Planning Committee Duties

1. Hospitality

2. Prepare Agenda

3. Communicate with membership

4. Surveys -registration, evaluation survey/mileage reimbursement

5. Communicate with Facility

Hospitality

1. Preprint nametags for ease of registration and to track attendance (mail merge). Dot added when name tag is prepared, information will be on registration form.

2. SWAG- Pick out giveaways from Janway and give order to Scott Thomas

3. Prepare ice breaker? Write out canned questions for beginning

4. Ask for donations for raffles? Bigger bucket for ticket drawing

5. Prepare a schedule of members to monitor table and introduce presenters. (Ask for volunteers outside of committee- part of Registration Survey?)

Agenda Preparation

1. Send requests for proposals to SPARK community in December or January.

2. We may want to model our registration form to mirror Evergreen registration form by asking for draft of proposal, audience level

3. Add technology needs to proposal

4. Collect and forward proposals to committee for evaluation

5. Collect and forward questions for the Roundtable Discussions

6. Vet presentations for appropriateness and accuracy. We may need to start earlier to allow for this process. (Discuss with Scott)

7. Prepare a draft of the agenda

8. Communicate with chosen presenters, verify technology needs and send to Scott Thomas.

9. Communicate room location and number registered to presenters

10. Include description of program on agenda.

Communications with membership

1. Send “Save the Date” email as soon as we know the date.

2. Send Registration email with Registration Survey link

3. Reminder of registration if necessary

4. Confirmation of registration with final agenda

a. Amenities of the facility

b. Bring laptop

5. Send out separate survey for round table questions. “What are you hoping to learn from this session.”

6. Evaluation survey and mileage reimbursement form

Surveys

1. Registration Survey

a. Add system name or (NA) (Discuss with Scott)

b. Add library name or (NA) (Discuss with Scott)

c. Can you help at the registration desk? (Ask committee)

d. Add SPARK module you work in most (dots for name tags)

1. Cataloging- yellow

2. Circulation-blue

3. ILL – green

4. ILS Administrator- orange

5. Library Administrator- red

6. PaILS Board Member

7. SPARK User group Board Member

e. Directions should inform ILS administrator to send the link to all staff who will be attending the user group meeting. One survey/ attendee (Discuss with Scott)

2. Evaluation Survey/ Mileage Reimbursement

a. Have an end date - May 31

b. Be clear the reimbursement requests are sent to Scott Thomas. (Scott may need longer time.)

c. Schedule team wrap meeting one week after the survey results are due.

Communications with Facility

1. Map with class room locations

2. Send special meal request to facility

3. Make sure breakfast is out on time.

Day of Meeting Activities

1. Setup

d. Name Tags

e. Set up registration table

f. Set up prize tables

2. Greeting to general membership

3. Introductions for each session

4. Clean up