The name of this organization is the Military Librarians Division, Special Libraries Association.

The objectives of this Division are those of the Special Libraries Association: To provide an association of individuals and organizations having a professional, scientific, or technical interest in library and information science, especially as these are applied in the recording, retrieval, and dissemination of knowledge and information in areas such as the physical, biological, technical, and social sciences and the humanities; and to promote and improve the communication, dissemination, and use of such information and knowledge for the benefit of libraries or other educational organizations.

This Division brings together those members with mutual interests in military librarianship in order to provide a forum for the exchange of ideas and information on military librarianship; to conceive and carry out projects which will assist members in providing increased and improved services to military libraries; and to improve the professional advancement and importance of its members in the military community.

The official newsletter of the Division is THE MILITARY LIBRARIAN.

--Adapted from the Military Librarians Division June 1999 Bylaws.

Our earliest record of interest in forming an organization of military librarians was in 1944. Five years later, 28 Military Librarians met at a breakfast meeting during the SLA Conference in Los Angeles (1949) to discuss a formal organization. The initial steps toward a formal organization took place in 1952, spearheaded by librarians from the Military Service Academies. In 1953, a Military Library Institute was held in conjunction with the SLA Conference in Toronto, Canada. The Military Librarians Section of the Social Sciences Division, forerunner to MLD, was formed in 1953. The Military Librarians Division of the Special Libraries Association was created from the Social Sciences Division Military Libraries Section and met at the SLA Conference in Detroit in 1955.

• This information taken from "The Military Librarians Workshop: A Premier Gathering of Military Librarians, 1957-1999," by William A. Palmer, Jr. and with a postscript by Marcia Hanna, Ph.D. (June 2000)

Function:

The Military Librarians Division Executive Board shall have the authority to manage the Division’s property and to regulate and govern its affairs.

Duties:

1. To appoint the Nominating Committee and designate its chair.
2. To determine policies within the limits of the Association and Division bylaws.
3. To take actions it considers necessary to the objectives of the Division.
4. The designated service representatives on the Board to provide long range planning for the Military Librarians Workshop (MLW).
5. To provide policy guidelines for the Division newsletter, THE MILITARY LIBRARIAN.
6. To establish standing and special committees. The board shall delegate necessary functions and responsibilities to each committee. Committee chairs are required to submit annual reports. The Board shall abolish committees that do not serve a useful purpose. The term of office begins on July 1.

Reports:

Summaries of actions taken at Executive Board meetings shall be prepared by the secretary and distributed to board members.

Expenses:

(See notations for individual officers.)

Transition Checklists:

(See notations for individual officers.)

Examples:

Attach list of officer positions, letters nominating and describing volunteer duties, knowledges and skills involved and/or gained.

Example of acceptance letter(s).

Function:

The chair is the chief executive officer of the Military Librarians Division and, subject to the Executive Board, shall have general supervision and control over its affairs. The term of office is one year but is part of a three-year commitment to the Association.

Duties:

1. Appoints all committee chairs, except the Nominating Committee. (See executive board.)
2. Plans and presides at all business (including awards/business luncheon) and executive board meetings of the Division (at Annual SLA conferences, winter meetings, and MLWs).
3. Recommends to the Executive Board measures necessary for the effectiveness of the Division.
4. Signs all contracts and legal documents.
5. Signs checks drawn upon Division funds, when not signed by Treasurer.
6. Serves as ex officio member, without vote, of all committees except the Nominating Committee.
7. Represents the Division at Association winter meeting and annual conference. Attends conference planning and leadership development sessions. If unable to attend, chair appoints another member, preferably an officer, to represent the Division. The chair shall fully brief the appointee.
8. Develops the Division program(s) for the annual conference at which he or she is chair.
9. Represents the Division on standing committees of the Association Division Cabinet or as appointed by Division Cabinet Chair to serve on an ad hoc committee.
10. Provides long range planning for the Military Librarians Workshop (MLW).
11. Conducts site survey for MLW (with chair-elect).
12. Plans and conducts the Executive Board and awards/business meetings at the MLW.
13. Works with the MLW host, Executive Board, and selected contractor (if any) for MLW planning.
14. Reviews appropriate sections of the MLD Procedures Manual in February. Sends recommended changes to secretary.

