ARCHIVED: Roger H. Parent's Informal Notes - 6/29/2000

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June 29, 2000


Annual Fundraising

We have received a positive response again this year to our annual solicitation for corporate support of the Annual Meeting. A complete listing of donors appears in the 2000 Awards & Acknowledgments Brochure distributed to Annual Meeting registrants.

$95,200 was raised in 2000. Of this amount $21,500 was contributed to scholarships and grants; Lexis Publishing contributed $20,000 for a revision of the PLL Tool Kit on the Value of Law Libraries; and the balance of $53,700 was given to Annual Meeting events. The actual financial support of the Annual Meeting is considerably greater than this amount, because six receptions and other events, most notably the Opening Reception that costs in excess of $100,000, are paid directly by the vendors. Thus the actual value of those contributions is not reflected here.

As the Executive Board knows, LEXIS Publishing has been the most noteworthy contributor to AALL by sponsoring the Opening Reception, a Tool Kit revision, several scholarships including the endowed John Johnson LEXIS Publishing Memorial Scholarship, and numerous special events for AALL entities in Philadelphia. LEXIS Publishing has also pledged again sponsorship of the 2001 Opening Reception.

Research Fund: an Endowment Founded by LEXIS Publishing

On June 23rd the Finance & Budget Committee approved a pledge – pending ratification by the Executive Board in July - from LEXIS Publishing of $100,000 to establish a new Research Fund: an Endowment Founded by LEXIS Publishing. This represents an important milestone for the Association that has wanted to create such a Fund for many years.

This new Research Fund will be announced officially and very widely publicized at the Annual Meeting in Philadelphia and afterwards.

In making this large contribution to AALL, LEXIS Publishing has delegated to the Association and its members responsibility for defining both the scope and the procedures for conducting research activity that will benefit the membership.

Law.com To Manage AALL Store in Philadelphia

AALL and Law.com have formed a new partnership that promises to expand the scope and quality of publications in the AALL Store at the Annual Meeting in Philadelphia. Many registrants have welcomed the Store enthusiastically in the past few years since this idea was launched. Although the Store has not been a significant source of net revenue for the Association, it is an added benefit to members who want to purchase AALL and other publications during the Annual Meeting.

The Store and the four large Tech Centers that are used for in-depth product demonstrations are intended to attract and keep members interested in the exhibits.

This year, Law.com has agreed to provide for sale a limited number of selected publications from all exhibitors who wish to participate in the Store. In addition Law.com will provide an inventory of popular legal fiction titles; these titles were added to the Store's inventory for the first time last year and the idea was popular with registrants and buyers. Law.com will pay AALL a 20% royalty on all sales. As is customary, Law.com will also include AALL and Chapter publications in the Store.

Law.com is a unique partner on the Store because it already handles the publications from many AALL exhibitors and it is organized to handle orders, fulfillment and sales.

Law.com Will Provide Daily Reporting of the Annual Meeting

For the first time in Philadelphia, Law.com will send a "reporter" to cover programs and events at the Annual Meeting. These reports will be added daily to their website and thus will provide substantially increased visibility about the Annual Meeting to an audience that is not customarily reached by AALL.

Upgrades to AALLNET / Marketplace

The new AALLNET Marketplace was launched on June 1st. The Marketplace contains 14 primary categories and 78 subcategories of products and services provided by publishers and other vendors. Staff is grateful to the AALLNET Advisory Committee that was exceedingly helpful in creating the list of categories.

Members and buyers may also search by keyword the entire site and all vendor descriptions. The Marketplace provides for three "levels" of vendor presence on the site.

