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ARLIS/NA 2009 Conference Planning Meeting

• We need to review the planning assignments list and volunteer list to make sure the assignments are correct. The biggest change in planning assignments is that the executive board has approved our request to add Eileen Fry and Sonja Staum as co-chairs. We need to fill some holes regarding coordinators.
• AV coordinator –Does this come out of the Program committee? The Program Committee finds out who needs what equipment according to Conference Planning Manual, p. 43. Don’t ask for slide projectors! Internet room coordinator - People depend on the Internet Room. Would the AV coordinator do this as well? BJ will check with headquarters about who would sponsor the Internet Café.
• Joint sessions coordinator - Joint sessions would need a coordinator, but it was noted that we won’t have any joint sessions because we will not be hosting a joint conference.
• In order to have something in place at this time, Eileen will tentatively be responsible for who needs what equipment; Sonja will be the equipment liaison to the hotel. They will also contact the Denver Planning Committee about this and find out what national does regarding this responsibility. The Internet room will probably be a co-ordination with exhibits and development.
• Eileen will set up a Google group to facilitate communication among conference planners.

• Importance of the entire chapter in the whole planning process.
• Most places love librarians – helps with deals on promotional materials.
• Raffle tickets raised about $2500 at the Atlanta conference. The local chapter decides if they want to have a raffle or a silent auction.
• A new conference planning manual is available. We all need to have it – pages are not numbered so it helps to number them yourself for reference. It has the best explanations of what we all need to do.
• Coordinators for Atlanta & Denver need to be contacted. We want to find out what they would do again and what would they never do again.
• It is good to compile a local list of prospective sponsors. Sponsors don’t cover the whole cost of the event, but we don’t have to be concerned about the difference right now. Ursula & B.J. will meet with Max Anderson (Director of the IMA) when it is convenient, regarding use of the IMA space for the convocation.
• We need to be part of the Denver Planning listserv.
• Donors – previous year sponsors in Denver have the right of first refusal to sponsor events in Indianapolis.
• When we use out G-mail account, it is very important that we indicate a specific subject in the Subject box of our email. It greatly simplifies replying to messages and does not create unwieldy email threads.
• It is recommended that we try to utilize space outside of the hotel, if possible. A suggestion was made that we should investigate the new Indianapolis-Marion County Library building as a possible outside space.
• There will be no budget for the 2009 conference until the summer of 2008.
• Questions:
• Who solicits ads for the program? Development?
• What happened to the Hospitality Suite?

• If there is a distinguished service award there is not a speaker. Max Anderson, Director of the Indianapolis Museum of Art agreed to speak at the convocation. It was noted that the name of the winner of the Distinguished Service Award comes out pretty late.

• The theme for the 2009 conference is Circle City Convergence: StART Your Engines. Samples of the program cover and logo were passed around. The converging arrows design, a possibility for a button, was also passed around.

• Ursula and Sonja will give a presentation about StART Your Engines at the Denver conference. There is no budget for anything, yet, including any pre-publicity (such as buttons) that could be distributed at the Denver conference. The money for promotional items comes out of the Midstates budget. There may be free promotional items available from an Indianapolis organization. Many people on the planning committee can do the work for promotional items. We need to find out what we can get from the visitors center and local museums for the registration packet. . Ursula and Kitty plan to go to the Visitors Center in the next few weeks to see what promotional items might be available, including an Indy CD. We need to identify how many people to expect. There were 510 at the Atlanta conference. We can probably expect about 500 people. Quantity of promotional items – we probably need to get 750.
• Denver is promoting itself as the Queen City of the Plains. What does Indianapolis have that we can use as a promotional hook?
• Greatest Spectacle in Racing
• Largest Children’s Museum in the World
• Ideas for pre-publicity:
• Ask ArlisSNAP to help in establishing a Second Life Internet identity for hose planning to attend StART Your Engines.
• Promote Indianapolis as a family-friendly city – people could bring their families to vacation while they are attending the conference.

• Non-conflict time allows people to visit the vendors. The vendors do not like to have food at the vendor visits because of risk to the books and other items. We don’t need to solicit the big vendors – we have specialized publications. It would be good to have a specific location for local book sellers and vendors, plus ARLIS/NA publications. A mailing station (like the one at ALA) with Jiffy bags and pre-paid parcel boxes near the vendor area would help buyers to ship their books – vendors normally sell their books at the end of the conference. We like to see the small presses, because you cannot always see their books online.
• We would like to include Asian art book vendors (such as Paragon in Chicago) and more Latin American vendors. Vendors provide income for ARLIS/NA and they sponsor some of the events & breakfasts. They reach the most people at conferences.
• Questions:
• How many are early career members or people who do not have collection development responsibilities?
• What do people do at the vendor exhibits?
• How many people at an ARLIS/NA conference actually have the authority to purchase? Is it worthwhile for small presses to pay the fee to exhibit?
• What do we really need from the vendors?
• Is the fee they pay to exhibit still $500.00?
• Ideas for including vendors
• Have a vendor event or schedule specific vendor demonstrations.
• Provide an opportunity to talk with database/image vendors to give them our input.
• Fewer open hours for vendors so visitors are more concentrated.
• Location for vendors that encourages visits from conference attendees. Exhibitors will be on the same floor as sessions for the Indianapolis conference.
• Ask ArliSNAP to think about what we can do to make the exhibits more meaningful, more appealing, more interactive, more relevant.
• ALA vendors have a giveaway. Would this encourage visits to vendor exhibits at ARLIS/NA?
• Dropping off your business card at a booth gets people to the booth.
• Have vendors other than bibliographic vendors. Examples:
• More artists’ book vendors
• Database vendors
• Equipment vendors (public work stations, scanners, data projectors)
• Office furniture vendors (ergonomically correct furniture
• Digital asset management vendors (i.e. Digitool)
• Invite OCLC to demonstrate their collection development software.
• Have auction databases represented.
• Combine vendors with hospitality suite or coffee shop.
• Offer neck massages in the exhibits hall for conference attendees.

• They are usually local
• Angelo Pizzo - filmmaker who did Hoosiers and wrote the script for Breaking Away
• David Letterman
• Michael McRobbie – IU president
• David Green – technology speaker and culture
• Mary Miss – possible visiting artist to the IMA
• Kinsey Institute representative
• Brian Payne – President of Central Indiana community Foundation, President of the Indianapolis Foundation, and a member of Mayor Bart Peterson’s Cultural Development Commission.
• It was noted that keynote speakers talk about local features.

• A compiled list of possible local tours was reviewed and tours were designated as self-guided or guided.

• There was a discussion of having a silent auction vs. a raffle. It was noted that a silent auction makes more money, but a raffle is more inclusive. There was mention of doing both.

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