Reports:

1. Prepares an annual report of the activities for the Association Division Cabinet Chair.
2. Prepares requests for action by the SLA Board or requests for supplemental funding, if necessary.
3. Assures the Treasurer submits a timely and audited financial statement to the Association Office. The Division allotment is dependent upon timely and acceptable financial accounting to the Association.
4. Arranges for transfer of files to successor or Archivist, as appropriate. At the end of operational year, all correspondence files more that one year old should be transferred to the Archives. (Exceptions should be made for those files that are necessary to maintain continuity, such as special projects, which have longevity greater than one year, as well as for ongoing publication activities, such as THE MILITARY LIBRARIAN.) All other correspondence and the MLD Procedures Manual should be transferred to the incoming chair.
5. Sends to the Association publications manager three copies of any publication prepared under the auspices of the Division. The copies are to be cited in Association publications and retained permanently in the Association archives.
6. Assures that sample copies Division publications are sent to the Association Office, in accordance with SLA guidelines.
7. Prepares regular columns for each issue of The Military Librarian and/or asks others to prepare columns to keep members informed.

Expenses:

The Division will provide financial support NTE $500.00 to help defray expenses at the SLA winter meeting, SLA annual conference, and/or Military Librarians Workshop, if the incumbent’s organization is unable to provide travel funds. The Executive Board may approve other expenses.

Transition Checklist:

1. All pertinent files and records not sent to Archives.
2. Paperwork on ongoing projects.
3. Division medallions and pins.
4. Gavel and MLD Banner - for display at annual conference and MLW.
5. Recommendations for vacant positions.
6. A copy of Bylaws, if necessary.
7. A copy of MLD Procedures Manual, if necessary.
8. Lessons learned.
* Board meetings should not conflict with major Conference events (usually on Sunday.)
* Board meetings should not conflict with Officer workshops or annual conference. (Officers should attend these sessions.)
* Board meetings at MLW should not be opposite (or day after) all-day Service meetings.
* Post conference lessons learned meetings should be electronic if possible if possible--so Officers do not have to stay extra days at conference.

Examples of:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office. SAMPLE Acceptance Letter

Volunteer duties, responsibilities, WIIFM.

Function:

The chair-elect serves as a member of the Executive Board and participates at the request of the chair in the general supervision of Division activities. The chair-elect may represent the Division upon the request of the chair and assumes the duties of chair in the event of the absence or withdrawal of the chair. The chair-elect succeeds to chair on July 1. The elected term of office is one year but is part of a three-year commitment to the Division and Association.

Appointments:

The chair-elect may begin appointment of chairs of all standing committees (except the Nominating Committee, which is appointed by the Executive Board, and the Auditor who is appointed by the Treasurer) before the annual business meeting at which the chair-elect becomes the chair. It is important to begin work with a director-at-large on program planning, as soon as the chair-elect becomes an officer, to allow for adequate planning. It is advisable to appoint the Membership Committee Chair well before the annual business meeting at which the chair-elect becomes chair. The Association will require a full roster of committee chairs by June 30.

Duties:

1. Attends all executive board meetings and presides in the absence of the chair.
2. Represents the Division, with the chair, at the Association winter meeting and annual conference. Attends conference planning and leadership development sessions. If unable to attend, appoints another division member, preferably an officer, to represent the chair-elect. In the event of a need for such an appointment, the chair-elect shall fully brief the appointee.
3. Participates as a member of the Strategic Planning Committee, in order to help set the direction of the division in future years. Monitors committee chair activity and encourages support of the strategic plan.
4. Assists the chair with any projects, policy planning, or other business affairs, as requested.
5. Assists in site survey for MLW (with chair.)
6. Reviews all officer, committee chair, and liaison position descriptions in the MLD Procedures Manual, by February. Sends recommended changes to the secretary.
7. Reviews all SLA and MLD timetables prior to taking the position of chair, to assure that committee chairs are meeting deadlines and that their planned activities support the MLD and SLA strategic plans.
8. May post notices calling for committee chairs and volunteers on the Division’s Web site, discussion list, and in THE MILITARY LIBRARIAN prior to the annual conference.

Reports:

1. Ensures that preliminary conference program plans are reported to the Association Conference Committee according to their timetable.
2. Reports conference plans, funding support, and other issues to the membership through The Military Librarian and other communication channels.
3. Arranges for the transfer of all pertinent files to the incoming chair-elect.
4. Prepares an annual report to the division chair upon request.
5. Sends to the Archivist all worthwhile papers of genuine historical importance accumulated during year of tenure, as described in Archives section.

Expenses:

The Division will provide financial support NTE $500.00 to help defray expenses at the SLA winter meeting, SLA annual conference, and/or Military Librarians Workshop, if the incumbent’s organization is unable to provide travel funds. The Executive Board may approve other expenses.

Transition Checklist:

1. All pertinent files and records not sent to Archives.
2. Paperwork on ongoing projects.
3. Recommendations for vacant positions.
4. A copy of Bylaws, if necessary.
5. A copy of MLD Procedures Manual, if necessary.
6. Lessons learned.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.
Sample letter (email)to Chair-elect nominee

Volunteer duties and responsibilities, WIIFM.

Function:

The immediate past chair serves in an advisory capacity as a member of the Executive Board.

