Conference Planning Deadlines

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August

2017  
Nov. 9
  • 2019 Conference Program Committee begins meeting on second Thursday of each month.
  2018  

Mar. 1

  • Program submission form open for spontaneous proposals

Apr. 3-6

  • TLA 2018 Conference

May 19

  • Youth Planning Meeting - representatives from TASL, CRT, and YART will meet to jointly plan their programs for those serving children and youth with delegates from the 2019 Conference Program Committee.

May 25

  • Event Form open for data entry. Planners may begin adding programs.

May 29

  • APS (Academic - Public - Special) Planning Meeting - representatives from CULD, PLD, SLD, and others will meet to jointly plan their programs for those serving adults with delegates from the 2019 Conference Program Committee.

Jul. 6

  • Program content due

Jul 9-12

  • Annual Assembly: Planners may meet with staff to discuss AV needs. Program Committee reviews all program proposals, meet with plannerss; planners adjust content in response to Program Committee. Draft schedule is completed.

July 18

  • Program Committee announces programs accepted and declined. TLA sends first draft of 'tentative' conference schedule to all planners.

July 30

  • Deadline for planners' changes to first draft of 'tentative' conference schedule. First comments or questions due from unit planners regarding the tentative conference schedule, including changes of program times or other data. Additional business, committee, or board meetings need to be scheduled by this time.  Please send these requests via email to elisew@txla.org.
  • Deadline for final list of speakers added to Conference Event Planning form.
Aug 9
  • Updated second draft of 'tentative' conference schedule posted.
  • Conference Program Committee to review and finalize 2019 Conference Schedule.
Aug 16
  • Conference Program Committee comments and revisions due to TLA Staff.
Aug 16-30
  • TLA Staff to review schedule for critical conflicts between TLA units; tracks; and audiences.
  • Units and planners continue review draft schedule for missing speaker names, best wording, topical conflicts, etc.
Aug 30
  •  Staff prepares third draft of 'finalized' working schedule, posts to TLA web site
  • Mailing to Conference Planners with 'finalized' working schedule and Speaker Contracting instructions.
  • Planners continue to report conflicts as identified.
Sept 13
  •  Conference Program Committee reviews third draft of 'finalized' working schedule
Sept 20
  • Staff sends fourth draft of 'finalized' working schedule to include Conference Program Committee input to program planners.  
  • Planners continue to bird-dog speakers contracts and photos.
  • Planners continue to report conflicts as identified.
Sept. 21-28
  • Pre-Proofing meetings to spotlight missing data, time conflicts, etc.
Oct. 1
  • Final Deadline for program and meeting changes
  • Deadline for return of signed electronic speakers contracts (Contracts are required for all speakers including Texas librarians)
  • Deadline for a high resolution electronic photo 5 x 7 inches to allow for resizing. Speaker photos will be uploaded through the conference mobile app.  (Some photos will be featured in the print version of the program, but all photos received will be accessible in the conference mobile app.)
  • Deadline for Preconference Budget Form including registration rates.
  • Deadline for Catering requests: update the online Conference Event Form or contact Elise Walker.
  • Deadline for ticket prices for all ticketed events
 Oct 5-7
  •  Conference proofing party: Program Committee representatives and staff edit schedule for wording, audiences, tracks, etc.
Oct. 10
  • Mailing to Program Planners and Speakers that proofed document has been posted to TLA website for review and comments.
 Oct 10-23
  •  Planners review final draft for errors in scope notes, speaker names, etc.

Oct 24

  • Final deadline for responses to any Proofing Party changes

Nov 1-15

  • Staff prepare schedule for print

Nov. 16

  • Content due to TLA Communications office

Dec. 5

  • Final staff proofing of Texas Library Journal and conference schedule

Dec 10-11

  • Indexing
Dec 14
  • Files to printer
Dec 22
  •  TLJ Conference issue to print/mail
  2019  
Early March Event Arrangements Summary report that lists preliminary charges for equipment, catering, speaker hospitality, etc. will be mailed to Program Planners for review.
March  Deadline for any changes to Event Arrangements Summary information. Audio-Visual (AV) Equipment requested by this date will receive a 40% discount. (Equipment is included on the Conference Event Form)
April 15-18  Annual Conference, Austin, TX
Created on Jun 15, 2010 | Last updated July 23, 2018