Conference Programmers Archive

2017

FORMS

2017 Conference Curators' Handbook (PDF)

Answers to many common programming questions can be found here.

Speaker Lodging Request Form (Now an ONLINE form)
This form is required for requesting speaker housing through NYLA. The speaker housing request form is used only if your group is paying for the speaker’s housing. Requests for speaker housing are due JULY 31.  While speakers are normally housed at the headquarters hotel, your group may opt to house a speaker at any of the available conference hotels.  Your group will be billed at the prevailing conference room rate.

AV Request Form (Now an ONLINE form)
This form is required ONLY is your group is requesting A/V equipment for your program BEYOND the 'Standard Set-up'.
'Standard Set-up includes: one standing microphone, one small powered speaker, one 6’ tripod screen, an LCD projector, and a projector stand.
Please review complete details on the costs associated with A/V equipment in the Conference Programmers Handbook.
DEADLINE AUGUST 15

Book Stock Request Form (Now an ONLINE form)
Used to request books authored by your speakers that you would like sold at the NYLA/Northshire Bookstore during the conference. If your presenter will be discussing books at his/her session by someone else, then Northshire would like to know that as well. For instance, are there any presenters who are recommending titles they haven't written (like lists of books that deal with a specific topic)? Plus, they will sell CDs if your presenter has produced any and wants them sold at the conference.DEADLINE AUGUST 15

Ribbon Request Form
Please contact projects@nyla.org if you would like to order any specific ribbons for your Section/Roundtable/Affiliate attendees.  If you do order ribbons, it is your responsibility to hand them out to your groups (this can be done at your booth if you choose to have one).DEADLINE AUGUST 15 NOTE: Beginning in 2016 NYLA is moving to horizontal ribbons.  Ribbons are $.21 each.

F&B Requests
Contact director@nyla.org if you would like to order food for any of your sessions.  Food & Beverage items will be billed out to your group as part of the conference billing process.  **Please be sure to discuss the expense with your group’s treasurer and board before ordering food & beverage items (F&B items are subject to a service charge of 22%)** DEADLINE SEPTEMBER 15

Room Monitor Form (Now an ONLINE form)
A room monitor MUST be assigned to each conference program.
A room monitor MUST be someone separate from the speaker(s).
(This ensures that if there is an issue the program can continue while the monitor seeks help to remedy the issue.)
While room monitors serve an important role at the NYLA conference they do not receive free conference registration.
For more details on Room Monitors, please review the Conference Programmers Handbook.
DEADLINE SEPTEMBER 15

Guest Ticket Form (Now an ONLINE form)
Use this form to reserve guest tickets to conference events.  **If your group is not the sponsor of the event, then it will be billed for the face value of the cost of the ticket(s) you are requesting.  However, if your group is the sponsor of the event, it will not be billed for the cost of the tickets as your group is already being charged for the ‘wholesale’ cost of the event. DEADLINE OCTOBER 15

Program Evaluation Form (DOC)
This is an evaluation form you can use if you would like to collect feedback from your session attendees. It's for your use only, and we don't need any of your evaluations returned to us.

This page serves as an archive of materials previously posted to the Conference Programmers Resource Page.

2016

Now that the conference programs are set, and the schedule is in place, it is time to issue letters of agreement or contracts for each speaker.

Speaker Agreements

NYLA strongly recommends that you complete a contract or agreement with every speaker for each program. Having your terms in writing is simply good policy and helps ensure that all parties understand what is being promised/expected. There are two different templates for crafting an agreement between your group and a speaker. 

Simple Speaker Letter of Agreement

This is a template starting point for creating a simple barebones agreement between your group and a speaker.  This version is best used if an honoraria is NOT being paid.  This simple form will be ideal for most conference programs, and includes section on reimbursements for travel and lodging.  Feel free to delete from the document all those details that do not pertain to your specific situation (i.e. travel or hotel reimbursements). If you are issuing a simple letter of agreement to your speaker, you do NOT need to submit a copy to NYLA.

Download the Simple Speaker Letter of Agreement (DOC)

Sample Speaker Contract

This is a template starting point for creating a contract between your group and your speaker in instances where an honoraria IS being paid to the speaker.  Feel free to delete from the document all those details that do not pertain to your specific situation (i.e. travel or hotel reimbursements).  If you are issuing a contract to your speaker, please submit a copy of the signed contract to NYLA by JULY 15.

