Information for RBMS Seminar Presenters

Introduction

From its inception in the 1950s, the Rare Books and Manuscripts Section (RBMS) of the Association of College and Research Libraries (a division of the American Library Association) has attempted to foster communication between special collections librarians and assist in their professional development. To this end, it held its first preconference in 1959 and has held one annually every year since 1961. During this time, section membership has grown from 300 to nearly 2,000.

Preconferences normally take place during the week immediately prior to the American Library Association's Annual Conference, held in late June or early July. Usually, preconferences begin on a Tuesday afternoon and run through Friday, noon.

Seminars constitute an important educational component of each preconference and a valuable forum for the exchange of ideas and information on particular topics of relevance to rare book and manuscript librarians. Each RBMS preconference features eight to twelve seminars, which are organized by RBMS members. Seminars are usually ninety-minute presentations, given in a variety of formats and scheduled concurrently, with two to three seminars offered at a time.

Seminar organizers begin their work thirteen to fifteen months prior to the preconference, by contacting potential seminar presenters and working with them to develop a written seminar proposal, which is submitted to the RBMS Seminars Committee for review. At a meeting a year in advance of the preconference, the Committee selects seminars to be presented at the preconference held the following June or July.

Seminar Finances

RBMS is a volunteer organization, with no paid staff. Officers, committee members, seminars organizers and presenters all donate their time to make the preconferences worthwhile. RBMS cannot provide honoraria or travel funds for seminar presenters. When an organization or individual provides funding that enables someone who is not an RBMS member to participate, this is considered an in-kind donation to RBMS, and it will be gratefully accepted and publicly acknowledged as such.

Preconference registration information, including fees and housing options, is available via the RBMS web site (http://www.rbms.info) in late February. Announcements are also made on the RBMS listserv and the EXLIBRIS listserv. Seminar presenters are extended the discounted ACRL member registration rate for the preconference. They are also eligible for housing at preconference rates (special rates at hotels are arranged, and when preconferences takes place on college campuses, inexpensive dormitory housing is usually available).

Seminar presenters who wish to attend pre-paid lunches or dinners for which meal tickets are necessary must purchase meal tickets in advance; meal tickets may not be available after the preconference registration deadline. The registration deadline is usually the end of May, though registration is often full well in advance of this date.

Equipment

Equipment requests (e.g., slide or LCD projectors, computer setups, and the like) for seminars have to be made quite early. The deadline is the first week of January, six months before the preconference. Presenters are asked to consider their equipment needs carefully before making a request as their requests may affect preconference budgeting. Any changes in equipment needs must communicated to the Seminar Organizer as soon as possible. Not all equipment requests may be able to be met. Seminar organizers may need to coordinate with speakers and the Committee to provide laptop computers. Internet access is often not available, so if a presentation needs to refer to web-based information, speakers should be prepared to use screen captures.

Seminar Protocol

When seminars are presented, seminar organizers often act in the capacity of moderators, providing brief introductions for each seminar participant. Moderators are also charged with keeping presentations to a prearranged schedule, using no more time than the preconference program allows them. The Moderator is also assisted by an On-site Coordinator who monitors the time and supports the Moderator in ensuring that speakers stay within time limits.

The opportunity for audience members to engage presenters in meaningful exchanges is an integral and widely-valued part of RBMS preconference seminars, so all seminars provide time for this period of exchange. Moderators and speakers work together to make certain they have allowed ample time for this period of exchange (about 1/3 of a seminar or 30 minutes is customary). Moderators will ask seminar attendees who speak from the floor to identify themselves by name and institution. This practice follows ALA policy and is a courtesy to newcomers, as well.

Publication Opportunity

Seminar presentations may be suitable for publication (especially after revision or expansion) in RBM: A Journal of Rare Books, Manuscripts, and Cultural Heritage. Presenters and organizers are encouraged to recommend suitable candidates to the journal's editor.

RBMS Seminars Committee 3/1996; minor revisions, 4/1997; minor revisions 5/2008, minor revisions 6/2011