Local Arrangements Manual

MAALL Local Arrangements Manual

Second Edition

Table of Contents

Title page

Table of Contents (MS Word)

Preface

Part I: Overall Planning

Chapter

 1   Organization, Functions, Communication

·          Organization 

·         Functions

·         Communication

·         MALLCO

 2   Budget           

·         General Approach to the Meeting Budget    

·         Developing the Budget          

·         Fund-Raising 

·         Receipts and Payments          

Budget Samples

·         MAALL Board annual meeting policies

·         St. Louis budget estimate as of May 30, 2012

·         Revenue v. expenses: St. Louis 2012 / Omaha 2013  

·         Sample thank you letter to donor, St. Louis 2001


 3   Hotel  

·         Hotel Selection          

·         Contract         

·         Special Guests

·         Working with the Hotel         

Hotel Samples

·         Hotel comparison chart, St. Louis 2001 and St. Louis 2012

·         Room night usage, St. Louis 2012 and Omaha 2013

·         Hotel contract, St. Louis 2012 and Omaha 2013

·         Hotel invoice, St. Louis 2012

 

4    Scheduling     

·         Meeting and Banquet Rooms      

·         Typical Schedule  

·         Scheduling Considerations          

Part II: Specific Functions

Chapter

 5   Equipment and Meeting Rooms        

·         Coordination Notes

·         Budgeting

·         What is Needed

·         How to Get Equipment

·         Coordination with Speakers and Education Committee

·         Room Size and Setup      

·         During the Meeting          

Equipment Samples

·         AV request form

·         Banquet event order – listing of equipment, room setup and costs – St. Louis 2012

·         Equipment needs chart – St. Louis 2012

 6   Events

·         Coordination Notes

·         Event Selection

·         Costs

·         Transportation

·         Event Food

·         Scheduling

·         Events Agenda

·         Dining Groups     

·         Library Tours       

·         Optional Excursions         

·         Publicizing Events

Events Sample

·         Thursday night flyer, St. Louis 2001

 7   Exhibits and Vendors

·         Coordination Notes         

·         Budgeting

·         Types of Exhibits 

·         Location and Hours         

·         Contacting Vendors         

·         Equipment and Setup      

·         Vendor Participation in Meals and Events          

·         At the Meeting     

·         After the Meeting

Exhibits Samples

·         Initial vendor contact letter, St. Louis 2012

·         Vendor registration form, Omaha 2013

 8   Food   

·         Coordination Notes

·         Budgeting

·         Usual Meals         

·         Food Selection     

·         Special Dietary Needs     

·         Guarantees           

·         Scheduling Meal Service 

·         Logistics   

·         Tickets      

·         During the Conference    

Food Samples

·         Meal selection form, Omaha 2013

·         Catering contract for Saturday at law school, St. Louis 2012

 9   Hospitality Room       

·         Coordination Notes

·         Budgeting

·         The Room

·         Hospitality Room Function and Supplies

·         Hours       

Hospitality Room Sample

·         Hospitality room rood and drinks, St. Louis 2012

10  Publications                

·         Coordination Notes

·         Budgeting

·         Signs        

·         Printed Program   

·         Other Publications           

            Publications Samples

·         Printed program, St. Louis 2012 – cover

·         Printed program, St. Louis 2012 - contents

11  Publicity and Local Information

·         Coordination Notes

·         Budgeting

·         Web Page 

·         Providing Local Information

·         Where to Get Local Information 

·         Other Ways to Promote Your Meeting and Locale         

Publicity and Local Information Samples

·         St. Louis 2012 web page

·         St. Louis 2012 sign used at AALL MAALL table

·         St. Louis 2012 dine-around restaurants information sheet


12  Registration    

·         Coordination Notes

·         Budgeting

·         Registration Forms

·         Posting Registration Information

·         Receipt and Record-Keeping      

·         Speakers and Guests

·         Follow-Ups          

·         Meeting Packets   

·         At the Meeting     

Registration Samples

·         Registration form, Omaha 2013

·         Registration spreadsheet, Omaha 2013

13  Transportation

·         Coordination Notes         

·         Budgeting

·         Bus Company Selection   

·         Bus Driver Instructions    

·         Individual Drivers and Parkers    

·         Coordinating Passengers or, Don’t Leave Anyone Behind!       

·         Disabled Transport           

Transportation Samples

·         Bus company information form, St. Louis 2001

·         Bus quote, St. Louis 2012

·         Bus company comparison chart (includes special needs options), St. Louis 2001

 

© Mid-America Association of Law Libraries
Powered by Wild Apricot Membership Software