Information for Program Speakers

We Couldn’t Do This Without You

Thank you for agreeing to speak at the American Association of Law Libraries 115th Annual Meeting & Conference in Denver, July 16-19, 2022. We welcome your expertise and want to make your participation in the Annual Meeting & Conference successful. Here you’ll find important information that will assist you in preparing and delivering your presentation. Read on to learn about the audience you will be addressing, what to expect, and what is expected of conference speakers. The Annual Meeting Program Committee thanks you for participating in the Annual Meeting & Conference. Do not hesitate to contact the AMPC chair or any AMPC member, AALL staff, or your program coordinator with any issues or concerns. Your own successful experience will translate directly into a successful experience for our attendees.

We’re Here to Help

The AMPC

The Annual Meeting Program Committee (AMPC) is responsible for the educational programming at the AALL Annual Meeting & Conference. They advise AALL members in the development of educational program proposals, select the programs for presentation at the Annual Meeting, and serve as liaisons to coordinators of accepted programs and preconference workshops. They are also available to speakers if there are problems, concerns, or issues that need to be resolved. AMPC members come from a variety of backgrounds, representing the various constituencies of AALL, and work as a team to ensure that the educational programming as a whole meets the needs of the membership. Please contact any member of the AMPC should you have any questions or need any additional information.

Your program coordinator

Your program’s coordinator is your link to the AMPC and AALL. If you have questions or problems, please contact them. If the program coordinator does not have the answers to your questions, or if you cannot reach your coordinator for some reason, please contact Heidi Letzmann (312.205.8014).

Important Deadlines

Many administrative details need to be completed prior to your presentation in New Orleans to help make this experience pleasant and successful for everyone.

Speaking Commitment & Copyright Agreement

All program participants (speakers, moderators, and coordinators) must submit this form (even if there are no handouts). If you decline to allow the Association to audio-record your presentation and publish your handouts, there is an option to indicate this on the form. It is very important that this form be completed by June 15. A completed agreement must be on file for all program participants.

Supplemental Materials

Adult education takes place on many different levels, so it can be very valuable to provide attendees with written material to accompany your presentation. If you plan to do a PowerPoint presentation, please use the AALL conference template and note that all presentation files (e.g. PowerPoint slides) must be provided in advance to AALL by your program’s coordinator by June 27. These files will be preloaded onto the in-room laptop available for your program. Contact Heidi Letzmann (312.205.8014) if you have formatting questions.

If you have other supplemental materials (including articles, bibliographies, etc.), you may upload these directly to your online presenter profile, part of our conference app; attendees will be able to access those materials directly.

Presentation Equipment and Room Setup

Presentation equipment/technology is ordered through AALL headquarters. The following will be automatically provided in all program rooms for presenters:

  • one AALL-provided laptop (with standard presentation software)
  • one remote slide advancer
  • VGA connection-enabled LCD projector and screen
  • one podium microphone
  • additional wireless handheld microphones (to share between panelists)
  • aisle microphones (for audience use during Q&A)

Speakers should plan to share equipment, including the AALL-provided laptop, for smooth transitions between presentations. Please note: Internet will not be available in the program rooms, so please plan accordingly:

  • All presentation files will need to be provided to AALL by your program’s coordinator in advance by June 27 for preloading onto the AALL-provided laptop in the room.
  • Any video files you plan to play during your program will need to be provided and preloaded in advance as well.
  • If any website navigation or demonstration will be part of your program, plan to incorporate screen captures into your presentation file.

Rooms Sets

Educational program rooms are used for multiple sessions throughout the day. For this reason, the room is set up to accommodate the maximum number of people. Audience seating in all program rooms will be configured in one of three formats:

  • Theater style (rows of chairs) – Rooms 304 & 401+402
  • Banquet style (roundtable seating)– Rooms 301-303, 403+404, 502-504, 505-507
  • Classroom style (desktop tables) – Room 405-407

Program room assignments are made based on the setups indicated in the original program proposals – you can find your program’s room here. All program rooms will feature a platform riser with a podium and four chairs (set in a “talk show” style semicircle with a low table). A panelists’ head table is no longer part of the standard room setup.

About AALL

We believe that people need timely access to relevant legal information to make sound legal arguments and wise legal decisions. Our members are legal information experts—problem solvers of the highest order. Every day we connect members with one another and passionately champion the value of their roles because, when we do, it makes our whole legal system stronger.

AALL has approximately 4,000 members working in the full spectrum of legal, information, and library communities. Because of this diverse membership, it is important to understand and identify the particular audience that you will address. Here are some demographics you might find useful.

Organizational Demographics

  • 37% of AALL members work in academic (law school) settings; 33% work in private (law firm) settings, and 11% work in court or government libraries.
  • More than 40% of AALL members have job titles that indicate some management responsibilities (such as Director, Dean, Associate, CIO, Solo Librarian, Department Head, etc.).
  • The average of firm librarian works with more than 100 attorneys. The average of law school librarian works with more than 700 law students.

Personal Demographics (based on a recent survey)

  • 48% have more than 16 years of library experience.
  • Majority (64%) is in mid-career age range (31-55).
  • More than three-fourths are female.
  • 91% have an MLS/MLIS degree; 41% have a JD (or equivalent) degree.

Conference Overview

AALL 2022 will celebrate the innovators within the legal information profession and highlight the skills, talents, and attributes that provide added value and meaning for their organizations. A wide variety of programs designed to empower an evolving profession will be presented over the course of three days in the following content areas comprising AALL’s Body of Knowledge:

  • Professionalism + Leadership at Every Level
  • Research + Analysis
  • Information Management
  • Teaching + Training
  • Marketing + Outreach
  • Management + Business Acumen

There will also be several preconference workshops and an opening general session featuring a keynote speaker.

