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4.0 Workshop Planners

MLA Workshops

[2012 revisions, Kathy Glennan]

MLA pre- or post-conference workshops support the continuing education mission of the Association. 

The Education Committee sponsors or co-sponsors MLA workshops; these do not fall under the purview of the Program Committee. Instead, the MLA Board reviews and approves the program content directly. Workshops require coordination among the Education Committee, other sponsoring groups if applicable, the Convention Manager, the Administrative Officer, and the MLA Business Office. The workshops, which have no pre-determined length or place on the schedule, must be self-supporting.

Due to timing issues related to the convention budget approval, planning for workshops should commence shortly after the close of the previous MLA Annual Meeting.

 

Preparing a Workshop Proposal

Note:  A sample proposal is included at the end of this chapter.

The sponsoring group(s) should identify a workshop coordinator who is responsible for writing the formal workshop proposal, which should contain the following information:

·         Sponsoring organization(s)

·         Location (hotel or off-site), proposed date and time

·         Background/purpose

·         Program/content (including list of confirmed and potential speakers)

·         Outline of program

·         Minimum/maximum number of registrants

·         Recommended registration cost (MLA members and non-members)

·         Contact hours

·         Instructor profiles

·         Proposed budget

·         Marketing plan, if the group(s) intend to offer the program to those who are not MLA members

Co-sponsoring:

The workshop coordinator should work with other groups that have a special interest in the workshop topic, including MLA committees and MOUG. The coordinator may form a small planning group to assist with preparation of the proposal, the workshop content, and the workshop itself.

Location:

To decide on the best location, the workshop coordinator consults with the Convention Manager to determine options for meeting space at the hotel and the potential costs associated with the room size, setup, A/V equipment orders, catering, and Internet access if needed. If the hotel is not the best option, the workshop coordinator contacts music librarians in the conference area to determine what meeting spaces might be available at their libraries, the associated costs of obtaining that space, transportation issues, room size, setup, catering, etc.

Outline of program:

The outline of the program and potential speakers should contain sufficient information so that the MLA Board may make an informed decision about approving the proposal.

Proposed budget and number of registrants:

The speaker honoraria, room setup, catering and workshop handouts all contribute to the cost of the workshop. Keep in mind that hotel Internet and catering costs are quite high; carefully consider what the workshop requires.  Any on-site assistance provided by the Business Office will be billed separately and must be incorporated into the registration fee.

Taking into consideration the available space and all of the associated costs, the workshop coordinator identifies the minimum and maximum number of registrants and the costs associated with a range of attendees. The coordinator develops a detailed budget that breaks down the known and estimated costs, including the cost per attendee for at least the minimum and maximum number of registrants. The recommended registration cost must meet the “break-even” requirement at each attendance level.

Submitting the Workshop Proposal

Workshop proposals are subject to the same deadlines for budget input and hotel arrangements as the Program Committee and the LAC. The conditions surrounding the financial expectations of a workshop must be determined prior to the Convention Manager’s presentation of the Convention Budget at the spring meeting of the Board to avoid putting either the workshop or convention budgets in a position of too much risk.

 

After the Workshop is Approved

The workshop coordinator confirms meeting space availability and setup, speakers, and other details.

If the workshop will be at the hotel, the Convention Manager facilitates the event by including it as part of the annual meeting's requirements for room size and set up, A/V equipment orders, catering, and Internet access (if needed). The Convention Manager arranges for meeting space, equipment, and catering in accordance with the workshop's specifications.  After receiving the hotel invoice, the Convention Manager reports the cost of these services to the MLA Administrative Officer, who authorizes the Business Office to post the expenses under the appropriate budget categories.

If the workshop is not at the hotel, the workshop coordinator gathers all of the invoice information and works directly with the Administrative Officer to insure that payment and bookkeeping requirements are met.

Because the workshop registration materials and schedule are included in MLA's online registration, it is vital for organizers to stay in touch with the Administrative Officer, Convention Managers, and Business Office regarding deadlines.  Key dates are included in the Convention Calendar.

 

Publicity:

Based on the original proposal, the workshop coordinator develops a description of the workshop content, costs, and registration deadline for distribution on MLA-L, in the online conference registration information, and for inclusion on the LAC’s website.  If the workshop is to be advertised outside MLA, appropriate publicity must be prepared and distributed.

