Association Options Fair Committee

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Committee Charge

The purpose of the Membership Pavilion Committee is to provide opportunities to promote ALA and NMRT membership and a location for information exchange.

History of the Committee

The Membership Pavilion Committee, formerly the Booth Committee, has been charged with organizing volunteers and information for a booth at the ALA Annual Conference each year. The purpose of the Annual Conference Membership Pavilion has been to provide publicity for NMRT Services and activities, to recruit members, and on occasion, to raise money for projects. Quality Books has supported the committee for at least 25 years. The committee has handed out NMRT brochures and newsletters and has explained what NMRT, formerly Junior Members Round Table, did for members or how new members could get involved in ALA. Booth Committee members have raffled plants, held lotteries for one-year NMRT memberships, sold NMRT pins and T-shirts, taken photographs or provided backdrops for photographs, handed out NMRT ribbons, and held drawings for donated items. A slide show, and later a videotape, highlighting NMRT were shown at the Booth. For several years, the Membership Pavilion Committee also sponsored a Traveling Booth, which was sent to state conferences, workshops, and meetings. The Traveling Booth was widely used but often did not return. At least three times during the last 25 years the Traveling Booth was either damaged in transit or lost. The Traveling Booth was retired in 2001. Reference to the Traveling Booth was removed from the Booth Committee charge in 2003. In 2008, the Booth was absorbed into the ALA Membership Pavilion and sponsorship was no longer provided through Quality Books. Emphasis shifted from the setup and theme of the booth to promoting NMRT membership, highlighting NMRT events throughout the Annual conference with NMRT-themed giveaways beginning in 2009.

Major Responsibilities

Arranging for and setting up a professional booth for the purpose of publicizing NMRT and its activities, as well as the benefits of membership. Staffing the Membership Pavilion sufficiently during the course of the Annual Conference so that no one comes to the Booth without being greeted by friendly NMRT members who can offer information about NMRT. Preparing an attractive display of informational materials including (but certainly not limited to) the NMRT newsletter, Footnotes. Dismantling the Booth at the end of the Annual Conference exhibit hours

Procedures Used to Accomplish Major Responsibilities

Design and purchase an innovative and attractive NMRT-themed giveaway Publicize the need for volunteers in Footnotes, and in other appropriate publications. Collect hand-out materials from NMRT Committee chairs. Contact the grant committees and the conference committees. Have handout materials from NMRT committee chairs sent to Kim Sanders, ALA Chapter Relations. Schedule volunteers. Arrive at the conference early to set up the Membership Pavilion and stay until it has been dismantled. Check on the Booth frequently during each day of the conference.

Committee Composition and Term(s) of Office

One chair and one assistant chair (1 year appointment, Annual to Annual) Committee members (1 year appointment, Annual to annual)

Reports to

Networking Director

Contact People for Accomplishing Committee Objectives

Chair and assistant chair work closely with the Networking Director as well as the current NMRT President, the Vice President/President Elect, and others whose responsibilities deal significantly and specifically with the Annual Conference (especially the Conference Coordinator). Chair and assistant chair contact Quality Books (918 Sherwood Drive, Lake Bluff, IL 60044-2204, 1-800-323-4241) and the Conference Manager (American Library Association, 50 E. Huron, Chicago, IL 60611, 1-312-944-6780). Chair and assistant chair also work closely with the Web Committee chairperson to create a web presence for the committee.

Publicity Needs

Publicity is needed to recruit volunteers for the Annual Conference booth. Publicity activities include maintenance of a web presence, messages to listservs, and articles in the NMRT newsletter, Footnotes.

Records Generation and Archiving Schedule

None available.

Forms Used by the Committee

Exhibitor Badge Order Form Reimbursement Form Online Report Forms: Planning, Progress and Final Reports

Documents to Create/Update (e.g. Flyers, Brochures, etc.)

Sundry informational sheets as necessary. Efforts are coordinated through other committees, however, to avoid duplication of efforts.

Reminders and Helpful Hints

It is helpful if the members of the committee who are able to attend Annual Conference volunteer to staff the Booth during the Conference.

General Timetable

July

  • Receive materials from previous chair.
  • Confirm committee appointments.

August

  • Welcome committee members, ask them to read handbook entry and web page for background information.

September

  • Prepare planning reports.

October/November

  • Update Membership Pavilion webpage.

December

  • Prepare Midwinter report.

Midwinter

  • Preside at the Membership Pavilion Committee meeting (to take place at the All-Committee Meeting time).
  • Assign committee members to subgroups.

February

  • Send results of Midwinter meeting to officers and other committee members as appropriate.
  • Prepare report of proceedings of Midwinter committee meetings.

March

  • Send letters to NMRT officers and chapters to ask for Membership Pavilion volunteer staff.
  • Send letters to all NMRT Committee chairs to request handout materials for Membership Pavilion.
  • Send Booth request for volunteers to Footnotes.

April

  • Order exhibitor name tags for those setting up or tearing down the Membership Pavilion.
  • Also order for those volunteers who may be opening the Membership Pavilion at 9 am.

May

  • Confirm Membership Pavilion display for Annual Conference with responsible Committee members.
  • Prepare report for Annual conference.
  • Revise Booth volunteer information.
  • Prepare poster of NMRT Conference activities.

Annual

  • Arrive early to set up Membership Pavilion.
  • Staff Booth; dismantle Membership Pavilion.
  • Complete final report.


Last Revised: January 2011
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