TIMELINE FOR SPEAKERS

Transcription

1 ONTARIO LIBRARY ASSOCIATION SUPER C ONF E R ENC E Januar y 28-31, 2015 METRO TORONTO CONVENTION CENTRE WELCOME TO OLA SUPER CONFERENCE 2015 Super Conference plays host to some of the country s and the world s leading speakers within the library world and beyond. We are pleased to welcome you as a speaker at our next conference, January 28 to 31, CONTACTING US Your first point of contact is the planner who is arranging your session. You are also welcome to contact Super Conference Coordinator Michelle Arbuckle (marbuckle@accessola.com) or the OLA office: info@accessola.com phone: in the Toronto area long distance toll free TIMELINE FOR SPEAKERS June 15 - July 15 Now - August 8 October 10 November 3 November - December December 12 January January 24 January February 3-14 Read speaker information package Contact your planner to clarify outstanding questions Complete speaker contract: bit.ly/sc15contract Submit high-resolution digital photo to ontariolibrary@gmail.com Subject line: SC Photo Lastname, e.g. SC Photo Kerr Name your photo Lastname_Firstname, e.g. Kerr_Liz.jpeg Send session updates/changes to your planner Conference program is posted online Find your session and proofread Send changes to your planner. Changes will be made online and in the final program distributed at the conference Online registration opens Each speaker must register. You will receive a speaker code from your planner Your session convenor will establish contact with you There will be a virtual meeting for speakers to assist in the preparation of your session. Details will be ed Final opportunity to make changes to your session (speakers, description, AV, room set-up, etc.) Your convenor will provide room number and expected audience number Send e-copy of your presentation or a single page outline for the audience to follow to marbuckle@accessola.com Super Conference Send expenses with original receipts to OLA Office

2 COMPLETING THE SPEAKER CONTRACT Once a proposal has been accepted by the Planning Committee, your next step is to complete the online speaker contract and a digital photo. If a session has multiple speakers, each one must submit a contract. Only one contract and photo is required per speaker, regardless of the number of sessions you speak in. The contract is on the conference website: accessola.com/superconference, left menu under For Speakers. a) Session tracking number When you receive your acceptance , your planner will give you a number to put into the contract. This is a tracking number to be used in all communication until the schedule is done and the program number is assigned in September. b) Brief biography One to two sentences is sufficient at this time. The information may be used in marketing materials produced to promote the conference. Your session convenor will request a longer bio to use when introducing the session at the conference. c) Additional speakers Normally there is a limit of three speakers per session. Each speaker is asked to complete a separate contract and his/her digital photo. d) Room set-up The standard set-up is theatre-style seating, head table with sufficient chairs for speakers, and a podium with microphone. If you require a different set-up, please indicate in the speaker contract and someone will be in touch to discuss your requirements. e) Audio-visual The standard set-up includes a screen, a data projector and VGA cable, and podium with microphone (except in small rooms). If you have other requirements i.e. flip chart with markers, sound board, etc., please indicate in the speaker contract. General notes: One to two table microphones can be provided for panel sessions. You may wish to bring small portable speakers with your computer for smaller audience sizes. Due to cost, lavaliere microphones are normally limited to plenary and spotlight sessions. Other lavaliere requests require an explanation about their planned use before the necessary budget can be allotted. Please discuss this with your planner. f ) Computers Please note that OLA does NOT provide computers for regular sessions. g) Internet/WiFi Due to high cost, access is available in certain spaces only. We recommend where possible that you use alternative strategies that do not require internet access. However, if you decide access is essential, please note this on your contract, and we will do our best to provide it, or contact you to explore options. DIGITAL PHOTO Your digital photo must be ed separately, but needs to be done at the same time as the contract in order to be incorporated into the print and web marketing. The image must be high quality i.e. 300 dpi.

3 When ing your photo, please include the subject line as SC Photo Lastname, e.g. SC Photo Kerr, and name your photo as Lastname_Firstname, e.g. Kerr_Liz.jpeg. to SESSION TAPING With the increasing need and desire to offer continuing education through virtual platforms, you may be invited to participate in virtual programming. You would be contacted well in advance of the conference if the planning committee would like to audio and/or video tape your session. COMPLETING THE CONFERENCE REGISTRATION AS A SPEAKER Online registration opens on or about November 3, Each speaker will receive a speaker welcome letter with instructions for registering. Please contact your planner or the OLA office if you have questions or concerns. There is a special category for speakers, and special discounted rates. Social events are included in full registration. We hope you can join us for the full Super Conference experience! Please note: Even if you are only coming on your speaking day, you need to register! Registration generates the badges and tickets for social events. All speaker badges are picked up on site at the conference in the Speakers Reception Centre (not mailed in advance). HONORARIA AND EXPENSE COVERAGE OLA is a non-profit member association and can offer only modest coverage. The majority of speakers are members of the library information community in Ontario and Canada. The discounted conference fees express appreciation for contributing to the success of the program for colleagues. The exceptions to the foregoing are noted below: a) Plenary and Spotlight speakers Honorarium, travel, one to two nights accommodation and some meal reimbursement. Arrangements are made with the conference planner prior to signing the contract. Note: For honoraria over $499 CAD, OLA is required to obtain Speaker s SIN and issue a T4A at income tax time. b) Session speakers external to the library community: Modest funding available for travel and one night of accommodation. Arrangements are discussed with the conference planner when the session proposal is accepted. External speakers are individuals who do not work in or closely with libraries, so do not set policy for them, nor earn their livelihood from doing business with them. c) Session speakers internal to the library community, but attending from outside Ontario: Modest support available (a single session is limited to one internal speaker from outside Ontario, or if there are more, they share the coverage allowable for one person). Arrangements are made with the conference planner at the time proposal is accepted. Speakers in this category include staff and trustees in public libraries, college and university libraries, school and special libraries, as well as consultants and individuals who earn their living doing business with libraries. d) Session Speakers Internal to the Library Community Within Ontario: Parking to a maximum of $20.00 may be claimed. Please note: Speakers make their own travel and accommodation arrangements. Expense claim forms are available in the

