A letter from Martha Brown to various AALL leadership groups regarding initial planning for the 1994 AALL Annual Meeting

Brown, Martha

English

University of Kentucky

University of KentuckyUKnowledgeCorrespondence SEAALL Archive10-22-1993Letter to AALL leaders regarding the AALL AnnualMeeting, October 22, 1993Martha BrownRight click to open a feedback form in a new tab to let us know how this document benefits you.Follow this and additional works at: https://uknowledge.uky.edu/seaall_corPart of the Law Librarianship CommonsThis Correspondence is brought to you for free and open access by the SEAALL Archive at UKnowledge. It has been accepted for inclusion inCorrespondence by an authorized administrator of UKnowledge. For more information, please contact UKnowledge@lsv.uky.edu.Repository CitationBrown, Martha, "Letter to AALL leaders regarding the AALL Annual Meeting, October 22, 1993" (1993). Correspondence. 1892.https://uknowledge.uky.edu/seaall_cor/1892- PRESIDENT BOARD MEMBERS KAY M . TOOO MARGARET MAES AXTMANN 04) 527-B2~ 1 ~ ARY LU LINNANE (4 ROBERT L . OAKLEY VICE PRESIDENT/ PATRICIA A PATTERSON PRESIDENT-ELECT THOMAS H REYNOLDS CAROL DUNLAP BILLINGS ANN PUCKl=TT (504) 566-5706 PAST PRESIDENT EXECUTIVE DIRECTOR MARK E ESTES ROGER H PARENT (303) B66-0260 DIRECTOR OF PROGRAMS MARTHA BROWN MANAGER , OPERATIONS JANICE JONES SECRETARY GAYLE E WEBB [714) 275-6395 TREASURER JUDITH A. MEADOWS (406) 444-3660 American Association of Law Libraries MANAGER OF PUBLICATIONS AND PUBLIC RELATIONS PETER BECK 940 • CHICAGO , ILLINOIS 60604 • (312) 939-4764 • TELEFAX (312] 431-1097 53 WEST JACKSON BOULEVARD , SUITE DATE: TO: FROM: RE: October 22, 1993 Chairs. Committees. Special Interest Sections and Caucuses; Chapter Presidents. and Affiliate Groups Martha Brown. Director of Programs 1994 Annual Meeting Planning Enclosed is information related to the planning of the 1994 Annual Meeting. Please read through the information carefully and call me if you have any questions. MANAGEMENT OF EVENT SCHEDULING AND PLANNING Meeting Management Preliminary planning for the 1994 Annual Meeting will be managed through Headquarters. The information included in this mailing relates to the scheduling of events other than AALL educational programs and workshops. Educational Program Coordinators will receive information later in the process. Horizon Conference Corporation Staff will continue to provide on-site assistance. THE SCHEDULING PROCESS AALL Groups (Committees, SISs, Chapters, and Caucuses) If you scheduled a meeting or function at the 1993 Annual Meeting. the enclosed form will indicate the day, time. and date for the 1994 A_l1! u:il MeP.ting. The scherli,lin8 of Committe~1• SIS . anrl Chapter MP-etings 11nd functions is established by Executive Board Policy (see enclosure). You may observe variances between the information on the enclosed form(s) and the policy. This is due to the necessity of building each meeting on the one prior. Please note that you may request an alternate time on the scheduling form and that a blank form is enclosed in order that you may request additional meetings and functions. Feel free to photocopy the blank form if you need additional copies. Deadline for return of form is November 12, 1993. Please pay close atte11tio11 to the Revised Recomme11datio11s for Scheduling Committee. SIS a11d Chapter Meetings at the AALL A1111ual Meeting (approved by the Executive Board 11130190). Type of library SISs should limit Sunday programming to morning through lunch time hours. 1Committee Chairs. please note: meeting times indicated may differ from the previous year due to the need to accommodate new committees and the schedules of Executive Board Members who serve as liaisons to committees. In addition. room layouts and usage may necessitate changes in the schedule before the printing of the Preliminary Program. Every effort will be made to keep you informed. SEATTLl!\5CHEDLIN.JNF If you wish to eliminate a meeting or event. please check the box on the form indicating that you do not wish to hold that funct' at the 1994 Annual Meeting and return it. - J Current (I 993/94) committee chairs are responsible for arranging all committee meetings at the Annual Meeting. SIS Chairs should arrange the scheduling of all functions for the SIS (returning a form for each meeting or event) as well as coordinate with other SISs as appropriate. This includes SIS committees, roundtables. working groups. etc. If you did not schedule a meeting or function during the 1993 Annual Meeting and wish to schedule a function at the 1994 Annual Meeting. complete the blank form and return it to me. At the present time it is intended that all meetings will be held at the Washington State Convention & Trade Center. SIS Chairs who wish to have Sunday morning meeting and program descriptions in the Preliminary Program. must have copy to Peter Beck no later than December L 1993. Caucus chairs please note that committees and SISs have priority for meeting space and times. Affiliate Groups If you scheduled a meeting or function at the 1993 Annual