The term of office is one year and is the last year of a three-year commitment to the Association.

Qualifications:

The immediate past chair has served as chair of the Division.

Appointments:

None.

Duties:

1. Serves the chair as called upon.
2. Serves on the Nominating Committee.
3. Reviews MLD Procedures Manual in February. Sends recommended changes to secretary.

Reports:

1. Submits an annual report to the Division Chair upon request.
2. Sends to the Division Archivist all worthwhile papers of genuine historical importance accumulated during year of tenure, as described in Archives section.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent’s organization. The Division will provide financial support NTE $500.00 to help defray expenses at the SLA winter meeting, SLA annual conference, and/or Military Librarians Workshop, if the incumbent’s organization is unable to provide travel funds. The Executive Board may approve other expenses.

Transition Checklist:

1. Names of persons contacted for possible leadership positions.
2. All pertinent files and records not sent to Archives.
3. Paperwork on ongoing projects.
4. Recommendations for vacant positions.
5. A copy of Bylaws, if necessary.
6. A copy of MLD Procedures Manual, if necessary.
7. Lessons learned.

Function:

The secretary records the minutes and official business of the Division at Executive Board and business meetings during the winter meeting, annual conference, and Military Librarians Workshop.

The elected term of office is two years.

Duties:

1. Requests address labels from the Association well in advance – may be able to download from Association website.
2. Prepares the ballot and accompanying biographical data using information provided by the Nominating Committee or other source.
3. Folds, stuffs (by hand or machine) – or hires a mailing service – and mails the ballots addressed to the membership together with a return envelope addressed to the secretary.

Reports:

1. Prepares an annual report to the chair upon request.
2. Submits approved minutes of the annual business meeting to the Division Cabinet Chair and Division's Executive Board.
3. Sends the Archivist a copy of the annual business meeting minutes and revised MLD Procedures Manual, as noted above, as well as all worthwhile papers of genuine historical importance accumulated during the year, as described in the Archives section.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent’s organization. The Division will provide financial support NTE $500.00 to help defray expenses at the SLA winter meeting, SLA annual conference, and/or Military Librarians Workshop, if the incumbent’s organization is unable to provide travel funds. The Executive Board may approve other expenses.

Transition Checklist:

1. File of current records.
2. Roster of officers with home and work contact information, as needed.
3. Mailing labels, if current.
4. MLD stationery.
5. Electronic or paper templates and/or forms.
6. Bylaws, if necessary and not available from Website.
7. MLD Procedures Manual in paper and electronic format.
8. Division laptop, if in possession of it.
9. Lessons learned, including notes on how to take minutes of meetings.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.

Function:

The Treasurer serves as a member of the Executive Board and maintains all financial records and prepares the annual financial statement, which must be audited. (See Auditor). All financial transactions are closed and reported as of December 31. The elected term of office is two years.

Duties:

1. Collects, deposits, and expends the funds for the Division as required and authorized by the Executive Board.
2. Keeps an accurate and detailed record of Division funds, to be able to report the financial condition of the Division whenever such a report is required by the Association and/or during Executive Board meetings. The account of Division funds is audited annually. (See Auditor) The annual financial statement must include the financial statement of THE MILITARY LIBRARIAN operations, which is provided to the treasurer by THE MILITARY LIBRARIAN editor. It must also include the funds of the Military Librarians Workshop, to be provided by the MLW Host or his/her designate.
3. Obtains proper receipt of all money expended.
4. Draws and signs checks for Division activities as approved by the chair. (Two signatures on checks are not required, but the account carries both treasurer and division chair as authorized to sign--either one.)
5. Furnishes the Chair and Executive Board guidance in the preparation of the annual budget. Each officer and committee chair should submit budget requests to the treasurer by October 31.
6. The treasurer compiles the budget and presents it to the Executive Board prior to the winter meeting.
7. In January, provides the Auditor with the annual financial statement for the previous calendar year for certification.
8. Provides the annual financial statement in THE MILITARY LIBRARIAN, preferably in the next issue.
9. In June, provides a report of the Division financial status as of May 31, and presents a summary of finances at the annual business meeting.
10. Handles budget requirements and makes payment for Division Workshop (MLW) activities.
11. Reviews the appropriate sections of the MLD Procedures Manual annually in February and sends recommended changes to secretary.

Expenses:

The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent’s organization. The Division will provide financial support NTE $500.00 to help defray expenses at the SLA winter meeting, SLA annual conference, and/or Military Librarians Workshop, if the incumbent’s organization is unable to provide travel funds. The Executive Board may approve other expenses.

