BCLA CONFERENCE APRIL 17, 18, 19, 2008 CONVENOR’S CHECKLIST

PRIOR TO THE CONFERENCE

Ensure your speakers know how to get to the conference site. Best Western Richmond Hotel & Convention Centre 7551 Westminster Hwy. Richmond, BC Canada
Ensure your presenter has been contacted by the BCLA about agreed upon accommodation and travel expenses. If the presenter has any questions, ask them to contact the BCLA office (office@bcla.bc.ca or 604-683-5354). Note that accommodation costs are provided only when approved by the Conference Coordinator and hotel payment does not include incidental expenses.
Expense forms for the speakers will be available in the speakers Welcome Package. They can be completed ahead of time as well. Please contact the BCLA Office at office@bcla.bc.ca for an electronic copy.
If your presenter is receiving an honorarium, and they would like to receive the cheque at the conference, please contact the BCLA Executive Director by March 25th.
Remind your speaker that they receive a $50 credit towards their conference registration.
If your speaker requires handouts to be photocopied, have them contact the BCLA Office (office@bcla.bc.ca or 604-683-5354) before April 15 to arrange for printing.
Ask speakers for biographical information to use in session introductions. Such information might include their job title, institutional affiliation, recent projects or accomplishments, and any special interests they have related to the session topic.
Ensure that your speaker has completed the Setup and Equipment Requirements form and that you have submitted it. Send the completed form to Jamie Anderson (jamieanderson1968@gmail.com or fax: 604-609-0707) by March 21, 2008.
Arrange to meet with your speakers before the session.

DAY OF THE SESSION

Pick up the gifts for your speakers at the conference office or registration desk before the session.
Meet your speakers as pre-arranged, before, during or after the room set-up. Room set- up and signage will be in place as soon as reasonably possible following the preceding session
Run through agenda and timing with speakers.
Check to make sure that the room signage is correct.
Check all light switches if you will need to use them to accommodate AV equipment.
Ensure all AV equipment required is available and functioning properly. There will be a tech support volunteer assigned to your room and that person will be checking with you to make sure all the equipment and furniture setups are correct.
If changes to equipment are necessary, contact Jamie Anderson or Michael Burris, or the tech support volunteer. Please do not order extra equipment directly from the hotel staff.

THE SESSION

START ON TIME! The conference schedule is extremely tight.
Introduce yourself and give the name of the session
Make any housekeeping announcements and advise participants of events immediately following the session (i.e. refreshment break in the Exhibits, lunch in the Exhibits, Awards event, etc.)
Introduce speakers.
END ON TIME!
Thank participants and sponsors and anyone else you think deserves recognition for your session.
Present speakers with gifts.

AFTER THE SESSION

Session reports for the BCLA Reporter are essential. Convenors should recruit a reporter for their session, or provide a report themselves. Reports should be submitted to Ted Benson (tbenson@westvanlib.org) no later than two weeks after the conference. Reports can be between 250-500 words.

Need other assistance? Prior to the conference, please contact your liaison person on the Conference Program Committee or Michael Burris at the BCLA office. At the conference, go to the Conference Office or contact any member of the Conference Planning Committee listed in the conference brochure.

Thank you for volunteering and contributing to the success of the BCLA 2008 Conference.