Conference Handbook
Council Guidelines for Organisers
Version 2.1: Revised & Updated January 2004
Aranz Conferences
Introduction
ARANZ Conferences are for the whole organisation and not just branch affairs. Therefore, although they are generally organised by an ARANZ branch, and occasionally by Council, conferences must follow some basic rules and guidelines. Over the years, a number of decisions regarding conferences have been made, as well as lessons learned by experience. This document is an outline of these decisions and lessons designed to assist members running ARANZ conferences. Sample forms and letters can usually be obtained from the Branch that organised the previous conference.
Council Rules for Conferences:
There are only four main rules ARANZ Council requires conference organisers to follow:
-
Speakers are not required to pay any registration fees
-
There must be time set aside for the AGM
-
There must be at least two records management sessions
-
Conference profits belong to ARANZ as a whole and not the Branch
However, if in doubt over any issue, please seek Council advice.
Updates:
As conferences are organised and run, it is expected that these guidelines will be updated. If you have any comments, amendments or suggestions please pass them to Council.
1. Finance
General principles:
Branches are responsible for managing their own conference finances and are required to present a set of audited accounts to Council once all matters have been concluded. A separate account may be opened for this purpose or an existing branch one used as long as there is an audit trail for conference income and expenditure. It is preferable for the Committee to handle all their own cash, which makes it easier to keep a close eye on finances.
Budget:
This is best prepared early, preferably by the end of February. The cost of a post-conference audit should be included, also allowances for paper, photocopying and replacement printer cartridges for Secretary/Treasurer.
Seeding Grants:
A seeding grant is available from Council to help conference organisers get started. This is generally $1000 and is repaid from conference takings.
Professional Organisers:
Due to the cost, Council usually prefers that professional conference organisers are not employed. However Council does recognise that they can be of considerable assistance, particularly in one of the main centres, and branches wishing to employ a conference organiser should discuss this with Council as early as possible before making any firm commitments.
Sponsorship:
Sponsorship is an important source of income, and may be sought from local or national businesses for money or services in kind. Session naming rights, support for keynote speakers (i.e. travel and accommodation) hospitality event sponsorship (i.e. welcoming drinks etc), advertising material inclusions, conference bag sponsorship, pens and pads etc are just some of the options the organising committee should consider when planning their event. In smaller centres where there is less opportunity to tap into commercial support pub charities should also be considered (though they will not sponsor food or drink, and require a lengthy lead in time).
Fees:
Conferences are not required to make a large profit (although many do) and there is an expectation that fees will be kept to a level that will encourage maximum membership participation while avoiding making a loss.
There will be a higher registration fee for non-ARANZ members than for members.
Profit:
Unlike local seminars, conferences are whole organisation events and therefore profits are returned to ARANZ and not retained by the branch. In some circumstances after negotiation with Council, a portion of conference profits may be set aside for a specific branch project.
2. Venue
Size/location:
Venues should be able to comfortably hold the expected maximum number of registrants and provide space for morning and afternoon teas and lunches. If more than one strand is planned, ensure all rooms can accommodate the numbers expected. The venue should be easily accessible from motels by public transport or on foot (remember many people fly in) otherwise specific transport arrangements may be required. If possible the venue should accommodate registrants seated at tables.
Equipment:
Ensure all equipment required by speakers is available. Whether provided by the venue, or from other sources, ensure all equipment is functioning correctly.
Facilities:
Ensure conference rooms, morning tea areas, toilets and all other facilities are clearly marked and or signposted and clearly shown on plans in the registration pack.
Accommodation:
If accommodation at the venue is to be used, check the number of available rooms and obtain quotes for charges as soon as practical. A local visitor centre should be able to help with lists of hotels/motels and charges.
Trade Stands:
Ensure there is sufficient space and appropriate equipment/power supply for these.
3. Time Scales
Date:
ARANZ conferences are generally held in August. The constitution does not specify a time for the conference but it is generally accepted practice to have the AGM (which is part of conference) within two months of the end of the financial year. The ARANZ financial year runs from 1 July to 30 June. The date for the AGM must be notified to members at least 60 days in advance. This is done by the ARANZ Council Secretary, who also circulates the Council nomination forms.
