day or for the entire preconference at a higher registration fee, providing preregistrations do not exceed available space. (The single-day rate will be a prorated rate.) On-site registration forms must be completed and given to the on-site ACRL representative. Payment by credit card is allowed.

ACCOMMODATIONS AND FACILITIES

The selection of accommodations and facilities is one of the most crucial decisions made for a preconference and can greatly influence its success or failure.

When an institution or group of institutions puts forward a proposal to host a preconference, the Conference Development Committee must be sure that the proposed site offers adequate options for attendee housing and meeting spaces, per the broad outlines suggested by the criteria listed below.

Preconference planners should consider these criteria in detail when making the final choice of accommodations. “Appendix 2: RBMS Preconference Hotel Survey” provides a useful checklist of considerations for RBMS officers making site visits prior to selecting accommodations and meeting space. The Preconference Program Planning Chair, Local Arrangements Chair, and the Vice-Chair/Chair-Elect must work closely with the ACRL liaison, who will handle contracts and work with hotel and catering personnel.

If the preconference is held in the same place as the ALA Annual Conference, it is strongly preferred but not required that RBMS use an ALA hotel for its preconference because 1) doing so may make contract negotiations easier, and 2) it is often more convenient for preconference attendees who stay for ALA to remain in the same hotel.

Basic Criteria for Selection of Accommodations and Facilities
The suitability of the physical plant is paramount in selecting a preconference site. Before the site visit, the Local Arrangements chair should identify possible accommodations and meeting sites that meet the following criteria:
- All facilities should be ADA compliant.
- All facilities should be safe, secure, and clean.
- Facilities should not be undergoing renovations, and facilities near major construction sites should be avoided. Be sure to ask about plans for renovations and construction in the area.
- If a hotel-based preconference is planned, the hotel should provide
  - a minimum reservation block of 120 guest rooms, with at least 90 doubles
  - space for RBMS registration desk in an obvious, easy to find location
  - an auditorium seating up to 300 persons for plenary sessions
  - four or more rooms for up to 75 persons for seminars and short papers
  - an appropriate space for coffee breaks and other social gatherings, such as receptions
  - a secure room or other suitable space for displaying exhibition catalogs
  - a room suitable for any other functions, such as book fairs, if such events are planned
- If a campus-based preconference is planned, the requirements for meeting rooms are the same as for a hotel-based preconference. Housing and dining facilities must be available to accommodate 300 people comfortably and, especially at lunch, during a relatively short period of time. Local Arrangements will need to provide clear and complete information about housing and amenities, including parking.
Additional Criteria for Site Visit Evaluation
Before contracts are written, the Vice-Chair/Chair-Elect, Preconference Program Planning chair, and the Local Arrangements Chair visit possible venues to evaluate them based on the following detailed criteria.

Conveniences and Services
- Availability of standard amenities such as baggage assistance and storage, maid service, concierge services
- Dining, catering, and room service availability
- Audiovisual equipment and support for setup
- Telecommunications ports in meeting and guest rooms
- A business center with computers, copiers and fax machines
- Package and message delivery
- Recreational facilities such as pools, weight rooms, tracks, etc.
- Security considerations, including safe location, 24-hour doorman, controlled keys, enclosed parking, adequate emergency phones and signage
Site's Staff and Their Training
- Visible professionalism and courtesy at all staff levels
- Conference planning office with experienced and available staff
Cost of Accommodations, Room Use and Catering
- Reasonable rates comparable to other local facilities
- One comp room night for each 50 room nights sold
- Free or low-cost meeting space
- Reasonable catering fees
- Discounts on room charges based on quantity of rooms reserved
Transportation
- Walking distance to restaurants, bars, and tourist attractions
- Affordable and convenient public transportation
- Shuttle service or public transportation to the airport and other points
- Safe, accessible, and, if possible, free parking
Meeting Spaces
- Plenary sessions
  - Comfortable seating for up to 300 persons theater style
  - Good sight lines
  - Pleasant décor
  - Multiple entrances and exits
  - Easily accessible from guest rooms
  - Adequate restroom facilities nearby
  - Adequate number of ports/connectors for audiovisual needs
  - Good acoustics and HVAC controls
- Seminar sessions
  - Four simultaneously available rooms proximate to each other
  - Comfortable seating for up to 75 persons in each room
  - Classroom or theater seating available
  - Good acoustics and HVAC control
In all meeting rooms the types of walls (air or solid) can affect noise level. The air conditioning control, light switch and dimmers should be accessible and easily adjusted without requiring special assistance.