Download the Speaker Contract with Honorarium (DOC)

W9 Form

All speakers who are receiving an honorarium must submit a W-9 Form with their contract in order to receive payment.  It is the responsibility of the speaker to report the income to the IRS under current tax laws. This form must be returned to the NYLA office by JULY 15. The NYLA Office must have the original W9.

Download the IRS W-9 Form (PDF) (Note: We only need page one returned.)

NYLA Reimbursement Request Form

Submit this form along with a signed copy of your speaker contract or agreement and W-9 (for honorarium only) to request that a check be preapred for presentation to the speaker at the conference.  Complete reimbursement policies.

Download the NYLA Reimbursement Request Form (PDF)

FORMS

Speaker Lodging Request Form (Now an ONLINE form)
This form is required for requesting speaker housing through NYLA. The speaker housing request form is used only if your group is paying for the speaker’s housing. Requests for speaker housing are due JULY 15.  While speakers are normally housed at the headquarters hotel, your group may opt to house a speaker at any of the available conference hotels.  Your group will be billed at the prevailing conference room rate.

AV Request Form (Now an ONLINE form)
This form is required ONLY is your group is requesting A/V equipment for your program BEYOND the 'Standard Set-up'.
'Standard Set-up includes: one standing microphone, one small powered speaker, one 6’ tripod screen, an LCD projector, and a projector stand.
Please review complete details on the costs associated with A/V equipment in the Conference Programmers Handbook.
DEADLINE AUGUST 15

Book Stock Request Form (Now an ONLINE form)
Used to request books authored by your speakers that you would like sold at the NYLA/Blackwood & Brouwer Booksellers store during the conference. If your presenter will be discussing books at his/her session by someone else, then Rondi Brower would like to know that as well. For instance, are there any presenters who are recommending titles they haven't written (like lists of books that deal with a specific topic)? Plus, she will sell CDs if your presenter has produced any and wants them sold at the conference.DEADLINE AUGUST 15

Ribbon Request Form (PDF)
Please use this form if you would like to order any specific ribbons for your Section/Roundtable/Affiliate attendees.  If you do order ribbons, it is your responsibility to hand them out to your groups (this can be done at your booth if you choose to have one).DEADLINE AUGUST 15 NOTE: Beginning in 2016 NYLA is moving to horizontal ribbons.

F&B Request Form (Now an ONLINE form)
To be used if you would like to order food for any of your sessions.  Food & Beverage items will be billed out to your group as part of the conference billing process.  **Please be sure to discuss the expense with your group’s treasurer and board before ordering food & beverage items (F&B items are subject to a service charge of 22%)** DEADLINE SEPTEMBER 15

Room Monitor Form (Now an ONLINE form)
A room monitor MUST be assigned to each conference program.
A room monitor MUST be someone separate from the speaker(s).
(This ensures that if there is an issue the program can continue while the monitor seeks help to remedy the issue.)
While room monitors serve an important role at the NYLA conference they do not receive free conference registration.
For more details on Room Monitors, please review the Conference Programmers Handbook.
DEADLINE SEPTEMBER 15

Guest Ticket Form (Now an ONLINE form)
Use this form to reserve guest tickets to conference events.  **If your group is not the sponsor of the event, then it will be billed for the face value of the cost of the ticket(s) you are requesting.  However, if your group is the sponsor of the event, it will not be billed for the cost of the tickets as your group is already being charged for the ‘wholesale’ cost of the event. DEADLINE OCTOBER 15

Program Evaluation Form (DOC)
This is an evaluation form you can use if you would like to collect feedback from your session attendees. It's for your use only, and we don't need any of your evaluations returned to us.

Section/Roundtable/Committee Booths

Booth is available at a discounted rate to NYLA Sections, Roundtables, and Committees on the NYLA Trade Show Floor.  Booths present an opportunity to promote your services, recruit new members, and connect with current members.

 

NYLA Sections:
1-500 members: $225 (ASLS / FLS / LAMS / RASS / SMART / YSS)
500+ members: $350 (PLS / SSL)
NYLA Roundtables $100
NYLA Committees $100

In order to reserve your groups space, you must complete and submit a Display Booth Request Form by AUGUST 15

Section / Roundtable / Committee Booth Request Form (PDF)

 


Previously posted:

Check out the feedback we received from the attendees of the 2014 NYLA Annual Conference.