It is advisable to set a date as soon as possible, preferably directly after, or even before the previous conference. 12 months notice is not too much.
While not hard and fast, experience has shown the following general timetable useful:
| August: |
Form committee |
|
Set dates |
|
Start investigating venues |
| By 1 December |
Pencil in venue |
|
Pencil in catering |
|
Start programme planning |
|
Preliminary discussions with identified speakers |
| By 1 February |
Confirm venue |
|
Confirm catering |
|
Confirm conference themes |
|
Draft programme complete |
|
Confirm accommodation if at venue |
| By 1 March |
Do budget |
|
Start identifying sponsorship possibilities |
|
Identify commercial organisations wishing to exhibit |
|
Get promotional material onto the ARANZ website |
| April |
Circulate flyer and or other publicity advertising dates and themes (can be done with the April Archifacts). Also advertise on Bulletin Boards and listserves, eg NZLibs, NZRecords etc. |
|
Get the flyer information onto the ARANZ website |
|
Hotels/motels surveyed for tariffs if accommodation not at venue |
| March-June |
Get sponsorship applications in |
| By 30 April |
Confirm speakers |
|
Confirm programme |
|
Draft registration forms complete |
| By 1 June |
Registration forms printed and ready for circulation. Can be distributed with the June Newsletter. Get registration form and programme onto ARANZ website. |
| By mid June |
Get registration forms circulated, and start contacting sole archivists/ special interest groups |
| By 30 July |
Draft registration pack information complete |
|
Programmes printed |
|
Intensive reminder campaign via email to potential registrants |
| 3 weeks before |
Close-off date for return of registration forms |
|
Re-confirm speakers and check requirements |
| 2 weeks before |
Confirm attendance numbers with caterers |
|
Confirm attendance numbers with venue |
| 1 week before |
Check equipment |
|
Compile registration packs |
| October/November |
Send thank-you letters to speakers and helpers |
|
Pay last accounts |
|
Get accounts audited |
|
Compile results of conference survey for ARANZ Council, and send off cheque for profits |
Length/Days
:
Conferences are generally two days in length and held on a Friday and Saturday. The option of a pre-conference workshop on the Thursday and visits or a social event on the Sunday may be taken.
4. Speakers
Speakers fees/costs:
ARANZ does not, as a rule, pay speakers’ fees or travel or accommodation costs.
To attract a particularly important speaker from within New Zealand, or overseas, travel costs, and possibly also a fee, may be paid as a conference expense. It is not however usual practice for the travel costs of an ARANZ member to be met. If in doubt seek Council advice. It may be possible to obtain sponsorship to cover speakers’ travel expenses.
Conference fees:
Speakers are not required to pay any conference fees and they should be advised of this at the outset. If they wish to attend the whole conference they may do so at no cost. This applies to both ARANZ members and non-members. The rationale for this is that speakers are required to spend a great deal of time preparing their papers (even for a panel discussion) and also, in most cases, meet their own travel costs.
Speakers can be required to pay for conference dinners or other social events at the discretion of the conference organisers. The conference organisers have the discretion to treat session chairs in the same manner if they so wish.
Equipment:
Organisers will need to ascertain speakers’ equipment requirements well in advance. Overhead or slide projectors, tape recorders, video equipment, computers or white boards may be required.
Papers:
Speakers should be asked to provide a written copy of their paper.
Thanks:
After conference, a formal thank you letter should be sent to all speakers.
5. Registrations
Numbers:
For Wellington conferences around 100 registrants is an appropriate level to expect with a break-even point of 80. In other areas, between 60 and 100 registrations are more likely with a break-even point of 50.