Transition Checklist:

1. Bank information and checkbook(s).
2. Disk(s) with SLA approved financial accounting/reporting (i.e., Quicken) software reports and reporting structure.
3. Copies of last two treasurer's reports, in paper and in electronic format.
4. Any unpaid receipts attached to name/address of individual to receive reimbursement.
5. A list of expected payments or outstanding expenses along with a list of names - who will get paid or send payment - and approximate amount(s) to expect in receipts or receivables.
6. Division laptop, if in possession of it.
7. Current SLA approved financial accounting/reporting software.
8. Paper and/or electronic forms and/or templates.
9. Lessons learned, including any shortcut sheets on above-mentioned software.
10. A copy of Bylaws and MLD Procedures Manual, if necessary and not available from Website.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.

General Information

1. Current Operating Fund. The Division has an operating fund and an SLA Pooled Fund account. Current allotments may be assigned to either depending upon current financial status of Division and anticipated needs for funds. Current operating expenses may be paid from either Division checking account or SLA Pooled Fund. The SLA Pooled Fund requires at least 24 hours for withdrawals. Normal charges against Division finances include bulletin expenses, MLW, winter meeting and/or annual conference travel costs, conference program costs, election and ballot costs (rarely), awards expenses, etc.
2. The Division has a separate Workshop Fund.
3. All funds must be deposited to a bank account of the Division as promptly as possible. Each deposit must be identified by source. The Division may have a checking account, SLA Pooled Fund account, and/or a savings account. Treasurer should determine the most economical method of paying bills. Be aware of bank charges for minimum balances in accounts, withdrawal or check costs, etc.
4. To avoid currency exchange problems, it is advisable that the accounts be in banks in the U.S., rather than in Canada. A bank may require the adoption of Bank Resolutions by the Division’s Executive Board. There must always be alternate check signatories designated, in case of illness or the like. All bank accounts must be in the name of the Division (Special Libraries Association, Military Librarians Division) and not in the name of an individual. For tax purposes, the Association name comes first.
5. A simplified, single-entry bookkeeping system has proven sufficient for most SLA Divisions.
6. Division financial accounts must be maintained in the Association approved financial software.
7. An invoice, receipt, or other formal justifying document must authenticate any expenditure.

Bank Accounts

1. The Division checking and savings accounts are at Commerce Bank at Moorestown, NJ, and the Division may participate in the SLA Pooled Money Market Fund.
2. There is a Military Librarians Workshop account at Commerce Bank at Moorestown NJ.
3. The checking account requires signature of either the treasurer or chair on the checks. Both are recorded on the signature cards as authorized to write checks that can be signed by either one. This might also be true of a savings account.
4. It is recommended that the savings and checking accounts be left in the same banks and not changed every time there is a new treasurer.

The following time frame is adapted from the Treasurer’s Handbook for SLA Chapters & Divisions, distributed annually:

January 31 annual financial statements due to SLA Association Office: 2 copies to SLA Office, copy to chair, Archives, treasurer’s File.

February - mid March allotments mailed to treasurers. Allotments are based on membership numbers on 31 December.

April annual report to chair with copies to Archives, Auditor, and THE MILITARY LIBRARIAN editor.

May 1 Mid-year report forms mailed to treasurers.

June Prepare Mid-year report for annual conference treasurers workshop held at SLA annual conference.

June 30 Mid-year reports due to SLA Association Office: 2 copies to SLA, back-up attachments in file.

July 31 Budget request form for additional funds due in Association office.

October 31 Receive budget requests from Division officers and committee chairs.

November 30 Present proposed budget to executive board for approval.

January 15 Submit final budget and financial issues to chair for discussion at winter meeting.

Quarterly Receive financial status reports on SLA Pooled Funds.

Ongoing Contact SLA Financial Services staff for assistance.

Annual documents that help to answer other questions include-

Function:

Assists the Division chair or chair-elect, as needed, in planning for the annual conference.

The elected term of office is two years.

Duties:

1. Works closely with the chair-elect or chair during all planning for programs for a given conference.
2. Assists in soliciting program ideas from Division membership and from previous program planners.
3. Prepares a summary of preliminary program ideas and presents them at the SLA winter meeting which occurs a year and a half before the actual conference.
4. Attends conference-planning meetings at the annual conference one year prior to the actual date of the conference.
5. Works closely with the other divisions, when necessary, to complete the schedule of events.
6. Prepares a list of Division sponsored events about a year before the conference, which can be used by the incoming Resources Chair to help solicit sponsors.
7. Prepares an estimate of conference costs.
8. Prepares brief "scope notes" for MLD sponsored sessions, which are reviewed by the Division chair, prior to submission to THE MILITARY LIBRARIAN and/or the Conference Program Planning Committee.
9. Contacts potential speakers/moderators, to obtain abstracts for sessions and submit them for pre-conference publication, usually before 1 September.
10. Obtains biographies from speakers and identifies their equipment and presentation needs.
11. Assures that all SLA conference forms and paperwork are completed with copies sent to the chair.
12. Communicates with speakers and moderators to make sure all forms, information, complimentary tickets, etc., are sent to them in advance.
13. Prepares a "MLD Division Conference Schedule Planner" for publication in the issue of THE MILITARY LIBRARIAN prior to the annual conference and posts it on the Division discussion list and Website.
14. Works with the appropriate members to plan the Division open house or similar social and special events, as necessary.
15. Makes signs announcing Division suite location and times, as well as other special meetings and posts them in the hotel, on the message boards, and in the Conference Update, as appropriate.
16. Reviews Procedures Manual in February and sends recommended changes to secretary.

