ARCHIVED: Annual Meeting Review Special Committee

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Annual Meeting Review Special Committee Survey Results  

CHARGE: The Association's Annual Meeting and Conference is the primary opportunity for members to interact face to face, attend educational programming, meet with vendors, learn about new products and services, and attend committee meetings.

In 2006, two significant changes to the meeting were implemented. The Annual Meeting was shortened by one day by eliminating Wednesday. Special interest sections were permitted to run programs against programs selected by the Association's Annual Meeting Program Committee.

Three annual meetings have occurred since those changes. It is appropriate to take a look at the meeting to ensure that it meets the needs of the membership. At this time, the United States and global economies are severely depressed. Should attendance numbers in 2009 not reach expectations, the committee would need to consider what effect that might have for attendance in the future.

The Special Committee is charged with:

  • Researching trends in conference attendance for associations generally
  • Taking a comprehensive look at the structure of the Annual Meeting and AALL's need for a larger than usual number of meeting rooms to accommodate the numerous committees and small meetings. Address member's complaints about the number of conflicting meetings and solutions to ease these conflicts.
  • Taking a comprehensive look at the work of the Annual Meeting Local Arrangements Committee to determine the availability of volunteers, their level of satisfaction as committee members, and ways to improve the committee process.
  • Assessing educational programming by looking at program attendance and evaluations. Determine from evaluations if rejected programming topics might actually have been of interest. Evaluate the Annual Meeting Program Committee's single term appointment and if it is effective in the program selection process.
  • Assessing attendance at social events to determine AALL's effectiveness in marketing and generating interest for these events. Evaluate the future of some of these events in response to the decline in sponsorship dollars. Assess member's willingness to pay individually for events that were free in the past.
  • Analyzing the impact of the Meeting's location, including hotel and travel costs. Determine how members choose to attend and if it is influenced by interest in the variety of cities offered or if there would be more benefit to reducing the meeting locations to just a few select cities, using a rotation schedule.
  • Suggesting ways to improve the Annual Meeting by determining what features of the Meeting are most popular and appreciated, in an effort to provide value for members.

The Special Committee will prepare a preliminary report for the Spring 2010 Executive Board meeting, and a final report, with any suggested changes to the structure of the Annual Meeting, for the Summer 2010 Executive Board meeting.

SIZE: The Special Committee will consist of a Chair, and 5 members who will serve a one-year term beginning in July 2009. Ex-Officio members will be the chair of the 2010 Annual Meeting Program Committee and the chair of the 2009-2010 Continuing Professional Education Committee. A non-voting Executive Board liaison will be appointed. A staff liaison will be appointed, though it is likely that many staff members will be asked to assist.

RELATIONSHIP TO OTHER COMMITTEES/STRUCTURES: The Annual Meeting Program Committee and the Local Arrangements Committee are actively involved with planning programming, social events, and logistics for each Annual Meeting and each meeting has new, separate committees. The Continuing Professional Education Committee provides educational opportunities outside of the Annual Meeting and may take a more comprehensive look at educational opportunities. All committees and special interest sections meet during the Annual Meeting. Many chapters have meetings or receptions. The Special Committee may need to consult with leaders of these association entities to gather their perspectives on the Annual Meeting.