Tip Sheet #12
ACRL Annual Conference Program Planning Calendar
Annual Conference (24 months prior) —ACRL vice-president/president-elect appoints president's program chair. Section vice-chairs and committee chairs appoint program planning chairs by November.
Midwinter (18 months prior) —General program description and tentative title should be decided. Attend ACRL Conference Program Planning meeting.
May 3 — ACRL Program Proposal forms due to ACRL Program Coordinator. Proposals shared with the ACRL representative on the ALA Conference Program Coordinating Team.
Early June— ACRL Professional Development Coordinating Committee approves programs. Staff notifies program planners of action.
Annual Conference— Planners of approved programs attend ACRL Conference Program Planning meeting.
End of August — Final budgets due to ACRL.
Mid-September — Program allocations announced.
End of September — Program planning chairs planning to engage in fundraising submit plans to the ACRL Executive Director.
Early October — ACRL staff submit meeting request forms for all ACRL conference programs based on information provided in the ACRL Program Proposal Form. Basic AV set-up requested for all programs (computer, LCD projector, screen, podium with microphone).
October — Program chairs identify speakers and finalize plans for their programs.
Mid-October — ACRL staff updates meeting space request forms, including known AV needs and revised program descriptions. Program chairs contact speakers and finalize plans for their presentations.
November — ACRL staff notifies units regarding assigned tracks and times of programs.
By November 12 — Submit speaker information form(s) to ACRL Program Coordinator.
December — ACRL sends speaker agreement letters.
Early January — Speaker agreement letters due to ACRL.
Early January — Units submit preliminary program information (75 words) if changes have been made to ACRL Program Coordinator.
Midwinter — Finalize plans for program. Attend ACRL Conference Program Planning meeting.
March — Final program description submitted to ACRL Program Coordinator.
March 1 — Deadline for submitting AV requests to ALA Conference Services.
April — Non-librarian speaker badge requests due.
April — Program chairs submit final changes or additional requests to ACRL Program Coordinator.
Mid-April — Deadline for requesting VIP Housing for conference speakers.
May — Badges mailed to non-librarian speakers
Annual Conference — If ACRL printed your program evaluation and/or handouts, pick up at ACRL table in ALA office. Conduct program.
June — Honorarium checks mailed once speaker attendance is verified by program chair.
End of July — Conference program evaluation summaries due to ACRL Program Coordinator.
July/August — Submit requests for reimbursement of budgeted expenses to ACRL Program Coordinator.
August 15 — Deadline for reimbursement requests (ie. speaker travel, per diem, photocopying)