Reports:

The director(s)-at-large prepare(s) an annual report for the Division chair in the spring, as requested, outlining the accomplishments and special arrangements for social events and tours.

Expenses:

The Division will provide financial support NTE $500.00 to help defray expenses at the SLA winter meeting and/or SLA annual conference, if the member’s organization is unable to provide travel funds. The Division will also provide funding for such expenses as tolls, parking, postage, and telephone calls, if not borne by the member’s organization. The Executive Board may approve other expenses.

Transition Checklist:

1. All pertinent files and records not sent to Archives.
2. Paperwork on ongoing projects.
3. A copy of Bylaws and MLD Procedures Manual, if necessary and not available from Website.

4. Lessons Learned – to successor and MLD Executive Board.

Examples:

Nomination and acceptance letters with known locations of SLA and MLW meetings for term of office.

2001 revisions to MLD Bylaws will eliminate the MLW Executive Board and fold it into the MLD Board of Directors. Bylaws provisionally passed by membership, awaiting SLA Bylaws Committee approval - 11 Jun 2000.

MILITARY LIBRARIANS DIVISION (MLD) SPECIAL LIBRARIES ASSOCIATION

Adopted: July 1999

Revised: 25 November 2000

Approved: 27 January 2001

This Manual is to facilitate the working relationships of planners for each Military Librarians Workshop (MLW) by defining responsibilities for each group (Host, MLD Executive Board, and Program Committee) and by providing guidance for each host from the cumulative experience of previous workshops.

Archivist. The archivist, appointed by the MLD Chair, shall be a member of the Military Librarians Division of the Special Libraries Association (SLA/MLD) and shall serve on the Publications Committee. The archivist shall archive MLW and MLD documents as specified by SLA guidelines for Archivists.

Auditor. The auditor, appointed by the current MLD treasurer, shall be a member of the Military Librarians Division of the Special Libraries Association (SLA/MLD) and shall serve on an ad hoc committee. The auditor shall audit both MLD and MLW financial records. The auditor shall not be a member of the MLD Board of Directors.

Host. The Commanding Officer or an authorized delegate of the military activity, which has officially accepted the responsibility for sponsoring and conducting the Workshop. MLW Host is rotated among the Army, Navy/Marine Corps, Air Force, and Department of Defense agencies.

Military Librarians (for MLW purposes only). All persons (civilian and military) who hold positions as librarian, library supervisor, or technical information specialist/officer in a military, government, or private organization with a military mission.

Military Librarians Workshop (MLW). An annual specialized training event and meeting organized and conducted by the Host organization and sponsored by the MLD. The participants actively engage in organized discussions and training sessions concerning common professional military library and technical information matters and learn about new technologies and trends.

Directors (MLW Service Representatives). These members shall provide direction and continuity for planning and scheduling the annual MLW. They shall obtain a Host for their service rotation of the Workshop. MLW service representatives shall be elected to the Division Executive Board for a two-year term. They shall represent each military service with at least 20 members in MLD: Army, Navy/Marine Corps, Air Force, and Department of Defense (US).

Ombudsman. This is a local library staff member who is familiar with the details of the conference, local area, local contacts, etc. A "reference librarian" for the MLW. Someone who is able to answer questions or to direct one to a source for the answer.

Program Committee. A Committee selected by the Host of the forthcoming Workshop for the purpose of planning and organizing the Workshop program. The Host shall appoint the Program Committee Chair and provide the name to the MLD Chair.

Registration Fee. A monetary fee charged to all MLW attendees to recover program costs at little or no profit. Fees for members of MLD, non-members and retirees should be set in direct proportion to SLA’s fee structure, i.e., non-members pay more than members.

Retirees. Defined by SLA Bylaws.

Sponsors. Defined by the Special Libraries Association.