 

Online Registration:

The workshop coordinator works with the Business Office to incorporate the workshop into the online registration form for the Annual Meeting. The Business Office will provide regular updates about number of registrants to the workshop coordinator, including when the workshop reaches capacity.

As needed, the workshop coordinator can work with the Business Office to develop a waiting list.

 

The Workshop Itself:

The Education Committee and the workshop coordinator are responsible for preparing packets for the attendees, which may include handouts, a certificate of completion, and an evaluation form. The Annual Meeting nametags serve for the workshop; additional nametags only need to be generated for individuals who are not attending the Annual Meeting.

The organizers also handle the registration desk and process onsite workshop registrations if available. The workshop coordinator should also work with the Convention Manager to determine the location and hours of the workshop registration desk. They also provide local assistance during the hours of the event; the LAC does not provide this support.

Some of the arrangements may be contracted with the Business Office; the Education Committee Chair and the workshop coordinator(s) should work through the Administrative Officer if this is desirable. The cost of Business Office services must be built into the workshop budget. 

 

After the Workshop:

The workshop coordinator prepares a report for the MLA Board that includes a summary of attendance, evaluation results and considerations for future workshops.

 

 

SAMPLE PROPOSAL

 

MUSIC LIBRARY ASSOCIATION

Continuing Education Workshop

 

Hit the Ground Running! RDA Training for Music Catalogers

 

Sponsored by the

MLA Bibliographic Control Committee,

the MLA Education Committee,

the MLA Educational Outreach Subcommittee,
and MOUG

 

February 27, 2013

9 a.m. – 4 p.m.

San Jose, California

Fairmont Hotel

 

Background/Purpose:

This preconference workshop will provide catalogers with essential training as implementation of RDA at the national level draws near.  The workshop will include two 3-hour sessions, one on authority work (providing access) and one on bibliographic work (resource description).  The authorities session will stress: the creation of access points, especially for musical works but also for names and corporate bodies; familiarity with the structure of RDA authority records; and the new fields for recording information which are included in those records.  The session on bibliographic work will focus on: the elements of description, with emphasis on the new RDA bibliographic fields; and the fundamental differences between RDA and AACR2. This preconference will provide hands-on opportunities for attendees to catalog music resources using RDA.

Program/Content

Speakers: Kathy Glennan, Mary Huismann, Damian Iseminger, Nancy Lorimer, Thomas Pease, Tracey Snyder, Hermine Vermeij

Anticipated speakers: Other speakers from MLA who have experience using RDA for music cataloging

Part I: Providing Access

            Description: Attendees will learn the concepts employed in identifying musical works, musical expressions, persons, families, and corporate bodies, and they will have the opportunity to create authorized access points representing these entities according to the instructions in RDA chapters 5-6 and 8-11.  Attendees will learn about the recent additions to the MARC21 Authorities Format for recording work information (such as composition date, medium of performance, form, numeric designation, and key) and for recording information associated with creators (persons, families, corporate bodies).  This session will also include review and application of: the rules in RDA chapters 18-20 for recording the relationships of persons, families, and corporate bodies associated with a work or an expression; the rules in RDA chapters 24-26 for recording the relationships between related works and expressions; and the rules in RDA chapters 29-32 for recording the relationships between related persons, families, and corporate bodies.

            Break

            Lunch

Part II: Resource Description

            Description: Attendees will have the opportunity to create bibliographic records for an assortment of musical resources, using RDA itself, as well as “workflows” for specific formats, as a guide in selecting elements to record. Attendees will become comfortable using chapter 2 of RDA to record elements such as title, statement of responsibility, edition statement, and publication/distribution/manufacture statement to describe manifestations; using chapter 3 of RDA to record elements such as media type, carrier type, extent, dimensions, and sound characteristic to describe carriers; and using chapter 7 of RDA to record elements such as form of notation, sound content, format of notated music, medium of performance of musical content, and duration to describe content. Formats will include score, audio recording, and libretto.