Be sure to check the location of bathrooms, their size, and proximity to break locations to ensure adequate service.

Sleeping Rooms
- Clean and well lit
- Good appearance, location in building, and view
- Sizable closets with plenty of hangers
- Clean, large bathrooms with towels, soap, shampoo, and hairdryers
- Internet access
- Television
- Large enough for a third person and cot if desired
- Most attendees will prefer double rooms
Break / Banquet Facilities
- For Breaks
  - Semi-private / private space separate from meeting rooms
  - Space that will facilitate social conversation and easy access to refreshments (multiple coffee lines are a must)
  - Adequate bathroom facilities in close proximity
- For Banquets (if needed)
  - Good sight lines and acoustics
  - Sufficient number of professional servers
  - Non-distracting service entrances
Food and Beverage Services

The facility should have a catering office and a staff member should be assigned to the preconference. Before selecting a hotel, request sample break and meal menus with costs. The ACRL liaison, in consultation with the Local Arrangements chair and the Vice-Chair/Chair-Elect, will work with catering staff to develop the best food service within budget.

Open bars at receptions generally offer wine, beer, soda and mineral water. Cash bars may be considered to help reduce liquor costs, but are not recommended.

Audiovisual Equipment

The facility should offer appropriate audio/visual equipment and support at reasonable prices. (Some hotels subcontract with a single vendor or will provide a list of local vendors familiar with the facility.) A technician should be available at all times and be responsible for setup and breakdown as well as all emergency repairs. Printed rates should be available to help plan audiovisual needs, but bear in mind that rates may change over the 18-month planning period. The ACRL liaison will negotiate necessary contracts.
Contracts and Reservations
Hotels

Once the conference hotel has been selected, contract negotiations are managed by the ACRL liaison working with ALA Conference Services. The standard ALA contract must be used.

If an ALA hotel is selected, a single joint ALA/RBMS contract will be negotiated which addresses specific RBMS needs, including negotiation of a priority block within the ALA block for RBMS registrants and stayovers. A tentative list of ALA hotels will often be available 20 to 22 months before the preconference, but ALA usually does not have final contracts with hotels until 8 to 10 months before the Annual Conference.

In recent years (since 2000), RBMS has provided accommodation information on the preconference website, and attendees reserve their own rooms directly with the hotel or dormitory. However, if the preconference hotel is also an ALA hotel, it may be preferable to handle booking for both through the ALA travel desk, so that RBMS registrants who want to stay in the preconference hotel through the Annual Conference will have priority for booking that hotel. Normally, the block is reserved until a given date in mid-spring, after which the rooms are released for general ALA use. Preconference organizers should work with the ACRL liaison to make appropriate arrangements.

ACRL and ALA must also agree on assignment of complimentary rooms (e.g. RBMS uses comp rooms earned Tuesday through Friday nights, while ALA uses comp rooms earned after Friday night).

In all cases, preconference organizers should be aware that the hotel may charge additional fees or a penalty if a minimum number of guest rooms are not filled by preconference attendees. The room rate, meeting space, and complimentary rooms (usually used by ACRL staff) are generally based on the total package of meals, coffee breaks, and the number of guest rooms filled.

Dormitories

In addition to hotel accommodations, preconference planners should, if possible, provide low-cost dormitory accommodations for attendees who are traveling on a tight budget. Ideally dorm rooms provide the following amenities:
- Bed linens, bath linens, and basic toiletries
- Bedside reading lamp
- Alarm clock
- Clothes hangers
- Public transportation and/or free campus transport to the main preconference site, or the dorm should be within 10 minutes easy walking distance
- Air conditioning
- 24-hour check-in/check-out
- Readily available dining facilities
Most dormitory accommodations lack one or more of these amenities, but they should still be made available if they offer substantial savings. When dorms are offered, it is essential that complete information about amenities – or lack thereof – be not only spelled out but emphasized in information about them.