• Marine Corps - 2002 U.S. Marine Corps University
• Army - 2003
• DoD - 2004
• Navy - 2005
• Air Force - 2006 (50^th) Air University to host
• Army - 2007
• DoD - 2008
• Navy - 2009
• Air Force - 2010
• If a particular service has a high visibility initiative, institution, or project, the regular rotation may be changed, unless a firm commitment is in place for MLW Host organizations, i.e., a letter from Host Organization Commanding Officer offering to host a specific MLW.
• Identify their service host for next rotation and assist in getting commitment from that MLW host.
• Assist Host in selecting Program Committee.
• Announce the MLW program and provide registration information to their service librarians.
• Provide guidance to Host on service-specific issues, initiatives, or trends for programming MLW events.
• Provide guidance to host when initiatives, issues, or trends are likely to affect other/all military librarians.
• Work on assignments related to the workshop from the MLD Chair, as needed.

B. MLD Executive Board

C. MLD Chair (MLW-Related Duties and Responsibilities).

D. Secretary

E. Treasurer

F. Archivist

G. Auditor

H. Host

I. Workshop Committees

J. Non-Workshop Meetings

Approved: ___________________ __________________________________________

Approved/Adopted: _________________ _________________________________________

DECEMBER: (Two years out)

JANUARY/FEBRUARY: (Two years out) SLA winter meeting

MAY (One year out):

JUNE (One year out): SLA annual conference

AUGUST (One year out):

DECEMBER: (One Year Out)

APRIL (current year):

JULY (current year):

CURRENT WORKSHOP :

AFTER WORKSHOP (current year):

• Dishonored Reservations:

If the Hotel is unable to provide a sleeping room to a convention attendee holding a guaranteed reservation, the Hotel will provide such attendee the following:

1. A sleeping room at a nearby hotel for one (1) night (complimentary basis), with a guarantee that the individual will receive the first available room.
2. One long distance phone call – Maximum length 5 minutes.
3. Free transportation to the hotel and return if required.
4. The hotel will issue a note of apology to the displaced delegate and an amenity upon return.
5. The hotel will try to bring the delegate back the following day. Should the delegate choose not to transfer back to the original hotel when a room becomes available, the hotel shall be relived of any further obligation.
6. Should the guest be walked to a non-block participating hotel, any rooms walked will be included in the count for complimentary room credits.

• Construction and Remodeling:

The Hotel will give SLA notice twelve months in advance of the official meeting dates of any construction or remodeling effecting SLA to be performed between the date of this contract and the completion date of the meeting. Major changes to the hotel which make it incompatible with the arrangements as outlined within this Agreement, will be cause for cancellation of this Agreement without penalty to SLA or the Hotel. However, should it become necessary for the Hotel to cancel this Agreement because of construction or remodeling, the Hotel agrees to reimburse SLA for all promotion and administrative expenses it had incurred prior to the date of cancellation.

• Hotel Quality:

Should SLA become aware, up to four months prior to the date on which the Military Librarians Workshop is to commence, that the quality of the facilities, service, or amenities has deteriorated from that in existence at the time of ratification of this Agreement, then SLA may, after giving Hotel reasonable notice and opportunity to cure this deterioration, cancel this Agreement without penalty, and with the return of any monies already paid to Hotel by SLA, workshop participants, or SLA contracted representatives.

• Reservations Cutoff Date:

The cut-off date for reservations will be twenty-one (21) days prior to the first official date of the beginning of the annual workshop. The published cutoff date will be thirty days prior to the first official date of the beginning of the annual workshop.

• Attrition Policy:

Group and Hotel agree to work together to maximize hotel occupancy over the dates of group function. Group will not put parameters on Hotel accepting reservations directly. In turn, both Hotel and Group agree to work together to maximize total count of room block. If the Attrition Policy is called forth, it is suggested, but not limited to Hotel providing to group a list of all rooms coded to Group on its peak night. Group will compare the peak night rooms occupied list of attendees coded to Group with Group’s list of registrants. At Group’s request, the list of those meeting attendees not identified on the Hotel’s group list will be submitted to the Hotel and the Hotel will check that list against their total in-house list. Any guest room occupied by an Individual/Company on Group’s pickup, but not coded to Group within the Hotel’s system, will be credited to Group’s pickup, as well as the room nights of any attendees who were relocated to another hotel. Guest rooms from the agreed upon room block reserved and not used after the official closing date will be the responsibility of the Group less any revenue from rooms that the Hotel successfully resells to the general public through its normal channels of distribution.

• The Overbooks Hotel Prior to Cutoff Date Clause:

A contract’s "Overbooks Hotel Prior to Cutoff Date" clause should contain the following three key elements:

1. A stipulation that the meeting sponsor is due damages in an amount equal to "X" percent of the group’s average rate per room night that the Hotel is unable to accept prior to the cutoff date.
2. A stipulation that the meeting sponsor’s pickup report will include the displaced room nights and that the meeting sponsor will not be liable for damages based on attrition, meeting room rental, reduced food and beverage covers, or any other terms dealing with a reduction in the group’s pickup.
3. A stipulation that if the Hotel is unable to provide at least a minimal percentage of the contracted room block (70 percent to 75 percent is reasonable), the meeting sponsor may terminate its obligations with the Hotel without liability to the meeting sponsor and hold the Hotel liable for total breach of contract.