Forms:
Registration forms should be designed and distributed as soon as possible once the conference programme has been decided. Make the forms as simple and easy to follow as possible. The Registration form needs 1) to be identified as an invoice, for attendees seeking funding from their institution 2) to clearly state that ARANZ is not registered for GST 3) to include a bank account number for those who wish to direct credit the registration fee. Registration forms can be sent out with Artifacts or the June Newsletter if timing permits or separately if the organisers wish. An on-line version of the flyer, programme, and registration form is vital, for the website and also to send to late registrants by email. A membership mailout list and or labels can be negotiated with the Membership Secretary. Try also to contact sole archivists, especially those in schools. Post registration forms on relevant list serves/bulletin boards.
Time:
Registration forms should be sent out to allow registrants at least 6 weeks to respond before the close-off or late penalty date. This allows organisations time to process fees through their accounts system. The close-off date is ideally no less than three weeks before the conference to allow the organisers time to confirm arrangements.
Receipts:
Registrants should be sent a receipt and acknowledgment of their registration. A map and directions to the venue are important and the street address and contact phone and fax numbers for the conference venue can be useful if advised in advance.
Registration packs:
Registration packs should include: a copy of the conference programme; lists of speakers and attendees; housekeeping information such as maps and plans, times of meals etc, pens and pads, and a name tag. The pack could also include specialised material such as information on local repositories, tourist attractions and events. Where possible AGM papers should also be included.
Communication:
Treasurer/Secretary should have access to email, which is now the preferred means of communication with speakers and registrants.
6. Programme
Content:
Programme theme and content are the preserve of the conference organisers. A balance between professionals and users and between archives and records management sessions should be aimed at. The only Council stipulations are that there must be at least two records management sessions, and a time (at least 1 hour) must be set aside for the AGM.
7. Catering
Provision:
It is usual for morning and afternoon teas and lunches to be provided as part of the registration cost. A conference dinner is usually an optional extra.
8. Transport
To venue:
If the venue is away from the central area or accommodation location, consideration should be given to transporting attendees to and from the venue.
From airport:
Some conference organisers have also arranged transport to and from airports but this is discretional and dependent on the ability of the branch logistically.
9. Social Events
Dinner:
A conference dinner is the normal optional social event at conference. It is suggested that it be an informal bistro/café type meal, costing up to $30 per head, and be held on the middle night of conference.
Other:
A welcoming get together on the Thursday night is sometimes arranged and visits to local repositories can be useful on the Friday night or on the Sunday. Social functions are often supported by local institutions. The social calendar is at the discretion of the organisers.
10. Accommodation
At venue:
Where accommodation is available at the venue, this should be notified with registration forms. Be very clear as to instructions for booking accommodation at the venue and if possible provide a separate form.
Away from venue:
If accommodation is not available at the venue, it is useful to dispatch a contact list for local motels/hotels (including tariffs), when sending registration acknowledgments. It is recommended that conference organisers do not take on the task of arranging individual accommodation needs.
11. Trade stands/displays
Provision of:
Relevant trade stands and displays are permitted. It is important however that ARANZ is not seen to be endorsing a particular product or service. Trade stands and displays can add a very useful dimension to the conference and are also a kind of sponsorship. Charges for display space are at the discretion of the organisers.
12. Publication of papers
Archifacts/Website:
It is an ARANZ Conference and as such all the papers presented should be available for the Archifacts Editor to consider for publication in either Archifacts and/or on the ARANZ website. As part of the arrangements for them to speak, speakers should be asked to provide written (and electronic) copies of their papers prior to the session to allow for dissemination to interested members. If those copies are not suitable for publication (i.e. incomplete), a copy suitable for publication should also be provided within two weeks of the conference concluding.
Agreement for conference papers to be published must be captured as part of the documented agreement to present a paper. Publication should clearly include ARANZ’s right to publish in either Archifacts and/or the ARANZ website. It is vital to obtain speakers prior permission for the use of papers in this manner. In some cases, branches may wish to self-publish papers, however this should be done in consultation with Council.
13. Conference Scholarship
A scholarship of $500 is to be offered to a member who wishes to attend but due to their own, or their institution’s, financial situation, is unable. The conference scholarship will be administered and funded by Council.