In some locations, preconferences are entirely campus-based, and all attendees stay in campus housing. In that case, it becomes even more important to make sure attendees know what to expect. If the preconference is campus-based, attendees should also be given information about alternative accommodation possibilities for those who demand hotel/motel amenities.

The ACRL Liaison will handle contracts with campus housing and dining facilities, usually with the help of the Local Arrangements chair.

PUBLICITY AND PUBLICATIONS

Publicity

The preconference is publicized through its Web site, a news release, postings on electronic listservs and the RBMS Web site, a reminder postcard, and announcements at ALA meetings and the previous year’s preconference. The Program chair has primary responsibility for publicity.
1. See the following section (B) for information about the preconference Web site.
2. The Program chair prepares a press release about the preconference which includes its site, theme, program, special events, cost, and registration information (including deadline). The press release is drafted 9-7 months prior and is sent to ACRL for publication in C&RL News and American Libraries. The chair sends the press release to the RBMS Newsletter and other appropriate sources, including listservs. ACRL provides information about the preconference for the ALA Annual Conference program. ACRL staff are responsible for seeing that an ALA press release is issued, usually in early April.
3. The Program and Local Arrangements chairs make announcements about the preconference at ALA meetings and at the previous year’s preconference.
Publications

Responsibility for the Web site and printed program is generally assigned to the Local Arrangements chair. Copy describing the preconference program is provided by the Program chair. The Section chair reviews copy and obtains approval from ACRL for the Web site.
1. Prepare a list of all printing jobs anticipated (10 months prior)
2. Investigate printers and graphic designers in the local area and obtain estimates. Try to secure a printer or designer in the area who would contribute services at cost. Discounts may also be possible for more than one job or if minimal credit is included within the publication(s). If affiliated with an institution, contact its publications office (if there is one) for possible assistance or suggestions of suitable printers and designers. Find out whether the job can be run through on the institution’s account to take advantage of institutional discounts. As an alternative, contact small private presses in the local area, state, or region to donate work.
3. Consider doing design work in-house using desktop publishing capabilities. Costs can be controlled by using one color ink on colored paper, a layout allowing for an efficient use of paper stock, and the use of monotone line drawings rather than four color illustration.
4. Select a printer and graphics designer no later than five months prior. The final bid should include specific information concerning paper, graphics, format, deadlines, and, if the postcard is not a self-mailer, envelope needs. The postcard should fit Post Office guidelines for size, color, and placement of address and return label.
5. Obtain a draft of text for the preconference Web site from the Section and/or Program chair before Midwinter prior to the preconference. Obtain a final draft of the text as soon as possible after it is approved at Midwinter.
6. Construct the Web site and send the URL to chairs responsible for approval.
7. Make appropriate arrangements with ACRL for mailing the postcard. ACRL will provide mailing labels for all RBMS members and others to be included in the mailing (Grolier Club, Manuscript Society, etc.). Assign the Local Arrangements Committee to do the mailing, attach labels, and stamp or meter. Mail the postcards first class only. Note that mail sent out of the country must be enclosed in an envelope.
8. The Web site should go live in February and be announced to members no later than February 28.
9. Obtain complete copy for the program (including a list of speakers and seminar leaders will full titles and institutions) in May from the Program chair.
10. Obtain a quote from the printer for the printed program. It is preferred but not required that the program brochure be of the same design as the Web site. This can save money working with the designer.
11. Send program copy to the printer. (no later than 1 month prior)
12. Obtain approval of proofs from the Section chair and Program chair; have the program printed and available no later than one week before the preconference.
13. Tickets, if needed, should be printed no later than 1 month before the preconference, in time to stuff envelopes for registration.

EVALUATION

Evaluating the annual RBMS preconference is the responsibility of the chair of the Conference Development Committee.

