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6.0 Appendices

APPENDIX 6.1

Position Description: The Convention Manager (CM) and Assistant Convention Manager (ACM) are authorized by the President and the Board to coordinate and oversee the planning of national conventions of the association.  The ACM accompanies the CM on site inspection/hotel negotiation trips and manages all facets of exhibits and advertising for the convention.  The CM oversees all convention details and is responsible for onsite management of national conventions.  The CM serves as liaison to the conference hotel, the Program Committee chair, the chair of the Local Arrangements Committee and its budget officer, the publicity officer, the chair of the Education Committee (if a pre-conference workshop is being planned), the Administrative Officer, the MLA Business Office, and the Board.  Working with HelmsBriscoe staff, the CM negotiates with hotels for future conventions, signs contracts (countersigned by the President) to secure accommodations for meeting and sleeping rooms, catering, and audio-visual services.  The ACM makes all solicitations and arrangements concerning exhibitors whose publications, products and services are displayed at conventions.  The positions demand heavy involvement, especially in the spring when the Convention Budget is prepared, throughout the summer and fall, when exhibitors/advertisers are solicited, and during the two months prior to the annual convention.

 

Specific Duties:  ACM duties include: solicitation of exhibitors and program advertisers for the annual convention, maintaining a master list of exhibitors/ advertisers, and overseeing all aspects of exhibits for the convention.  This includes communications/negotiations with decorating/drayage firms, security firms, and telephone/internet/electrical services, and on-site management of the exhibit area during the convention.  The ACM also is responsible for conference signage.  The ACM works closely with the CM, consulting whenever necessary to become familiar with the duties and responsibilities of the position.  In addition, the ACM is responsible for maintaining, revising and updating MLA's Convention Manual, in consultation with the CM.

 

CM duties include: site inspection, reporting findings/recommendations to the Board, and hotel contract negotiations (working with HelmsBriscoe staff), communications with the hotel's sales staff, coordination of the work of the Program Committee and Local Arrangements Committee, assigning meeting rooms; communications with the hotel's catering/banquet service, the A-V service, the photocopy service, and other services as necessary.  The CM prepares the convention budget, working with the Program Committee and the Local Arrangements Committee, and attends the May/June meeting of the MLA Board, either in person or virtually.  The CM has final responsibility for on-site management of all facets of the convention, reports to the membership at the annual convention on recent, current and future national conventions, and confirms and submits all bills to the MLA Administrative Officer.

 

Qualifications: Five year's experience as a music librarian; membership in the Music Library Association, with good understanding of its organizational and annual convention structure; administrative experience with good organizational and management skills; ability to set and meet deadlines; budgeting experience; effective communication skills in person, on the phone and in writing; availability for business trips of 2–3 days duration 3–5 times per year; availability to attend all annual conventions for a full week; good computer skills including word processing software and spreadsheet management with access to a high quality printer, internet access, fax machine, and electronic mail. Skills in database management software and availability of institutional support are highly desirable.

 

Benefits: The CM and ACM receive support for expenses required to carry out the responsibilities of the position (travel, telephone, postage, etc.) and honoraria. Honoraria are determined annually by the Board of Directors.

 

Duration of Appointment: The ACM's term begins July 1 of the specified year.  Initial appointment is one year, with reappointment possible up to a total of four years.  The first two years are spent as ACM; the third and fourth years are spent as CM.


APPENDIX 6.2

ANNUAL MEETING SPECIFICATIONS

[Insert Year]

 

Date

February or Early March [Insert Year] (Mid- to late February preferred)

Group Profile

The Music Library Association (MLA) is the professional organization in the United States devoted to music librarianship and to all aspects of music materials in libraries.   Founded in 1931, MLA provides a forum for study and action on issues that affect music libraries and their users.  MLA and its members make significant contributions to librarianship, publishing, standards and scholarship, and the development of new information technologies.  In the forefront of contemporary librarianship, MLA assures that users of music materials will be well served by their libraries.

General Schedule

 

Monday                       Board of Directors Finance Committee and Planning Group meetings

            Tuesday                      Board of Directors; Preliminary events begin afternoon

Wednesday                 Board of Directors; Exhibits setup (day) and opening reception (evening)

            Thursday – Saturday  Main conference events, ending with banquet (evening)

            Sunday                        Primary departure day

Event Space Requirements

Prefer space booked for event is compact—not spread out

Large plenary room with capacity to seat at least 500 (Thursday - Saturday)

Exhibit space - 7,500 square feet for tabletop exhibits (Wednesday - Saturday early afternoon)

Breakout rooms: 4-6 simultaneous breakout rooms, in additional the plenary space

            Tuesday-Wednesday: 3-6 simultaneous rooms (6 to 125 people)

            Thursday- Saturday: 4-6 simultaneous breakout rooms

                        1 small (capacity 8)

                        1-2 large (capacity 125-150)

                        Remainder (capacity 50-60)

Food and Beverage Requirements

Banquet Saturday evening for 400-500 people (can be in the exhibit area which will be vacated by 3:00 p.m.)

Coffee breaks in exhibits area, probably with snacks (Thursday and Friday mornings and afternoons, and Saturday morning)

Opening reception for 500+ in exhibit area Wednesday night

Three to five breakfasts for 10-18 and two to four receptions for 30 to 100

Guest Rooms

Room block (have always met at least 85%, and we do not have no-shows except for emergencies):

Sunday                                        5

            Monday                                     50     

Tuesday                                  100

            Wednesday-Friday                 250

            Saturday                                 200

Meeting History and Future Contracted Venues

            2015    Westin Downtown, Denver, Colorado

            2014    Grand Hyatt Buckhead, Atlanta, Georgia

            2013    Fairmont Hotel, San Jose, California

            2012    Fairmont Hotel, Dallas, Texas

            2011    Loews, Philadelphia, Pennsylvania

            2010    Paradise Point, San Diego, California

            2009    Marriott Downtown, Chicago, Illinois

            2008    Hyatt Regency and Marriott, Newport, Rhode Island

            2007    Hilton, Pittsburgh, Pennsylvania

2006      The Peabody Hotel, Memphis, Tennessee

2005      Fairmont Hotel Vancouver, Vancouver, British Columbia

2004      Crystal Gateway Marriott Hotel, Crystal City, Virginia

2003      Renaissance Austin Hotel, Austin, Texas

2002      Riviera Hotel & Casino, Las Vegas, Nevada

2001      Grand Hyatt Hotel, New York, New York

2000    Hyatt Regency Hotel, Louisville, Kentucky

Contact Information

Laura Gayle Green                                         Jim Farrington

Convention Manager                                      Assistant Convention Manager

Warren D. Allen Music Library                       Sibley Music Library

122 N. Copeland St.                                       27 Gibbs St.

Tallahassee, FL 32306                                    Rochester, NY ZIP

Phone: 850-644-3999                                      Phone: 585-274-1304

Fax:     850-644-3982                                      Fax:     585-274-1380

E-mail: laura.gayle.green@gmail.com           E-mail: jfarrington@esm.rochester.edu

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