• Points to Consider:
• This conference has a history of low attendance (from hotel standpoint). We need to monitor the sleeping rooms so we do not fall below the minimum requirements on the contract.
• Penalties for not enough sleeping rooms?
• Penalties for food/beverage overestimates?
• Other penalties?
• Costs for meeting rooms?
• Get history from previous conferences: sleeping rooms numbers (for hotel rooms needed) and meal function numbers to show number of conference attendees. Food/beverage usage will show numbers of locals, persons sharing rooms, etc. Add history to file for next planner.
• Remember that contracts above $5000 must be signed by Association Executive Director. Any contract above current Division assets requires approval of the full SLA Board of Directors, which meets only in Jan, June, and October.
• Activities:
• Schedule a tour of host facility. (Usually on Wednesday or Thursday).
• Transportation for this event – cost included in registration? no cost transportation? separate fee?
• Evening event (not MLW reception).
• Budget required for this event – unless fully sponsored event.
• Location rental fee; transportation to/from cost.
• Separate fee required from registration.
• MLW Reception – icebreaker before opening of MLW.
• MLD Business Luncheon (or other meal function.) Plan for all attendees. Cost to be included in registration cost – unless sponsor found for cost of meal. This meal should fall on first or second full day of MLW.
• Time Line (establish POC and estimate time of completion)
• Agenda
• Graphics
• Speaker Coordination (travel, A/V requirements, etc.)
• Any VIPs who will require special protocol?
• Who will be POC for speakers?
• Make sure they find their way to Hotel, have proper equipment, software for presentations, etc.
• Web page – final approval – date to go "live."
• Questions:
• What days will the vendors display? Define set-up times, fees, etc.
• Will there be handouts?
• Will vendors be able to participate in any/all food events?
• Any requirement for binders, velcro envelopes, jiffy bags, etc.?
• Will there be a "giveaway" at registration? (i.e., coffee mugs, hats, pens, etc.)
• Will there be "door prizes" for any event? (i.e., evening at hotel or nearby spa/gym, dinner for two)
• Certificate of participation or training for attendees?
• Who signs 1556s? Host or MLD Chair?
• Who are the POCs? Who are the decision makers? What is the chain of command?
• Will lunch be "on their own" everyday (except for MLD Business Luncheon)? If so, we’ll need to prepare lunch options for the attendees (most will not have transportation and they will have only 1-1 1/2 hour(s).
• Budget:
• MLW budget must be prepared in SLA-approved financial software. Currently Quicken is software package used by SLA units. MLD treasurer will provide a copy of that software to Host or designee.
• Budget must be realistic and should break-even for Military Librarians Division, showing neither large profit, nor loss.
• Document all assumptions in budget.
• Document unusual expenses or savings.
• Hotel will require programming information
• number of days of conference,
• days/times of concurrent programs and numbers for each session and types of seating for each day and session (lecture, seminar, dinner seating)
• numbers of persons expected each night,