Prepare the preconference evaluation form for inclusion in registration packets.
1. Consult with the Preconference Program Committee and Conference Development Committee regarding revisions to the evaluation form. (6-2 months prior to preconference. See Appendix 5, Evaluation Questionnaire).
2. Make approved revisions to the form.
3. Produce 300 copies of the form and bring it to the preconference; consult with the Program and Local Arrangements chairs regarding the best time to distribute it to registrants (the final plenary session is recommended).
4. Registrants will be instructed to return their completed evaluations, either at the close of the preconference, by mail to the address indicated on the form, or via e-mail/by completing the form online.
Tabulate and analyze evaluation responses, following previously determined patterns to facilitate collection of consistent longitudinal data.
Compose a narrative summary of findings and send it to the editor of the RBMS Newsletter prior to 1 October for inclusion in the fall newsletter.
Submit a report to the Conference Development Committee at the next Midwinter meeting, comprised of a narrative summary, tabulation of questionnaires, geographical distribution of registrants, list of seminar topic ideas, and list of general comments of respondents.
Add the current year's evaluation statistics to those for previous preconferences in order to facilitate longitudinal studies and provide information to future preconference planners. Compare evaluation responses across years in order to discern any trends.

PUBLICATION OF PROCEEDINGS

Over the years, papers of plenary sessions at RBMS preconferences have been published in various ways. (See Appendix 7, “RBMS Preconference Institutes and Preconferences: Record of Published Lectures and Papers.”) For some preconferences (1975, 1977, 1980, 1992, 1998), the papers have been separately published. In recent years, some papers have been published in Rare Books and Manuscripts Librarianship and its successor, RBM. The Program chair informs speakers of this option and keeps the RBM editor apprised of speakers and topics.

Section members have discussed the idea of publicizing abstracts of plenary session papers (and seminar presentations) via listservs or the Web. To date this has not been done.

MAINTENANCE OF RBMS PRECONFERENCE PLANNING MANUAL

The Conference Development Committee is responsible for maintaining the RBMS Preconference Planning Manual. The manual is to be reviewed and updated annually by the Chair of the Conference Development Committee, with revisions and suggestions to be received from committee members, the Chair of the Section, and the chairs of the Preconference Program and Preconference Local Arrangements committees. Ideally, these revisions will be received in the summer following the annual preconference. The Conference Development Committee chair is also responsible for informing the following active participants in preconference planning about the manual: RBMS Chair and Vice-Chair/Chair-Elect; Incoming Preconference Program, Local Arrangements Committee, and Seminars Committee chairs, and the ACRL staff liaison.

