Four to six weeks before the first meeting of the Conference Program Planning Committee at Midwinter
(20 months prior to proposed program):  

Receive list of committee members. 

Send letter to committee to introduce yourself, stating purpose of committee, listing past program topics, announcing first meeting, asking members to begin thinking about topics.  Be sure to consider both the ALA and ACRL themes for the Annual Conference. 

December (19 months prior to proposed program):
Submit requests for special audiovisual funding to ACRL Budget and Finance Committee.  Normal audiovisual equipment such as overhead projectors, slide projector, microphones, etc., are NOT included in this request.  This is for very special equipment such as a roomful of microcomputers, video projection system, etc.  The normal audiovisual request is part of the meeting room request form submitted by DLS chair. 

Midwinter Meeting (First committee meeting, 18 months prior to proposed program):
Committee meets to discuss possible program topics, formats and speakers. 

Committee members are given various assignments to complete over the next six months. 

Preliminary budget estimate is developed.  The chair may wish to consult with past program chairs to determine past budget request amounts. 

Immediately after Midwinter meeting: 
Send a letter to the C&RL News editor requesting that an announcement be placed in C&RL News to solicit speakers for the program.  Don't delay!  Deadlines are set ahead to get things published on time. 

If non-librarian speakers are planned, talk with vice-chair immediately to begin fund-raising, as ALA funds do not always cover these expenses.  (Note:  As of May 8, 1995 a new policy regarding "Donor Prospect Coordination" has been implemented by ALA.  "ACRL units seeking financial support from vendors, corporations, foundations and governmental agencies, must submit a plan to the ACRL Executive Director (or designee) prior to approaching the above named groups". )  If your program plans includes such type of fund raising, contact the ACRL Executive Director for complete details. 

Between Midwinter and Annual Conference:
Send summary of meeting and job assignments to all committee members. 

Correspond with committee members, Executive Committee and ALA/ACRL office as necessary.  If possible, set up an e-mail listserv consisting of committee members, vice-chair and chair. 

Immediately prior to Annual Conference:
In consultation with committee members and vice-chair, Conference Program Planning Committee chair submits written program proposal to the ACRL vice-chair for ACRL Board approval. 

Annual Conference (12 months prior to the proposed program, 2nd committee meeting):
Committee selects speakers. 

Chooses title for program. 

Assigns publicity team. 

Committee chair reports to DLS Executive Committee on progress and plans. 

Room size, date, time for program are settled at this meeting. 

September (9 months prior to the proposed program):
Submit "Request for Special Allocation" funding from ALA to ACRL Office. 

Between Annual and Midwinter: 
Contact speakers to formally ask them to speak at your program pending outcome of "Request for Special Allocation" funding request from ALA. 

Send letters to committee members summarizing meeting and reviewing assignments. 

December:
Send agenda to committee members. 

Will receive response regarding "Request for Special Allocation" funding from ALA via ACRL office. 

Midwinter  (6 months prior to program ):
Committee does final planning for program: 

Final publicity flyer approved. 

Evaluation form approved. 

List of substitute speakers compiled. 

Committee assignments for copying and distributing forms and flyers are made. 

Committee assigned tasks for day of program: Timekeeper, audiovisual assistant, light monitor, evaluation form collector and tabulator(s), room location assistants (if breakaway sessions are planned), program moderator, etc. 

February  (4 months prior to the program):
Submit final preliminary program copy to Conference Arrangements Office. 

Check on progress of publicity team's efforts 

March  (3 months prior to the program):
Submit final program copy to Conference Arrangements Office. 

Annual Conference: 
Short meeting with committee to tie up any loose ends. 

Visit room location to assist with logistics on the day of the program. 

Collect evaluation forms at end of program. 

After the Program: 
Send thank you letters to speakers and to committee members. 

A copy of the evaluation forms and a compilation of the data should be sent to all Executive Committee members. 

DLS Programs 

1992, San Francisco Annual Conference:  "The Right to Know and Learning at a Distance" (Accreditation Issues.) 

1993, New Orleans Annual Conference:   "Working with the Adult Learner in Academic and Public libraries." 

1994, Miami Annual Conference:  "Taking the Network Plunge: Remote Users and Electronic Networks." 

1995, Chicago Annual Conference: "Can This Marriage be Saved?  Academic and Public Librarians Working Together to Support Extended Campus Students."