4 Speakers Reception Centre and on the OLA website for submission of claims, accompanied with original receipts following the conference. Travel: includes economy ticketing - air, train, bus; parking at originating terminal, transfers to and from conference hotel in Toronto. Mileage is paid at 43 cents per kilometer but should not exceed other forms of travel. For example, bus or train to Toronto from Quebec City would be more economical than driving cost. ACCOMMODATIONS OLA has accounts at the following hotels. Speakers make their own reservations and approved coverage will be transferred to the OLA master account at the time of the conference. Intercontinental Hotel Toronto Centre: 225 Front St. West; or ; request the OLA Conference rate Renaissance Hotel At The Rogers Centre: One Blue Jays Way; or ; request the OLA Conference rate Fairmont Royal York Hotel: 100 Front Street West; ; request the OLA Conference rate Strathcona Hotel: 60 York Street: or ; request the OLA Conference rate Check the OLA conference website for updates: accessola.com/superconference. YOUR SESSION CONVENOR Each session in the program has a convenor assigned to assist the speaker with the final details that go into ensuring a successful experience for both the speaker(s) and the audience. Your convenor will contact you in late November or early December, and will assist with the following: review the room set-up and AV details request a biography to use when introducing your session answer any questions you may have arrange a place to meet you prior to your session At the conference, the convenor will: help set up for the session seek AV help if required ensure the session starts and finishes on time introduce and thank the speaker(s) help speakers pack up materials and equipment at the end of the session Because the room is likely needed immediately afterward for another workshop, be sure to end the session at the scheduled time. If tables and/or chairs have been moved, it is important that the room be returned to its original configuration. The convenor will assist to do this. PREPARING YOUR SESSION Delegates attend the conference to build knowledge and expertise. Thoughtful design and development of the teaching-learning experience optimizes effective, engaging presentations. The conference committee is preparing a tips sheet which will be posted on web under For Speakers in late fall. A webinar is also being planned for speakers and details will be on the website under For Speakers.

5 ESTIMATED SIZE OF YOUR SESSION When delegates register for the conference, they indicate which sessions they will likely attend. OLA extracts the numbers before the conference and uses these numbers and the trends to estimate the size of the audience. Rooms are allocated based on the numbers and trends. Your session convenor will provide the estimated audience size about two weeks prior to the conference. In most cases, the estimates approximate the final numbers. However, should your room reach capacity, your convenor is obliged to close the session. If the estimated audience is quite low, you may be contacted in mid-january to see if you would prefer to cancel your session. If this happens, your registration at the speaker rates will be honoured. HANDOUTS AND PHOTOCOPYING If possible, OLA prefers to post session handouts in the week prior to the conference so that delegates can download to have available during the session at the conference. to If the full handout is not ready prior to the conference, it can be sent directly afterward for posting. Another approach might be to send a summary or outline for posting prior to conference and follow-up after the conference with the full set of materials. If photocopies of activity sheets are required, please bring them with you. There is no facility for photocopying on site. SPEAKERS RECEPTION CENTRE The Speakers Reception Centre is set-up for your use on your speaking day. It is located in Room 205C in the hall behind the Front Street lobby registration at the Metro Toronto Convention Centre. You will be able to: Pick up your badge, tickets, and conference package Check your coat Store your equipment Find a space to work Check your (Internet access is provided) Have a comfortable chair in which to relax and pull your thoughts together Enjoy a coffee or soft drink and chat An OLA staff member is always in the Speakers Reception Centre to answer your questions. Your convenor may arrange to meet you here and accompany you to the session space. CONFERENCE CENTRAL CONTROL The central control for conference logistics is in the OLA on-site office, Room 205A (next door to the Speakers Reception Centre). Jefferson Gilbert, Conference Business Manager, is in continuous contact with the full-time staff hired to manage all aspects of the conference. Your convenor will normally be the go-between. However, if you cannot locate your convenor, go to Room 205A. SESSION EVALUATIONS We encourage delegates to fill out the online evaluation form after each session. The results are used to help determine future topics and programs in the year-round virtual Education Institute, at next year s Super Conference, and in other OLA education events. You are welcome to ask your convenor to provide you with information about your session, which is available two to three weeks after the conference.

6 YOUR RESOURCES ON THE WEBSITE If it wasn t possible to post your full set of presentation materials prior to Super Conference, delegates will be watching for them directly after the conference is over. Please send your files by to marbuckle@accessola.com. If you wish to mount your materials on your own website, we can post the link on the conference site. CLAIMING YOUR EXPENSES We thank you for your financial considerations in undertaking your session for Super Conference. The professional commitment of all our speakers and organizers is not taken for granted. Without it, a conference of this magnitude and quality could not be mounted for the collective benefit of our profession. Approved expenses should be documented on the Super Conference Speakers Expense Claim Form and mailed to the OLA office along with the original receipts. There are paper copies of the Expense Claim Form in the Speakers Reception Centre. It can also be downloaded from the Super Conference website under For Speakers in the left menu: accessola.com/superconference. Forms and receipts must be received at the OLA office by February 14, Original expense receipts is a requirement of the OLA auditors.