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Preconference/Workshop Program Planning Form

After your request to hold a preconference or workshop has been approved by the ASCLA Board of Directors, please submit this form by July 1st. For more information about planning a preconference, please see Guide to Policies and Procedures: Meetings and Programs. If you wish to seek donations from vendors, please see Guide to Policies and Procedures: Budget and Finance for the policy statement before filling out item #14.

Name of person in charge of planning the preconference or workshop.
E-mail address.
Name of preconference or workshop.
Expected number of attendees.
Highest number of attendees you can accommodate.
Number of planning committee members you expect to attend. (They may attend at no charge.)
Room requirements (choose one).

Classroom Style
Round Tables
Theater Style
If you need additional rooms (e.g., for break-out sessions), please describe needs.
Number of speakers. (They may attend at no charge.)
Names of speakers (include job title, place of employment and title of speech).
Catering needs (check all that apply; keep in mind that a breakfast will add $15 and a lunch $35 to the registration fee).

Continental breakfast (optional)
List start time and end time

Morning coffee break
List start time and end time

Lunch (optional)
List start time and end time

Afternoon coffee break
List start time and end time
Audio-visual needs:

Flip charts with markers Specify quantity

Standing Podium Yes No

Acetate roll Quantity

Pointers Type: Electric or wooden

Audiocassette player/recorder Quantity

Videocassette Player with Monitor Type: 3/4-inch U-matic or 1/2-inch VHS Quantity

Videocassette Player with Projector Type: 3/4-inch U-matic or 1/2-inch VHS Quantity

Microphones
Floor microphone Quantity
Table microphone Quantity
Lavalier microphone Quantity
Podium microphone Quantity

Slide projector Specify quantity

Overhead projector Specify quantity

Computer projector Specify quantity

Projectionist/Operator
Time needed from until

Screen Specify quantity

Computer (desktop) Specify quantity

Computer (laptop) Specify quantity

List software needs (if any) for computers.

Phone/data line for Internet connection (Internet Provider Service, e.g., AOL, MSN, Earthlink, etc., is not included)
Speaker expenses (usually only non-librarians are eligible to receive honoraria or expense reimbursement).
(If there will be more than two speakers, contact ASCLA staff.)
- Speaker One
  Airfare (Specify originating city)
  Hotel (Specify number of nights)
  Per Diem (Specify number of days)
  Honorarium (List amount)
- Speaker Two
  Airfare (Specify originating city)
  Hotel (Specify number of nights)
  Per Diem (Specify number of days)
  Honorarium (List amount)
Estimate number of pages for program handouts.
Donations from vendors. Having read the chapter from the policies and procedures guide mentioned above, please submit the following information for each vendor:
- Company 1
- Amount you are seeking
- What will they be asked to sponsor (e.g., speaker expenses, lunch, refreshment breaks, etc.)
- Company 2
- Amount you are seeking
- What will they be asked to sponsor (e.g., speaker expenses, lunch, refreshment breaks, etc.)
(If there will be more than two sponsors, contact ASCLA staff. )
Note: One representative from each sponsor may attend the preconference or workshop at no charge.
Explain any other expenses associated with the program.

Preconference/Workshop Program Planning Form

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