            Break

Maximum number of registrants: 80

Minimum number of registrants: 60

Recommended registration cost

Contact hours: 6.0

Instructor Profiles: (additional profiles to be added later)

Kathy Glennan is the Head of Special Resources Cataloging at the University of Maryland and has more than 25 years of experience cataloging scores and sound recordings. She chaired MLA’s Bibliographic Control Committee from 2008-2012 and has been active in ALA's Committee on Cataloging: Description and Access for many years, where she has worked on development of RDA instructions in relation to music materials. She has given numerous presentations on RDA, FRBR, and MARC Formats issues, including two 2011 ALCTS Webinars, RDA Basics: Scores and RDA Basics: Sound Recordings.

 

Mary Huismann

 

Damian Iseminger is Technical Services Librarian at the New England Conservatory in

Boston, Massachusetts, where he has worked since 2006.  He is currently chair of the Authorities Subcommittee of MLA's Bibliographic Control Committee. He has been involved with RDA as a member of the joint MLA/OLAC funnel for the National Libraries RDA Test and is currently a member of the MLA RDA Implementation Task Force charged with the creation of best practices for music resources.

 

Nancy Lorimer

 

Thomas Pease is a cataloger of audio recordings at the Library of Congress in the Recorded Sound Processing Unit at the Packard Campus for Audiovisual Conservation in Culpeper, Virginia. He has been with the LoC since 2005. He was an RDA tester in 2010, serves on the LC RDA Music Issues Group, and trains and reviews processing technicians in bibliographic and inventory control projects.

 

Tracey Snyder

 

Hermine Vermeij holds an MLIS from UCLA and a BA in Music from UC Santa Cruz. She currently chairs the Music Library Association (MLA) Subject Access Subcommittee and is the MLA liaison to the ALA Subject Analysis Committee. She is active in genre/form projects within both MLA and ALA. In 2010 she participated as part of the MLA/OLAC group in the U.S. National Libraries RDA Test, cataloging scores and sound recordings using RDA. At UCLA she catalogs material for the Music Library as well as social sciences monographs in German, Dutch, Swedish, Danish, Norwegian, Finnish, Icelandic, and Tagalog.

Proposed budget:

MLA 2013 Preconference

 

 

 

Attendees: 80

 

Attendees: 75

 

Attendees: 65

 

Attendees: 60

 

Internet

$1,000.00

$1,000.00

$1,000.00

$1,000.00

A-V/data projection

   $1,261.73

$1,261.73

$1,261.73

$1,261.73

Presentation laptop (supplied externally)

   $0.00

  $0.00

   $0.00

   $0.00

Laptop computers
(to be provided by attendees)

       $0.00

  $0.00

   $0.00

   $0.00

Complimentary registration for speakers

       $0.00

   $0.00

       $0.00

   $0.00

Planning/promotional fees

 

 

 

 

  Supplies

   60.00

   60.00

   60.00

   60.00

  Postage

   60.00

   60.00

   60.00

   60.00

  Printing

   60.00

   60.00

   60.00

   60.00

Workshop fees

 

 

 

 

  Folders, nametags,
certificates of completion

$210.00

$200.00

$190.00

$180.00

Food/beverages

 

 

 

 

  Breakfast on your own

   $0.00

   $0.00

   $0.00

   $0.00

  Coffee/tea break (AM)

$839.70

$749.70

$659.70

$569.70

  Lunch on your own

   $0.00

    $0.00

    $0.00

    $0.00

  Soda/cookies break (PM)

$990.32

$956.99

$825.04

$791.72

 

 

 

 

 

 

 

 

 

 

Total projected expenses

 $4481.75

$4348.42

$4116.47

$3983.15

 

 

 

 

 

Cost per attendee

 $56.02

   $57.97

   $63.33

   $66.38

 

 

 

 

 

 

 

 

 

 

Recommended registration cost

 

 

 

 

  Members

$75.00

 

 

 

  Non-members

$85.00

 

 

 

 

 

 

 

 

Income

 

 

 

 

  All members

$6000.00

$5625.00

$4875.00

$4500.00

  All non-members

$6800.00

$6375.00

$5950.00

$5100.00

 

 

 

 

 

minimum registrants

60

 

 

 

maximum registrants

80

 

 

 

 

*If costs cannot be covered by 60 registrants, skip either coffee/tea or afternoon soda/cookies.

 

 

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