Planning a Proposal

Thank you for your interest in presenting at the 2013 Library Technology Conference. Below you will find some information to help you plan your presentation proposal.If you have additional questions as you are preparing for your session proposal, please contact libtechconference@macalester.edu.

CONFERENCE SCOPE

The Library Technology Conference is intended to be a conference that mixes traditional lecture-style presentations, panel discussions, hands-on workshops, and poster sessions highlighting many of the technologies affecting how users interact with libraries, as well as how libraries are using technology to create new and better ways to manage their resources. The focus is on sessions that are interactive and which provide practical information that will allow participants to apply what they’ve learned at their own library. The total number of conference participants will be limited to 450 in order to help ensure a quality conference experience for all and to help facilitate the interactive and hands-on nature of many of the sessions.

WHO IS EXPECTED TO ATTEND

Library professionals and technologists from as many as 150 institutions are expected to attend. While the conference attracts a majority of its attendees from the midwest region (Minnesota, Iowa, Wisconsin, South Dakota and North Dakota), it is also expected that a significant number will be attending from around the United States as well as from Canada.

In previous years, the highest percentage of attendees have come from academic libraries but we also had a high number of participants from public libraries. A smaller number of attendees have come from school (K-12) and special libraries. Because of the wide range of participants, presenters should aim their presentation to be of interest to as wide a library audience as possible.

OVERVIEW OF EACH PRESENTATION TYPE:

Traditional Lecture-Style Sessions

Sixty minute lecture-style presentation highlighting a technology, resource or service. Typically having no limit on participants unless one is requested by the presenter. Presenters should plan to leave a few minutes at the end of their session to respond to questions from participants.

Hands-On Lab/BYOL Sessions

A sixty or ninety minute session offering participants a hands-on experience working with a technology or learning the details of a software resource. Typically limited to a maximum of 24 participants unless a different maximum number of participants has been requested. Lab spaces will include Windows or Macintosh computers and may require session participants to work in groups of two per computer workstation depending on number of conference participants that sign up for the session. For bring onference participants will also be encouraged to bring their laptop or wireless internet device to the conference for use in some sessions.

Technology Dialogues / Panel Discussion Sessions

Sixty or ninety minute session offering participants a more in-depth opportunity with a technology-related topic. Should be interactive / active learning experience for participants. Typically no limit on number of attendees unless requested by the presenter(s). Conference participants will also be encouraged to bring their laptop or wireless internet device to the conference for use in some sessions.

Poster Sessions

Sessions will include posters and handouts describing and explaining a technology resource or service of interest to libraries. Easels and chairs will be provided. If requested, additional resources (such as table space, computer workstation/laptop, audio/visual equipment, etc) will be provided as availability allows. Primary poster session period will be during the ‘poster session reception’ to be held on Thursday of the conference. Poster session presenters should plan to be present at their poster to offer further explanation and answer questions during the primary poster seesion time. However, poster session participants are encouraged to set up their poster by 8:00am on Thursday, if possible, and have the poster available for viewing throughout the day.

IMPORTANT DATES FOR PRESENTERS

PRESENTER REGISTRATION / COMPENSATION

Session presenters are encouraged to participate in as much of the conference as their schedule will allow. To help facilitate this and in recognition of their contribution to the conference, presenters are given one-day complimentary registration on the day of their session presentation. Presenters who choose to participate in the second day of the conference will be expected to pay the single-day conference registration rate. No more than three (3) free registrations will be given for any single presentation.

All conference presenters must also complete the online registration process once it is made available. This allows conference planners to coordinate lunch and session preferences for all conference paricipants. Conference registration includes attendance at conference sessions, access to conference presentation materials, participation in sponsor exhibitions and events, continental breakfast, lunch and breaks each day, as well as all other conference-related activities. The deadline for session presenters to register is January 15, 2013. If a presenter has not registered by that date, their participation in the conference may be cancelled. No complimentary registrations will be given to presenters who fail to register by this deadline.

SESSION FACILITATORS

Every effort will be made to identify a ‘session facilitator’ for each concurrent session. The responsibilities of session facilitators will be to coordinate the timely start of each session and to introduce the presenter(s), to respond to any equipment issues and to promply contact conference support to resolve any issues, and to help facilitate the question & answer period at the end of each session.

TRAVEL/ACCOMMODATIONS

All concurrent session pesenters are responsible for making their own travel arrangements and coordinating accomodations while attending the conference. Please see the conference hotel web page to get additional information on conference hotels.

PRESENTATION MATERIALS AND HANDOUTS

In an effort to keep the conference as ‘green’ as possible, we ask that presenters only bring printed handouts that are absolutely necessary. All presenters are expected to provide presentation materials (Powerpoint slides, etc) and any additional supporting handouts to be made available to participants on the conference web site and to be placed in the conference repository. The deadline for presenters to do this is March 11th. Submission in PDF or PowerPoint format is preferred. These should be sent to libtechconference@macalester.edu. Presenters who choose to distribute print handouts are responsible for duplicating these on their own.

RESOURCES AVAILABLE IN PRESENTATION SPACES

Both wired and wireless internet as well as projection capabilities will be available in all conference presentation spaces. Presenters can also request use of a laptop (Windows or Mac) for use during your presentation. Other resources can be requested and conference organizers will make every effort to meet these needs as requested by presenters. Please contact libtechconference@macalester.edu with any additional needs.

LOADING SOFTWARE ON LAB COMPUTERS

We recognize that specific software may need to be installed and made available on presentation and/or lab computers, especially for lab-based hands-on sessions. We will work with presenters to facilitate this prior to the dates of the conference. Presenters needing to have software available should contact libtechconference@macalester.edu to coordinate this effort. Arrangements for the loading of software on conference computers must be made no later than March 6, 2013 or these request may not be able to be accommodated.

SCHEDULING AND FINALIZING SESSION DETAILS

Session details need to be finalized no later than February 1st. Conference planners will be in contract with the primary contact person for each submitted session proposal to coordinate the gathering of this information.

The final schedule for presentation sessions will be set by that date. Every effort will be made to schedule sessions during time slots that are convenience for presenters. However, because a limited number of sessions will be offered during each time slot and some session times are typically heavily requested, we regret that not all specific time requests may be able to be met. It is the responsibility of each presenter to inform conference planners of any scheduling restrictions that may exist for their session. Once this has happened, conference planners will make a reasonable effort to accommodate specific scheduling restrictions and will work with presenters to find an appropriate time slot for their presentation.