Conference Satisfaction Survey Results (PDF)

Conference program proposal will be submitted online:

Conference Program Proposal Online Submission Form

Conference program proposals are due submitted by Monday, January 12, 2015.

For planning purposes, a PDF version of the Conference Program Proposal Form is available.  This will allow you to collect all the necessary details on your programs before you submit them into the online form.
PDF Proposal Form - for personal use - submissions must be made with online form (link above)
You may opt to copy and paste details into the online form.
Once you submit a proposal form you will NOT be able to make additional edits, so please be sure your proposal is finalized before submitting it.

Also in an effort to aid in your planning, a detailed listing of this year’s Conference Program Tracks have been posted for your review, complete with expanded explanations of what each track is intended to encompass.  You may opt to select more than one proposed track for a proposal, so don’t worry if you are unsure about which track is the best fit for your proposal.

You can review all of the program proposal that have been submitted via the online form!  This will allow you to preview what other groups have in the works, get a head start on co-sponsorships and collaborations.

2015 Conference Program Proposals Review Site (password protected-email NYLA for the password)

Once you enter this site, click on "Browse Responses" in the upper right.
You can also filter the responses to see the proposals of a given group, or by track.

Speakers

When the conference programs are set, and the schedule is in place, it is time to issue letters of agreement or contracts for each speaker.

Speaker Agreements

NYLA strongly recommends that you complete a contract or agreement with every speaker for each program. Having your terms in writing is simply good policy and helps ensure that all parties understand what is being promised/expected. There are two different templates for crafting an agreement between your group and a speaker. 

Simple Speaker Letter of Agreement

This is a template starting point for creating a simple barebones agreement between your group and a speaker.  This version is best used if an honoraria is NOT being paid.  This simple form will be ideal for most conference programs, and includes section on reimbursements for travel and lodging.  Feel free to delete from the document all those details that do not pertain to your specific situation (i.e. travel or hotel reimbursements).

Download the Simple Speaker Letter of Agreement (DOC)

Sample Speaker Contract

This is a template starting point for creating a contract between your group and your speaker in instances where an honoraria IS being paid to the speaker.  Feel free to delete from the document all those details that do not pertain to your specific situation (i.e. travel or hotel reimbursements).

Download the Speaker Contract with Honorarium (DOC)

W9 Form

All speakers who are receiving an honorarium must submit a W-9 Form with their contract in order to receive payment.  It is the responsibility of the speaker to report the income to the IRS under current tax laws. This form must be returned to the NYLA office by JULY 15. The NYLA Office must have the original W9.

Download the IRS W-9 Form (PDF) (Note: We only need page one returned.)

NYLA Reimbursement Request Form

Submit this form along with a signed copy of your speaker contract or agreement and W-9 (for honorarium only) to request that a check be preapred for presentation to the speaker at the conference.  Complete reimbursement policies.

Download the NYLA Reimbursement Request Form (PDF)

FORMS

Speaker Lodging Request Form (PDF)
This form is required for requesting speaker housing through NYLA. The speaker housing request form is used only if your group is paying for the speaker’s housing. Requests for speaker housing are due JULY 15, 2014.  While speakers are normally housed at the headquarters hotel, your group may opt to house a speaker at any of the available conference hotels.  Your group will be billed at the prevailing conference room rate.

AV Request Form (PDF)
This form is required ONLY is your group is requesting A/V equipment for your program BEYOND the 'Standard Set-up'.
'Standard Set-up includes: one standing microphone, one small powered speaker, one 6’ tripod screen, an LCD projector, and a projector stand.
Please review complete details on the costs associated with A/V equipment in the Conference Programmers Handbook.
DEADLINE AUGUST 15, 2014

Book Stock Request Form (PDF)
Used to request books authored by your speakers that you would like sold at the NYLA/Blackwood & Brouwer Booksellers store during the conference. If your presenter will be discussing books at his/her session by someone else, then Rondi Brower would like to know that as well. For instance, are there any presenters who are recommending titles they haven't written (like lists of books that deal with a specific topic)? Plus, she will sell CDs if your presenter has produced any and wants them sold at the conference.DEADLINE AUGUST 15, 2014