Meeting. the form enclosed will inrlicate the day. time. and d;itP. for 1hr. 1994 Annual Meeting. All requests for changes. additions. and cancellations should be forwarded to me. Please note that AALL groups receive priority for space and time. If you did not schedule a meeting or function during the 1993 Annual Meeting and wish to schedule a function at the 1994 Annual Meeting, complete the blank fonn and return it by the deadline. If you wish to schedule additional meetings or functions. photocopy the blank form (both sides) as many times as you wish. If you do not wish to schedule a function at the 1994 Annual Meeting. please check the appropriate box on the fonn and return it. If the responsibility for this event has been assumed by someone else. will you please let me know so that I may contact that individual? PHOTOCOPYING AND SIGNS AALL Committees and SISs J The Association will again offer you the opportunity to send materials to be photocopied for your meeting(s) to Headquarters in advance of the meeting. Taking advantage of this service will result in a significant price break over the on-site cost. Materials may be picked up the the AALL Staff Office beginning Friday. July 8th. An on-site copy center will be available in the Washington State Convention & Trade Center. Terms will be cash or charge unless the print order is accompanied by an AALL Authorization Form. Just prior to the Annual Meeting. each chair will receive a supply of forms from Headquarters which will be coded with the appropriate account number. Each Committee and SIS Chair must plan on using the forms during the meeting unless she/he wishes to pay upon completion of the job. During the meeting. additional forms will be available in the AALL Staff Office. Chairs must sign off on Print Authorization Forms. Chairs are responsible for dropping off print orders and picking them up. Chapters and Affiliate Groups May utilize the on-site copy center and are responsible for payment upon pickup. Signs Meeting rooms at the Washington State Convention & Trade Center are numbered (1st floor rooms are _10o·s. 2nd fl_oor rooms_ are 2oo·s. 3rd Floor rooms are 3oo·s. etc.) which will facilitate locating them and perhaps lessen the need for signs. You will be provided with an opportunity to order signs in the spring. Signs for SIS meetings will be charged to SIS accounts. Chapters will be billed for signs. SEATTLE\5CHEDLIN.INF MENUS, EQUIPMENT, AND NY Menus will be sent in November. SIS and Committee Chairs who wish to have a Food Function listed on the Registration Form in the Preliminary Pro11:ram in order that interested persons can pay upon re11:istration, menu selections and the price you are charging must be made by November 30th. Guarantees for food and beverage functions must be given 30 days in advance of the function. This means that on-site registration for food and beverage functions is not possible. Ideally, final counts should be in to Headquarters by June 5th. BILLING The Association will guarantee payment of charges for Committees and SISs. Billing will be managed as follows: Special Interest Sections - will be billed to the Association ·s Master Account and charges deducted from individual SIS Accounts. This includes food and beverage charges. printing and photocopying, and audio-visual charges. Committees - A(v equipment 1or mt:dings wiii be provided. Associution funds 11iay nor be uud tv purchw,e food and beverage fur Committee Meetings. Chapters - arrangements will be made for Chapters to be billed directly. The Association will guarantee payment which will eliminate the need to complete a Credit Application. The usual terms of payment are 30 days. Caucuses - there are no Association funds to support these groups; contact person will be billed. Terms of payment are 30 days. Affiliates - Arrangements will be made for direct billing. Usual terms of payment are 30 days. IMPORT ANT REMINDER Planning for the AALL Annual Meeting is a complex process and every effort will be made to accommodate each group. However. the realities of meeting room availability. the types of set-ups requested. audio-visual requirements and numerous other factors may demand a high degree of flexibility and collaboration of everyone involved. NOTE: If you have questions. please call. The initial Advance Planning for the AALL Annual Meeting operates on a short time frame so I urge your cooperation in meeting deadlines in order that the most accurate information possible is presented to the membership when they receive the Preliminary Program. Items Enclosed: "Preliminary Plans for Meetings and Functions .... " "Room Configurations" "Revised Recommendations For Scheduling .... " cc: Executive Board Jim Hoover Bridget Dacres Barbara Holt Nancy Johnson Filippa Anzalone Roger Parent SEATil..l!\SCHEDLIN.INF 

Letter to AALL leaders regarding the AALL Annual Meeting, October 22, 1993

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Letter to AALL leaders regarding the AALL Annual Meeting, October 22, 1993

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