Local Arrangements Committee

Type

Ad hoc

Charge

The Committee shall make recommendations to the CALA President and Executive Director of its decisions on the location and price of the CALA Banquet

Composition & Term(s) of Office

Makeup: Shall consist of 3-5 members including the Committee chair. Term of appointment will be one year
Chair: Chair and members are appointed by the President
Member: All members should be CALA members in good standing

Major Responsibilities

• Work with the Program Committee and other pertinent committees to successfully plan on the annual program and award banquet
• Find a CALA Banquet location
• Conclude a price scheme for the Banquet and refer it to the CALA President
• Solicit gifts for door prizes and sponsors/supporters for the Program and Banquet
• Responsible for local news/media coverage of the Program and Banquet
• Responsible for the Banquet registration
• Report and communicate with the President, Vice President and Executive Director of CALA closely
• Final decisions on announcement, location, price, invited quests is from the CALA President
• Responsible for the design, content and printing of the Banquet Program, including cost

Procedures

• Upkeep a record of business conducted
• Design and negotiate a menu and price for the Banquet with the selected restaurant
• Make a tentative timeline which indicates the various steps of tasks need to be accomplished, e.g. timeline date for finding a location 12-3 months before Banquet], deadline date for Banquet Registration [1 month before the Banquet], time to contact media, time to make announcement, etc.
• Set up a registration procedure, including designating a chief responsible person

Publicity

• Included in Banquet program with entertainment, door prize drawing, and a Master of Ceremony
• Release the Banquet news to CALA members or other library associations, communities via CALA listsery or CALA website, by consultation with CALA President and CALA website master
• Contact various news/media nationally and locally for the announcement of the Program and Banquet

Communication & Consultation

• President
• Vice President (Program Chair)
• Executive Director
• Web Administrator

Timeline

• March

o Begins soliciting door prizes for Annual Program, Selects Restaurant for Annual Banquet, and requests check from Treasurer for Deposit

• April

o Announces Annual Banquet and Ticket Information and deadline for early bird on listsery and website.

• May

o Early bird deadline for Annual Banquet. Cut off date for receiving payment.
o Local Arrangement Committee solicits volunteers to staff booth at annual meeting

Report Due Dates

Interim: Two weeks before the board meeting at mid-winter meetings.
Annual: Two weeks before the board meeting at annual conferences