Who attends the Annual Meeting?

(based on recent attendee surveys)

  • 53% are from law schools; 25% from law firms; 16% from state, court, county, or federal libraries.
  • Most AALL members report that their employers pay their conference registration and related expenses.
  • Membership attendance at the Annual Meeting is high—42% of the AALL membership attends every year, 16% every other year.

What do Annual Meeting program attendees want?

The Annual Meeting is consistently ranked as the most valuable service to AALL members, and as a top educational resource. Unless you have been told that the program for which you are speaking is geared specifically toward beginning law librarians, and depending, of course, on your topic, the majority of our members are looking for:

  • In-depth coverage of the material
  • Good, strong programming with practical application to their day-to-day jobs
  • Since the majority of members receive funding from their institution to attend the Annual Meeting, employers are also looking for concrete ways in which the programming will contribute to their librarian’s ability to do his or her job.

Preparing for Your Program

In addition to the information below, you are strongly encouraged to review our guidelines for Delivering a Better Learning Experience. All program coordinators are expected to conduct a virtual dry run of the program with their panelists/presenters in advance of the conference. Members of the AMPC will provide support and feedback for these practice sessions.

Defining the Topic

You have been asked to speak on a particular topic because you have demonstrated knowledge or expertise in that particular subject area. The challenge in any presentation is to define the topic properly to ensure that it meets a perceived need and that it can be dealt with in the allotted amount of time. Discuss the program’s content with your coordinator and fellow speakers, and ask the following questions:

  • Who is the audience? In what types of environments do they work and how will this presentation help them in that environment?
  • What has been the audience’s previous exposure to this topic? Are they up to date on the latest issues? What does the audience hope to hear in the presentation?
  • Given the amount of time set aside for this program, how can you and your fellow panelists use it most effectively?
  • What written materials or audiovisual materials will help present this information more effectively?  If you are uncertain of the answers to these questions, consult your program coordinator. He or she might be able to give you a better idea of who your audience will be for the particular topic.

Takeaways

Imagine your program as a road trip. What’s the attendees’ final destination? What practical, relevant, and applicable solutions or tools will you deliver to them? Those would be the takeaways, and they’re what most learners use to decide whether they’ll attend a program. By choosing to attend your program, they are investing time and resources, and they expect a healthy return on that investment.

Specific learner takeaways are part of your program’s description. Takeaways specify what program attendees should know or be able to do as a result of the learning activity. Please keep these in mind as you prepare your presentation.

Adult Learning Styles

Once you have a clear understanding of your program’s takeaways, you need to think about the best ways to deliver them, and that involves understanding how adults learn.

Andragogy as a study of adult learning originated in Europe in the 1950s and was then pioneered as a theory and model of adult learning from the 1970s by Malcolm Knowles (an American practitioner and theorist of adult education who defined andragogy as “the art and science of helping adults learn”). Speakers are strongly encouraged to review the six principles of adult learning as identified by Knowles, within the context of association learning.

Working with Other Panelists or Presenters

If you are working with other panelists or presenters, please be in contact with them early in the planning process to identify the various components of your presentation and to avoid duplication of material covered. Be sure to include your program coordinator in all of these discussions. Remember to check in with each other frequently as you prepare. It also is valuable to share copies of any written materials. Your program coordinator can share the names of the other speakers on the program.

Housing and Travel

In accordance with AALL policy, complimentary housing and/or travel can be provided for nonmembers of AALL who are speaking on AMPC-selected programs at the Annual Meeting, when these arrangements are requested by their program’s coordinator. These speakers will receive detailed information from AALL in the spring.

The aforementioned speakers will receive housing at one of the conference hotels for one night (unless speaking schedules or available flights/trains necessitate an extra night). Nonmember speakers are assigned to conference hotels based upon the availability of rooms and will receive a hotel confirmation closer to the conference. Room and tax will be direct-billed to AALL’s master account. Upon check-in, be prepared to present a credit card to cover incidental charges. Incidental charges will be reimbursed according to the AALL Expense Reimbursement Policy and as requested and approved as part of the speaking commitment. Should a speaker book his/her accommodations separately, they will not be reimbursed by AALL.

Travel arrangements (when requested by the coordinator) may be reimbursed by AALL; these arrangements should be in conformity with AALL’s Expense Reimbursement Policy. Nonmember speakers will receive detailed instructions for making travel arrangements.

At the Annual Meeting

Here are some things to keep in mind about the Annual Meeting:

  • Nonmember speakers will automatically receive a complimentary single-day registration for the day of their program and should pick up their name badges at AALL’s onsite registration desk in the Colorado Convention Center. AALL member speakers should preregister and check in as usual. All speakers should pick up a yellow speaker ribbon at the registration desk, so that they may be so identified.
  • AV technicians will be available in your program room 30 minutes before your program’s start time to answer any questions, provide equipment assistance, etc.

After the Annual Meeting

Expense Reimbursement

Shortly after the Annual Meeting, nonmember speakers should submit any expense reimbursement requests to AALL Headquarters. They are due within 30 days of the conclusion of the Annual Meeting. Only expenses approved by AALL prior to the meeting and indicated on the Speaker Confirmation Forms (submitted by the program coordinator) will be reimbursed. Please remember that AALL members cannot be reimbursed for expenses, in accordance with the Association’s Expense Reimbursement Policy.

Evaluations

Finally, evaluation summaries may be requested after the meeting (usually available by September 1) by contacting AALL.