We have received a positive response again this year to our annual solicitation for corporate support of the Annual Meeting. A complete listing of donors appears in the 2000 Awards & Acknowledgments Brochure distributed to Annual Meeting registrants.$95,200 was raised in 2000. Of this amount $21,500 was contributed to scholarships and grants; Lexis Publishing contributed $20,000 for a revision of the PLL Tool Kit on the Value of Law Libraries; and the balance of $53,700 was given to Annual Meeting events. The actual financial support of the Annual Meeting is considerably greater than this amount, because six receptions and other events, most notably the Opening Reception that costs in excess of $100,000, are paid directly by the vendors. Thus the actual value of those contributions is not reflected here.As the Executive Board knows, LEXIS Publishing has been the most noteworthy contributor to AALL by sponsoring the Opening Reception, a Tool Kit revision, several scholarships including the endowed John Johnson LEXIS Publishing Memorial Scholarship, and numerous special events for AALL entities in Philadelphia. LEXIS Publishing has also pledged again sponsorship of the 2001 Opening Reception.On June 23rd the Finance & Budget Committee approved a pledge – pending ratification by the Executive Board in July - from LEXIS Publishing of $100,000 to establish a new Research Fund: an Endowment Founded by LEXIS Publishing. This represents an important milestone for the Association that has wanted to create such a Fund for many years.This new Research Fund will be announced officially and very widely publicized at the Annual Meeting in Philadelphia and afterwards.In making this large contribution to AALL, LEXIS Publishing has delegated to the Association and its members responsibility for defining both the scope and the procedures for conducting research activity that will benefit the membership.AALL and Law.com have formed a new partnership that promises to expand the scope and quality of publications in the AALL Store at the Annual Meeting in Philadelphia. Many registrants have welcomed the Store enthusiastically in the past few years since this idea was launched. Although the Store has not been a significant source of net revenue for the Association, it is an added benefit to members who want to purchase AALL and other publications during the Annual Meeting.The Store and the four large Tech Centers that are used for in-depth product demonstrations are intended to attract and keep members interested in the exhibits.This year, Law.com has agreed to provide for sale a limited number of selected publications from all exhibitors who wish to participate in the Store. In addition Law.com will provide an inventory of popular legal fiction titles; these titles were added to the Store's inventory for the first time last year and the idea was popular with registrants and buyers. Law.com will pay AALL a 20% royalty on all sales. As is customary, Law.com will also include AALL and Chapter publications in the Store.Law.com is a unique partner on the Store because it already handles the publications from many AALL exhibitors and it is organized to handle orders, fulfillment and sales.For the first time in Philadelphia, Law.com will send a "reporter" to cover programs and events at the Annual Meeting. These reports will be added daily to their website and thus will provide substantially increased visibility about the Annual Meeting to an audience that is not customarily reached by AALL.The new AALLNET Marketplace was launched on June 1st. The Marketplace contains 14 primary categories and 78 subcategories of products and services provided by publishers and other vendors. Staff is grateful to the AALLNET Advisory Committee that was exceedingly helpful in creating the list of categories.Members and buyers may also search by keyword the entire site and all vendor descriptions. The Marketplace provides for three "levels" of vendor presence on the site.We have received a positive response again this year to our annual solicitation for corporate support of the Annual Meeting. A complete listing of donors appears in the 2000 Awards & Acknowledgments Brochure distributed to Annual Meeting registrants.$95,200 was raised in 2000. Of this amount $21,500 was contributed to scholarships and grants; Lexis Publishing contributed $20,000 for a revision of the PLL Tool Kit on the Value of Law Libraries; and the balance of $53,700 was given to Annual Meeting events. The actual financial support of the Annual Meeting is considerably greater than this amount, because six receptions and other events, most notably the Opening Reception that costs in excess of $100,000, are paid directly by the vendors. Thus the actual value of those contributions is not reflected here.As the Executive Board knows, LEXIS Publishing has been the most noteworthy contributor to AALL by sponsoring the Opening Reception, a Tool Kit revision, several scholarships including the endowed John Johnson LEXIS Publishing Memorial Scholarship, and numerous special events for AALL entities in Philadelphia. LEXIS Publishing has also pledged again sponsorship of the 2001 Opening Reception.On June 23rd the Finance & Budget Committee approved a pledge – pending ratification by the Executive Board in July - from LEXIS Publishing of $100,000 to establish a new Research Fund: an Endowment Founded by LEXIS Publishing. This represents an important milestone for the Association that has wanted to create such a Fund for many years.This new Research Fund will be announced officially and very widely publicized at the Annual Meeting in Philadelphia and afterwards.In making this large contribution to AALL, LEXIS Publishing has delegated to the Association and its members responsibility for defining both the scope and the procedures for conducting research activity that will benefit the membership.AALL and Law.com have formed a new partnership that promises to expand the scope and quality of publications in the AALL Store at the Annual Meeting in Philadelphia. Many registrants have welcomed the Store enthusiastically in the past few years since this idea was launched. Although the Store has not been a significant source of net revenue for the Association, it is an added benefit to members who want to purchase AALL and other publications during the Annual Meeting.The Store and the four large Tech Centers that are used for in-depth product demonstrations are intended to attract and keep members interested in the exhibits.This year, Law.com has agreed to provide for sale a limited number of selected publications from all exhibitors who wish to participate in the Store. In addition Law.com will provide an inventory of popular legal fiction titles; these titles were added to the Store's inventory for the first time last year and the idea was popular with registrants and buyers. Law.com will pay AALL a 20% royalty on all sales. As is customary, Law.com will also include AALL and Chapter publications in the Store.Law.com is a unique partner on the Store because it already handles the publications from many AALL exhibitors and it is organized to handle orders, fulfillment and sales.For the first time in Philadelphia, Law.com will send a "reporter" to cover programs and events at the Annual Meeting. These reports will be added daily to their website and thus will provide substantially increased visibility about the Annual Meeting to an audience that is not customarily reached by AALL.The new AALLNET Marketplace was launched on June 1st. The Marketplace contains 14 primary categories and 78 subcategories of products and services provided by publishers and other vendors. Staff is grateful to the AALLNET Advisory Committee that was exceedingly helpful in creating the list of categories.Members and buyers may also search by keyword the entire site and all vendor descriptions. The Marketplace provides for three "levels" of vendor presence on the site.
  1. A basic short-listing at no cost. This basic listing is intended to attract vendors who may be unfamiliar with the law library market and want to "try out" the site and AALL. All 2000 Annual Meeting exhibitors were given a free basic listing on the site.
  2. An extended listing of up to 200 words and a link to the vendors website.
  3. And banner advertising. Staff is maintaining statistics on usage of the Marketplace for future marketing to potential advertisers.