Ribbon Request Form (PDF)
Please use this form if you would like to order any specific ribbons for your Section/Roundtable/Affiliate attendees.  If you do order ribbons, it is your responsibility to hand them out to your groups (this can be done at your booth if you choose to have one).DEADLINE AUGUST 15, 2014

F&B Request Form (PDF)
To be used if you would like to order food for any of your sessions.  Food & Beverage items will be billed out to your group as part of the conference billing process.  **Please be sure to discuss the expense with your group’s treasurer and board before ordering food & beverage items (F&B items are subject to a service charge of 22%)** DEADLINE SEPTEMBER 15, 2014

Guest Ticket Form (PDF)
Use this form to reserve guest tickets to conference events.  **If your group is not the sponsor of the event, then it will be billed for the face value of the cost of the ticket(s) you are requesting.  However, if your group is the sponsor of the event, it will not be billed for the cost of the tickets as your group is already being charged for the ‘wholesale’ cost of the event. DEADLINE OCTOBER 15, 2014

Room Monitor Form (PDF)
A room monitor MUST be assigned to each conference program.
A room monitor MUST be someone separate from the speaker(s).
(This ensures that if there is an issue the program can continue while the monitor seeks help to remedy the issue.)
While room monitors serve an important role at the NYLA conference they do not receive free conference registration.
For more details on Room Monitors, please review the Conference Programmers Handbook.
DEADLINE AUGUST 15, 2014

Program Evaluation Form (DOC)
This is an evaluation form you can use if you would like to collect feedback from your session attendees. It's for your use only, and we don't need any of your evaluations returned to us.

Section/Roundtable/Committee Booths

Display Booths are an opportunity for NYLA Sections, Roundtables and Committees to promote their services, recruit new members, and connect with current members.

Display Booth space will be made available at a discounted rate to NYLA Sections on the NYLA Trade Show Floor.  Roundtables and committees may opt to purchase space in on the NYLA Trade Show Floor, or will be provided a free table space along the corridor that leads to the Pavilion.  Booth assignments are made at the discretion of the NYLA staff, and will be distributed by September 30, 2014.

NYLA Sections:
1-500 members: $225 (ASLS / LAMS / RASS / SMART/YSS)
500+ members: $350 (PLS / SSL)
NYLA Roundtables $100
NYLA Committees $100

In order to reserve your groups space, you must complete and submit a Display Booth Request Form by AUGUST 15, 2014

Section / Roundtable / Committee Booth Request Form (PDF)


Old Stuff

Check out the feedback we received from the attendees of the 2013 NYLA Annual Conference.

Survey Results Online

Survey Results as PDF

Conference program proposal will be submitted online:

Conference Program Proposal Online Submission Form

Conference program proposals are due submitted by Monday, January 13, 2014.

For planning purposes, a PDF version of the Conference Program Proposal Form is available.  This will allow you to collect all the necessary details on your programs before you submit them into the online form.
PDF Proposal Form - for personal use - submissions must be made with online form (link above)
You may opt to copy and paste details into the online form.
Once you submit a proposal form you will NOT be able to make additional edits, so please be sure your proposal is finalized before submitting it.

Submit your program descriptions using this online form:

https://www.surveymonkey.com/s/NYLA14-Programs

Also in an effort to aid in your planning, a detailed listing of this year’s Conference Program Tracks have been posted for your review, complete with expanded explanations of what each track is intended to encompass.  You may opt to select more than one proposed track for a proposal, so don’t worry if you are unsure about which track is the best fit for your proposal.

You can review all of the program proposal that have been submitted via the online form!  This will allow you to preview what other groups have in the works, get a head start on co-sponsorships and collaborations.

2014 Conference Program Proposals Review Site (password protected-email NYLA for the password)

Once you enter this site, click on "Browse Responses" in the upper right.
You can also filter the responses to see the proposals of a given group, or by track.

Upcoming Deadlines:
January 13 – Program Proposals Due
February 5 - Mandatory programmers meeting at NYLA Office in Guilderland, NY (Albany Area)
March 17 - Program Submission Forms Due

 


2013 Archived Information

If you do not already have a copy - please review the 2013 NYLA Conference Programmers Handbook (PDF)
Answers to many common programming questions can be found here.

