Tentative Timeline for LOEX 2007 Conference Planning

SCIL (Southern California Instruction Librarians)

July-August 2005

• Secure site in San Diego
• Appoint three SCIL LOEX Conference coordinators

November 2005

• Develop conference theme
• Identify potential speakers (“keynote”/Friday and “featured”/Saturday)

January 2006

Meet with Theresa Valko at ALA Midwinter

May 2006

• Form standing planning committee
• Finalize theme
• Announce theme at LOEX 2006; three coordinators attend
• Meet monthly, from now until 6 months prior to Conference
• Develop final timeline
• Secure keynote and featured speakers

August 2006

• Begin web site planning:
• list of pages needed
• timeline for what needs to go up when
• proofing protocol
• Develop online proposal submission

October 2006

Put up web site with first conference announcement, theme definition, speaker information, tentative schedule, important dates, and preliminary travel information

November 2006

• Begin more frequent meetings of planning committee
• Call for proposals: 50-word abstracts and 250-word descriptions; deadline in December
• Send second conference announcement out
• Post examples of possible session topics (helps to clearly define theme)
• Send reminder late in the month of proposal call and deadline
• Solicit potential vendors
• Scout Friday dinner speaker possibilities

December 2006

• Proposal deadline early in month; notify mid-January           
• Confirm reception of all proposals
• Select session proposals. The number of proposals will depend upon available breakout rooms and number of time slots desired. (Approximately 30 session proposals; e.g. 5 concurrent sessions for 6 time slots)
• Confirm Friday after-dinner speaker

January 2007

• Meet with Theresa Valko at ALA Midwinter
• Select menu so meal choices can be available on registration form
• Begin scheduling sessions
• Start working on equipment needs for presenters

February 2007

• Registration! This is handled online only through the LOEX office.
• Put thorough local information on web to attract attendees
• List sessions on web (in alphabetical order if not scheduled yet)

March 2007

• Meet with caterer to finalize choices and confirm conference schedule
• Enhance web site: schedule with session content and locations
• Develop email list for registrants

April 2007

• Deadline for registration fees
• Update website with registrant information
• Get printed materials from LOEX (evaluation cards for each session, evaluation sheet for whole conference, list of attendees, flier from Pierian Press for proceedings)

May 2007

• Conference! Tentative dates: May 3-5, 2007 (Thursday-Saturday)
• Deadline for presenters to send papers to LOEX for conference proceedings (late May)
• Send thank-you letters to speakers and volunteers (and anyone else)

Melanie Remy

2005 SCIL Chair

Updated June 14, 2005

mremy@usc.edu