AALL has signed a one-year licensing agreement with Market4Site, the software designer.

Registration Outsourcing

Convention Data Services did an excellent job processing the more than 1700 pre-registrations for the Annual Meeting. CDS provided our members with timely registration processing and as expected they greatly aided our staff during the annual "crunch time'' before the Annual Meeting when staff is also processing dues renewals.

Those who are pre-registered will pick up their badge holder, lanyard, ribbons and conference materials at the registration desk that will be staffed by two CDS representatives.

All badges will be electronically coded with contact information about each registrant. Exhibitors can scan these badges to track leads and exhibit hall traffic. This practice has become an industry standard at many conventions.

LEXIS Publishing contributed $10,000 to place advertising on the envelope that was used to mail registration confirmations and badges. As staff reported at the Executive Board meeting in April, badges for registrants will carry the tagline: "AALL Thanks LEXIS Publishing Proud Sponsor of the Opening Reception". The final language of this acknowledgment was written in consultation with President Margie Axtmann and LEXIS Publishing.

Dues Processing

For the 1st time this year, staff was able to process membership renewals on such a timely basis that there were only negligible backlogs at any time. For the 1st time staff will mail the second notices on July 3rd, at least 2 months earlier than in the past. This timeliness aids in cash flow, of course, and it also fulfills one of the recommendations in the Helen Little Report that urged more timeliness in handling dues renewals and processing. As of June 23rd, 62.6% of the 2952 membership invoices had been received and processed.

AALL's Membership Coordinator Rachel Shaevel deserves much credit for this success and for the extra effort and attention that she has given to this crucial task this year.

Marketing & Promotion: Membership & the Annual Meeting

As we reported in April 2000, marketing remains a top priority this year. Marketing Consultant Mary McNulty has provided excellent support to AALL and she has substantially increased the promotion of AALL products, programs and services. Mary handles all marketing for AALL on an independent contractor basis.

  1. Annual Meeting
    We promoted attendance at the Annual Meeting to members and non-members in a variety of ways, including several broadcast e-mails announcing special events and programs in Philadelphia; and through several special mailings that extended a $50 discount to non-members.

    In March Mary designed a "Discount Flyer" for Chapter members, SLA, and ALA members who are not AALL members. This is the second year that AALL has offered a $50 discount to first-time attendees. This flyer was distributed at Spring Chapter meetings and was mailed in April to all Chapter Presidents with a personalized letter from AALL President Margie Axtmann and AMPSC Chair Anne Matthewman. The flyer was sent to 2500 members of other library associations. These special promotions have had a disappointing response again this year. As of June 25, 2000 only 8 non-members have taken advantage of this special offer. This response rate, similar to last year, does not warrant the costs for printing, purchasing mail lists, and postage associated with the promotion.
  2. Membership
    In order to raise awareness and promote the "opening" of the AALL membership, and encourage institutions to add new members who would not have been eligible in the past, Mary McNulty created a "First Year Free" offer and flyer that was mailed to all library directors. We offered directors one additional free membership for a first-time member, if they paid their dues on or before July 15th. This special offer encouraged directors to pay their dues earlier than in the past. Many institutions wait until the fall to pay their dues thus creating extra work for staff, which must prepare multiple reminder notices, and - in too many instances - personally call directors about their late dues payments.

    As of July 26th, 250 discount coupons have been mailed to directors who paid their dues before the deadline, and 15 directors have added a new member from the library.