• Report of Site Survey
• Prepare questions with 1-2 questions per page. Leave plenty of room for answers.
• Leave room for additional questions to consider
• POCs for various actions.
• Report to MLD Executive Board meeting should include a synopsis of the above information,
• along with a copy (copies) of Hotel layout and meeting room costs,
• expense sheets for food/beverages, Audiovisual equipment, and Exhibit space.
• Report should include brochure(s) for local activities and sightseeing possibilities.
• Logistics - Host
• Organize registration desk. Aim for Joint participation. Ask other local military library staff to cooperate. Coordinate same.
• Name POC/Ombudsman
• Staff 1 person on Sunday between 3-5 p.m. for early registration and questions, if possible.
• Staff 2 persons on Monday between 7:30-9:00 a.m. and 3:00-5:00 p.m. for early registration and questions, if possible.
• Staff at least 2 persons Tuesday between 7:30-9:00 a.m. for peak registration and questions, if possible. Should have two persons around for most of the day. May offer local staff a "free" day if they work the morning registration process during full conference days.
• Staff 1 person Wednesday 7:30-9:00 a.m. for late registration and questions, if possible.
• Staff 1 person Thursday 7:30-9:00 a.m. for late registration and questions, if possible.
• Ombudsman should be familiar with everyone/everything going on. Should be a 'reference librarian' for MLW and should be available throughout the workshop.
• Up to six (6) persons may be required for stuffing bags before initial conference registration, may pre-package most materials one week out, if possible.
• MLW Host site to provide materials for stuffing (logo brochure, other information)
• MLD Membership Chair and MLW Service Representatives may add material (NTE 4 pages) without cost to registration packets, if they provide all copies to Host NLT 10 days before MLW.
• Sponsors and/or Vendors may add materials to registration packets with payment of an additional charge to be determined for a tri-fold brochure (approximately 8"x11") or other marketing materials to be provided to Host NLT 10 days prior to MLW.
• Typesetting and printing of programs if all materials delivered NLT 4 weeks prior to start of MLW. Reimbursement from MLD if in approved budget.
• Gifts for speakers. Reimbursement from MLD if in approved budget.
• Hotel may provide Audiovisual requirements for MLW.
• Remember to budget for labor for AV requirements - often 2/3rds of total AV cost to add to budget for AV.
• Host prepares the proceedings of the conference.
• General Officer request, if required, for special events, i.e., NORAD tour in MLW 2001.
• Logistics - MLD
• Speaker support. This function may be contracted at discretion of MLD Executive Board if no Division member(s) or host committee(s) volunteer to handle it.
• Biographies
• forms for reimbursement
• handouts
• Letters acknowledging content, dates, and times for speech.
• Thank you letters.
• Resources. This function may be contracted. This process may be as involved as detailed below or as simple as finding sponsorship or vendors to display during MLW. Persons may volunteer for pieces of the following if the entire job is too big.
• Conference bags
• MLD meal event
• MLW reception
• Hosted breaks during MLW
• Other meal events
• Tours or off-site events
• Template for Thank you letters to sponsors and vendors – to be signed by Association Executive Director.
• Copies of major planning paperwork and signed thank you letters to Division Archivist.
• Physical arrangements for sponsors
• Hotel
• Follow-up
• Negotiate contract with hotel. This function may be contracted.
• Only Division Chair or Association Executive Director, depending upon the amount involved and current SLA/MLD Treasury status, and current SLA Bylaws, may sign contract for SLA/MLD.
• Logistics - Convention Center/Visitor’s Bureau or Hotel
• Buses – provision for tour of Host Institution/Library, and/or special tour.
• Tour local attraction – with military connection if possible.
• Logistics - Hotel
• Hotel Break package(s).
• Signage in the Hotel (Possible? POC?)
• Logistics - DTIC
• Registration. This function may be contracted.
• Name badges and Name tag printing
• Tickets in badge
• Attendee list
• Web site (This function may be contracted.)
• Create webpage for MLW
• May have online registration or other database on Web for tracking registrations, meals, concurrent sessions, preferences, and ADA requirements.
• Link to Host institution website if possible.
• Link to MLD/SLA website.
• Notify SLA of website address for Conference Calendar.
• Programming for one or more days if Host unable to provide programming and wants additional programs. This function may be contracted.
• Breakout sessions – Hotel will require advanced information on concurrent sessions – as extra space is required.
• 30 minute breaks between programs
• Breaks in vendor Exhibit area (Mid-morning/Mid-afternoon breaks) if possible. May need to acquire larger exhibit room from Hotel.
• Logistics - Other speakers/possible Vendors
• Speech by DTIC, FEDLINK, IAC, or OCLC representative(s) and booklets etc. in booth – if desired. This function may be contracted.
• IAC or DTIC may provide speaker and/or materials at no cost to MLW – military interest.
• FEDLINK or OCLC may provide speaker and/or materials at no cost to MLW – federal-wide interest.

Proceedings should contain the following:

1999 – Williamsburg VA, 7-9 Dec

Date/Day Sleeping rooms Food: Breakfast/Break/Lunch/Break/Dinner/ Reception

12-4 Sat 24

12-5 Sun 93

12-6 Mon 134 155 Monday Holiday Social Reception 180

12-7 Tue 141 165

12-8 Wed 135 155

12-9 Thu 114 155

12-10 Fri 39 160

12-11 Sat 5

2000 – Monterey CA, 28 Oct – 2 Nov 2000

Date/Day Sleeping rooms Food: Breakfast/Break/Lunch/Break/Dinner/ Reception

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Sat

2001 – Colorado Springs CO, 28 Oct – 2 Nov 2001

Date/Day Sleeping rooms Food: Breakfast/Break/Lunch/Break/Dinner/ Reception

Contracted for:

10-27 Sat 8

10-28 Sun 50

10-29 Mon 90 100

10-30 Tues 100 120 " " " "

10-31 Wed 100 120 " " " "

11-1 Thu 70 120 " " "

11-2 Fri 30 80 "

2002 – USMC Host, Virginia, Site TBA, Dates TBA

Date/Day Sleeping rooms Food: Breakfast/Break/Lunch/Break/Dinner/ Reception

Sat

Sun

Mon

Tue

Wed

Thu

Fri