APPENDIX 1: ACRL/RBMS Preconference Institutes and Preconferences

1959 18-20 June:	University of Virginia, Charlottesville, Virginia
1960:	none
1961 6-8 July:	Oberlin College, Oberlin, Ohio
1962 15-16 July:	Coral Gables, Florida
1963 12-13 July:	Chicago, Illinois
	Western Americana Institute
1964 25-27 June:	University of Kansas, Lawrence, Kansas Linda Hall Library, Kansas City, Missouri
	Rare Books in Natural History
1965 1-2 July:	University of Michigan, Ann Arbor, Michigan
1966 13-14 July:	Morgan Library,New York City Held jointly with BSA.
	Men and Books: The Interdependences of Collectors, Rare Books, Librarians and Booksellers
1967 22-24 June:	Stanford University, Palo Alto, California
	Techniques of Special Collections
1968 20-22 June:	Kansas City, Missouri
	Antiquarian Book Trade in the 20th Century
1969 18-20 June:	Philadelphia, Pennsylvania jointly with BSA, Middle Atlantic Chapter
	Americana
1970 25-27 June:	Detroit, Michigan
	The Private Collected Collections
1971 17-19 June:	Austin, Texas
	Interdependence of Rare Books and Manuscripts
1972 22-24 June:	Chicago, Illinois
	Outward Reach of the Midwest to the Scholarly World
1973 21-23 June:	Los Angeles, California
	Pacific Coast Research Collections
1974 30 June - 2 July:	University of Virginia, Charlottesville, Virginia
	Special Collection: Conservation and Preservation
1975 25-28 June:	San Francisco, California
	Eighteenth-Century English Books Considered by Librarians, Booksellers, Bibliographers, and Collectors
1976 14-17 July:	University of Michigan, Ann Arbor, Michigan
	Maps and Atlases: A New World in Rare Book and Manuscript Collections
1977 14-17 June:	Toronto, Canada
	Book Selling and Book Buying: Aspects of 19th-Century British and North American Book Trades
1978 21-24 June:	New Haven, Connecticut
	The Study of Books as Physical Objects: State of the Art
1979 19-23 June:	San Antonio, Texas
	Bibliographic Miscellany: A Collection of Papers by Divers Hands
1980 24-28 June:	Boston, Massachusetts
	Books and Society in History
1981 23-26 June:	San Francisco, California
	The Collection Builders: Booksellers, Book Collectors, Librarians
1982 6-11 July:	Philadelphia, Pennsylvania
	Growth in the Face of Adversity: The Business of Special Collections in the 1980's
1983 29 June - 2 July:	Los Angeles, California
	Enemies of Books: Revisited
1984 19-22 June:	Austin, Texas
	Collecting the 20th Century
1985 2-5 July:	Chicago, Illinois
	Changing Concepts of Rarity and Value
1986 24-27 June:	New York, New York
	Fine & Lively: The Arts in Special Collections
1987 23-26 June:	Stanford University, Palo Alto, California
	Reconsidering Libraries and Scholarship: Special Collections and New Directions in Humanities Research
1988 5-8 July:	New Orleans, Louisiana
	Libraries & Museums: Leaves from Each Other's Books
1989 22-23 June:	Southern Methodist University, Dallas, Texas
	Local History: Global Village: Regional University Collecting, Regional Collections
1989 5-8 September:	Newnham College, Cambridge, England
	Markets for Books and Manuscripts: The Trade in Antiquarian Materials, Past and Present An International Conference
1990 19-21 June:	University of Minnesota, Minneapolis/St. Paul, Minnesota
	The Next Decade: Issues, Strategies, and Opportunities for Special Collections in the 1990s
1991 25-28 June:	University of North Carolina at Chapel Hill and Duke University, Durham, North Carolina
	Keeping the Facts in Artifacts: Conserving the Physical Evidence of Special Collections Materials and Its Impact on Research
1992 23-26 June:	University of California, Santa Cruz, California
	Scholarly Communication and the Future of Special Collections
1993 22-25 June:	New Orleans, Louisiana
	Mainstream or Margin? How Others View Special Collections
1994 21-24 June:	Miami Beach, Florida
	From Collector to Donor: Building Special Collections with Private Passions
1995:	Indiana University, Bloomington, Indiana
	The Politics and Practice of Building Special Collections
1996: 2-5 July:	Cornell University, Ithaca, New York
	Getting There from Here: Setting the Agenda for Special Collections in the 21st Century
1997 24-27 June:	Claremont Colleges, Claremont, California
	Rereading the Past: New Methodologies and Approaches to the History of the Book
1998 23-26 June:	Washington, D.C.
	Getting Ready for the Nineteenth Century: Strategies and Solutions for Rare Book and Special Collections Librarians
1999 20-24 June:	Montreal, Canada
	Border Crossing: Exploring New Territories for Special Collections
2000 5-7 July:	Chicago
	Beyond Words: Visual Information in Special Collections
2001 12-15 July:	San Francisco and Berkeley, California
	The Twentieth Century
2002 11-14 June:	Atlanta, Georgia
	New Occasions, New Duties: Changing Roles and Expectations in Special Collections
2003 17-20 June:	Toronto, Canada
	TRUE/FALSE: Facsimiles, Fakes, Forgeries, and Issues of Authenticity in Special Collections
2004 21-24 June:	New Haven, Connecticut
	Ebb & Flow: The Migration of Collections to American Libraries
2005 21-24 June:	St. Louis, Missouri
	Bridging the Gap: Education and Special Collections
2006 20-23 June:	Austin, Texas
	Libraries, Archives, and Museums in the Twenty-first Century: Intersecting Missions, Converging Futures?

1962-1987 compiled by Stephen Ferguson; 1988-2000 by Nora Quinlan; 2001-2006 by Daniel J. Slive

APPENDIX 2: RBMS Preconference Hotel Survey

HOTEL:

ADDRESS:

CONTACT:

PHONE:

LOCATION:

Neighborhood
Security
Street access
Neighborhood restaurants
Public transit
Airport service
Parking
Bar or casual meeting room
Pool
Health club

LOBBY:

Security
Fomal/informal
Layout
Front Desk location (visibility)
Information points/signage
Availability of seating
Rendezvous area

FRONT DESK STAFF:

No. of desk staff
Knowledge
Courtesy
Response time
Professional behavior

CONTACT PERSON:

Welcoming style
Professionalism
Responsibilities
Separate office
No. of staff
Information provided
Layouts
Handouts

MAIN MEETING ROOM SIZE: theater style for 250/300

Layout
Color/appearance
Location
View (if any)
Carpeted
Seating
A V setup
ocation of outlets
Podium views
Stage
Walls (air or solid)
Noise level
AC control (need engineer to adjust?)
Light switch and dimmers
Location of bathroom
Location of phones

SMALL MEETING ROOM: holds 50

Privacy
No. available
Capacity Setup time
Setup options
AV
Outlets
Location of bathroom
Location of phones
Noise level
Walls
Chairs

SLEEPING ROOMS:

Appearance
Size
Cleanliness(under bed)
Comfort of beds
Closet size
Coathangers
No. to room
Size of bathrooms
Amenities (soap, etc.)
Views
Location ( can block group?)
Reading lights
Work area
Smell
Stationery
Hotel information
Phone charges
Safety

BREAKS/BANQUETS:

Location
Privacy
Serving utensils and dishware
Setup options
No. of waitpersons
Location to service alley
Noise

FOOD SERVICES:

Sample menus

MISCELLANEOUS QUESTIONS:

Who would be hotel contact?
Who has final responsibility on decisions?
Are service people longtime employees?
Source of AV equipment? If hotel, make & year?
Is there a package and message delivery service?
Access to copier and fax machines
Are there sites for computer and modem hookups?
Any perks: no-tipping policy, free newspapers, etc.

APPENDIX 3: Local Arrangements Tasks

Hotel coordination

In general, coordinate all arrangements with the conference hotel:
1. Select hotel
  Action:
  Date:
  Status:
2. Arrange for hotel registration form
  Action:
  Date:
  
  Status:
3. Arrange room setups for programs
  Action:
  Date:
  Status:
4. Arrange for coffee service
  Action:
  Date:
  Status:
5. Arrange for registration setup
  Action:
  Date:
  Status:
6. Arrange for audio-visual equipment
  Action:
  Date:
  Status:
7. G. Prepare any necessary signs
  Action:
  Date:
  Status:
8. Arrange complimentary rooms for speakers/staff
  Action:
  Date:
  Status:
9. Make any special checkout arrangements with hotel
  Action:
  Date:
  Status:
10. Confirm all final arrangements with hotel
  Action:
  Date:
  Status:
Transportation

Coordinate all transportation arrangements:
1. Prepare local airport transportation information for brochure
  Action:
  Date:
  Status:
2. Arrange transportation for special trip(s)
  Action:
  Date:
  Status:
3. Prepare transportation information for registration packet
  Action:
  Date:
  Status:
Registration

Coordinate Preconference registration activities.
1. Prepare materials for registration packets, including guides to local restaurants and attractions
  Action:
  Date:
  Status:
2. Coordinate with ACRL preparation of name badges and registration lists.
  Action:
  Date:
  Status:
3. Plan and schedule staffing of registration desk throughout
  Action:
  Date:
  Status:
4. Submit brochure copy to printer, receive proofs and distribute for review.
  Action:
  Date:
  Status:
Web site

Plan and coordinate preparation of preconference Web site:
1. Make arrangements with suitable Web designer.
  Action:
  Date:
  Status:
2. Secure Web site text from Section Chair and Program committee.
  Action:
  Date:
  Status:
3. Coordinate Web site layout and design.
  Action:
  Date:
  Status:
4. Submit Web site copy to designer, review site.
  Action:
  Date:
  Status:
Printing of reminder postcard and final program/vade mecum
1. Obtain program copy from Program Chair and/or Chair
  Action:
  Date:
  Status:
2. Submit to printer, receive proofs, distribute for review.
  Action:
  Date:
  Status:
3. Receive proofs back and have final program printed.
  Action:
  Date:
  Status:
Special Events
1. Coordinate with (location) for (event).
  Action:
  Date:
  Status:

APPENDIX 4: PROCEDURES FOR ORGANIZING AND SELECTING PRECONFERENCE SEMINARS

APPENDIX 5: PRECONFERENCE EVALUATION QUESTIONNAIRE

[PDF] or [MS Word]