Colorado Association of Libraries: Conference Planning Chair and
Colorado Association of Libraries: Conference Planning
Chair and Co-Chair Responsibilities Conference Co-Chair The Conference Co-Chair
assists the Conference Chair with the general planning responsibilities of the
Conference. The Co-Chair will become the Conference Chair the following year
and due to this they will need to be prepared to begin the Conference planning
process during their Co-Chair year.
Areas of Responsibility:
* Communication: Assist the Conference Chair
with responding to and communicating decisions to the committee members, CAL
Staff, CAL membership, Vendors and CAL Board as needed.
* Conference Planning (current year): Assist
the Conference Chair with planning and decision making through the year as
needed. Participate as part of the Leadership Team.
* The Conference Co-Chair is responsible for
attending and coordinating with the Programs Subcommittee to call for and
organize meeting requests from CAL divisions, interest groups, committees and
associations, promote them in the printed program and assist with communicating
the meetings to the members.
* Site Selection: As needed, participate in
evaluating and recommending sites for future years.
* Conference Planning (next year): begin
planning the next year's conference in June. Create the budget, form
subcommittees, begin contacting high profile keynotes, create information to
announce at the conference and in the printed program to promote the next conference.
Solicit applications for Co-Chair to be submitted to CAL Executive Committee.
Time Commitment: Varies. June (current year)-June next
year between 1-5 hours a week, June-October 5-10 hours a week, post conference
and into your planning year see Conference Chair.
The Conference Chair is responsible for all aspects of
the conference, from coordinating the planning process and running meetings, to
choosing conference content, proofing the printed program, working with
sponsors and vendors, working with the hotel, etc. The details of the project as a whole are
outlined in the descriptions of the subcommittees; the Chair is responsible for
coordinating all the work in the subcommittees.
The main responsibility of the Conference Chair is twofold:
1. Create a conference that provides valuable
content for the attendees including vendors, sponsors, volunteers, and
2. Make a profit that will help fund the Colorado
Association of Libraries organizational and legislative activities for the
Both of these are equal in priority and completely
dependent on one another.
Areas of Responsibility:
* Conference Budget: create budget, manage to
the budget, make a profit for CAL.
* Conference Planning Meetings: set meeting
schedule, create agendas and minutes.
* Conference Planning: set deadlines for the
process, support subcommittees so they can meet the deadlines, ensure all
deadlines are met.
* Vendor and Sponsor Relations: create the
Vendor Prospectus, communicate with vendors to help sell sponsorships and
vendor solutions, build strong relationships for the next year.
* Subcommittee oversight: sit on Programming
Subcommittee, assist as needed. Oversee, coordinate and support work of all
subcommittees to complete the project.
* CAL Staff: Assist and support CAL Staff as
needed on budget decisions, hotel arrangements, and logistics of the
* Communication: Respond to questions from CAL
Board, CAL Staff, CALCON committee members, CAL members, vendors and sponsors
as needed and in a timely manner.
* Evaluation: Create evaluation questions for
your conference with the evaluations chair and conference co-chair to determine
success and provide information for changes to be made next year.
* Brand: Support the Brand of the Conference
to Innovate, Inspire and Connect.
* Promotion: Promote the brand, mission and
vision of the conference to groups, libraries, and leadership in the state and
* Partners: develop partnerships with other
groups as needed to strengthen the organization.
Time Commitment: Varies. Between 5-15 hours a
week, September-October estimated 10-20 hours per week as needed.