Conference and Events Planning Committee

Charge for the Conference and Events Planning Committee

The Conference Planning Committee is responsible for coordinating and overseeing the logistics, programming, and execution of Literacy Nation’s major events, including the ALA Annual Conference, Annual Book Fair, and other large-scale future events. This committee will work closely with the Executive Board and relevant subcommittees to ensure that these events align with the organization’s goals of increasing member engagement, enhancing member experiences, and driving revenue through successful programming and partnerships.

• Event Planning and Coordination: The committee will be responsible for managing the full scope of the event planning process for ALA Annual Events, the Annual Book Fair, and other large-scale gatherings, ensuring all logistics, programming, and event details are executed smoothly and align with Literacy Nation’s mission and goals.
• Vendor Management and Contracts: The committee will oversee the vendor selection, contract negotiations, and coordination of event services, ensuring the best partners are selected for services such as event space, catering, technology, and printing. The committee will also handle all necessary contracts to secure vendors and talent for the event.
• Budgeting and Financial Oversight: The committee will be responsible for creating and submitting a conference budget, tracking event expenses, and ensuring that all activities are aligned with financial goals to drive revenue generation for the organization.
• Reviewing RFPs and Talent Selection: The committee will solicit and review Request for Proposals (RFPs)for event services, programming, and speakers. It will also be responsible for securing and reviewing talent, including authors, speakers, and other key figures to participate in events, ensuring their fit with the conference’s theme and objectives.

Due to the large scale and complexity of the work involved, the Conference Planning Committee will have subcommittees focused on specific areas of the conference planning process, including:

• Programming Subcommittee: Focused on curating content, selecting speakers, and planning session schedules for events.
• Regional and National Planning Teams: These teams will help with event coordination on a regional and national level, ensuring smooth execution across different locations and for different audience groups.

The committee will meet monthly to ensure alignment on event timelines, discuss progress, review budgets, and coordinate with subcommittees to facilitate planning. Frequent communication will be essential to ensure that all aspects of event planning are moving forward according to schedule.

• Increased Member Engagement and Experiences: The committee will help create engaging, high-quality events that enhance member experiences, offering networking opportunities, educational content, and exposure to new authors and industry trends.
• Revenue Generation: Through successful event execution and effective vendor and talent management, the committee will help drive revenue for Literacy Nation by attracting event sponsors, exhibitors, and attendees, contributing to the financial growth of the organization.
• Successful Large-Scale Events: The committee’s work will result in the smooth execution of major conferences and events, ensuring that they meet or exceed expectations for both attendees and vendors, while furthering Literacy Nation’s visibility and influence within the literary community.

The committee will report to the Executive Board on a regular basis, providing updates on event planning, budgeting, vendor selections, and subcommittee progress. These reports will help ensure that the events align with Literacy Nation’s overall strategic objectives and are delivered on time and within budget.