2009 Conference Planning Minutes for 2008 Annual Conference, Denver
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WESSWeb > WESS Committees > 2009 Conference Planning Committee > Midwinter 2009 meeting minutes
WESS 2009 Program Planning Committee
Meeting Minutes
ALA 2009 Midwinter Conference
Saturday, 24 January 2009
1:30–3:30 pm
Denver Marriott City Center, BR C
I. Present
Gordon Anderson (Chair), Laura Dale Bischof (WESS Chair), Kate Brooks, Steve Corrsin, Dick Hacken, Deb Raftus, and Emily Stambaugh. Anna Sveinbjørnsson was unable to attend the conference. The Chair welcomed all the members and called the meeting to order at approximately 1:30.
II. Review of progress to date
1. Speakers
Members of our distinguished panel are:
- Christopher Bush, Prof. of French, Northwestern University
- Sabine Engel, PhD, Director of the Center for German & European Studies, University of Minnesota
- Christine Ingebritsen, Prof. of Political Sciences & Scandinavian Studies, University of Washington
- Stephen Corrsin, PhD, Head of Acquisitions, New York Public Library--The Research Branch.
2. Budget and funding
We are in good shape with the budget submitted last fall.
3. Tasks & chores to be completed during the next few months
- A. Make any desired additions to the ACRL program-evaluation form (March & April)
- B. Steve Corrsin will contact the speakers for a synopsis of their respective topics and remarks, as well as any other details for the program.
- C. Deb and Kate will divide up the work of recording the program content and proceedings and writing a summary of the program for C&RL News. This summary needs to be submitted to ACRL by 24 July.
- D. The Chair has several details to attend to this semester.
- E. We will divide up the tasks of taking a head-count of program attendees, handing out and collecting the program-evaluation forms, compiling the data and reporting this to ACRL by 31 July.
- See the Deadlines list below for other tasks.
III. Details about the Program
1. Co-sponsors
The Program will be co-sponsored by the ACRL Literatures in English Section (LES) and the Slavic & East European Section, in name only (i.e., not with funding). This will give us more publicity via their list-serves and web pages. Likewise, we will co-sponsor LES's program and provide publicity via our media.
2. Set-up
ACRL provides off-budget a package of support items: screen, LCD projector, laptop, podium, speaker microphone. We will also request tabletop microphones for the other speakers and one-two floor microphones for a question & answer session.
3. Publicity
We will have publicity in C&RL News and American Libraries. Various section list-serves will also be contacted, as well as the many list-serves under WESS. And our co-sponsors will also be publicizing the program, as we will do for theirs. The chair asked the members for more suggestions concerning co-sponsors or lists on which to publicize our program, and vice-versa.
4. Web presence
Dick Hacken will set up the framework for a 2009 WESS Program wiki page on WESS Web and will send to Committee members instructions and tips on how to log in and fill up the page. Note: a detailed web page is a valuable addition to the program's content and impact, and it is an important vehicle for publicizing it.
- A. What do we include on the page? Some suggestions:
- • Texts of the participants' papers
- • Audio and/or video streaming recordings of the program
- • Links to the speakers' web pages and/or departments
- • Links to relevant web pages
- • Images, documents, et sim.
- • Bibliographies; additional links.
- • Texts of the participants' papers
- B. Copyright and other permissions will be needed
- C. Who can provide the expertise to post these features to the page?
- D. Other considerations?
5. Lunch after the Program
It has been traditional, but no mandatory, to invite the speakers to lunch after the program. This would be on our dime, with the speakers as our guests. The Committee agreed to continue this tradition.
5. After the Conference
We also considered and favor maintaining the page beyond the July Program. In addition to all the features listed above, we could/should be ready to post additional content in order to maintain currency and relevance. Past Committees have maintained an up-to-date page after their programs, as an example to follow. We discussed the ins and outs of making a video or audio recording of the proceedings. The technical and especially copyright issues need to be discussed further in greater detail.
IV. ACRL Deadlines
• 28 January. The Chair submitted a revised version of the program title and description. This will appear in the March issue of American Libraries.
• 17 February. Audio-visual equipment needs for the program must be confirmed with the speakers. 27 February is the absolute deadline.
• 24 February. Any changes to room set-up are due.
• March – ACRL sends the program evaluation template to the chair, who will distribute it to committee members. This evaluation can be customized with additional questions, but the standard ACRL questions and header must be included.
• 27 March. Final changes/corrections to program (this includes titles, descriptions, speaker information).
• 1 May. Final evaluations from all programs are due. Chair will determine who (ACRL or other source) will make copies and bring them to the program. This also obtains for all other photocopy requests. Note: our program budget includes $100 for publicity. $25 would be charged for printing the program evaluation forms.
• 31 July. Program evaluation summaries, including attendance count, are due. This information is to be presented on one document. This document will have a tally of the answers under each numerical question and list all responses under each open-ended question.
V. Other business
The Chair thanked the members and adjourned the meeting at about 3:30.
G. Anderson
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