PROGRAM DESCRIPTIONS

The time has come to submit your groups 'final' selections for conference programs, along with descriptions, speakers and other details.  All the materials are collected using this online form:

2013 NYLA Conference Program Description Submission Form

Please note that all details are due entered into this system by Thursday, February 28.

You can review your submissions (and the submissions of your fellow programmers) using the link below, which requires the password that was distributed to you via e-mail.

2013 Conference Program Description Review Site

As always, don't hesitate to contact the office with your questions.

FORMS

AV Request Form (PDF)
This form is required ONLY is your group is requesting A/V equipment for your program BEYOND the 'Standard Set-up'.
'Standard Set-up includes: one standing microphone, one small powered speaker, one 6’ tripod screen, an LCD projector, and a projector stand.
Please review complete details on the costs associated with A/V equipment in the Conference Programmers Handbook.
DEADLINE July 1, 2013

Speaker Lodging Request Form (PDF)
This form is required for requesting speaker housing through NYLA. The speaker housing request form is used only if your group is paying for the speaker’s housing. Requests for speaker housing are due July 15, 2013.  While speakers are normally housed at the headquarters hotel, your group may opt to house a speaker at any of the available conference hotels.  Your group will be billed at the prevailing conference room rate.

Book Stock Request Form (PDF)
Used to request books authored by your speakers that you would like sold at the NYLA/Blackwood & Brouwer Booksellers store during the conference. If your presenter will be discussing books at his/her session by someone else, then Rondi Brower would like to know that as well. For instance, are there any presenters who are recommending titles they haven't written (like lists of books that deal with a specific topic)? Plus, she will sell CDs if your presenter has produced any and wants them sold at the conference.DEADLINE JULY 15, 2013

Ribbon Request Form (PDF)
Please use this form if you would like to order any specific ribbons for your Section/Roundtable/Affiliate attendees.  If you do order ribbons, it is your responsibility to hand them out to your groups (this can be done at your booth if you choose to have one).DEADLINE JULY 15, 2013

F&B Request Form (PDF)
To be used if you would like to order food for any of your sessions.  Food & Beverage items will be billed out to your group as part of the conference billing process.  **Please be sure to discuss the expense with your group’s treasurer and board before ordering food & beverage items (F&B items are subject to a service charge of 22%)** DEADLINE JULY 31, 2013

Guest Ticket Form (PDF)
Use this form to reserve guest tickets to conference events.  **If your group is not the sponsor of the event, then it will be billed for the face value of the cost of the ticket(s) you are requesting.  However, if your group is the sponsor of the event, it will not be billed for the cost of the tickets as your group is already being charged for the ‘wholesale’ cost of the event. DEADLINE AUGUST 15, 2012

Room Monitor Form (PDF)
A room monitor MUST be assigned to each conference program.
A room monitor MUST be someone separate from the speaker(s).
(This ensures that if there is an issue the program can continue while the monitor seeks help to remedy the issue.)
While room monitors serve an important role at the NYLA conference they do not receive free conference registration.
For more details on Room Monitors, please review the Conference Programmers Handbook.
DEADLINE JULY 15, 2013

Program Evaluation Form (DOC)
This is an evaluation form you can use if you would like to collect feedback from your session attendees. It's for your use only, and we don't need any of your evaluations returned to us.

Section/Roundtable/Committee Booths

Display Booths are an opportunity for NYLA Sections, Roundtables and Committees to promote their services, recruit new members, and connect with current members.

Display Booth space will be made available at a discounted rate to NYLA Sections on the NYLA Trade Show Floor.  Roundtables and committees may opt to purchase space in on the NYLA Trade Show Floor, or will be provided a free table space along the corridor that leads to the Pavilion.  Booth assignments are made at the discretion of the NYLA staff, and will be distributed by August 30, 2013.

NYLA Sections:
1-500 members: $225 (ASLS / LAMS / RASS / SMART/YSS)
500+ members: $350 (PLS / SSL)
NYLA Roundtables $100
NYLA Committees $100

In order to reserve your groups space, you must complete and submit a Display Booth Request Form by August 15.  Please click here to download the registration form.

Speakers

When the conference programs are set, and the schedule is in place, it is time to issue letters of agreement or contracts for each speaker.

Speaker Agreements

NYLA strongly recommends that you complete a contract or agreement with every speaker for each program. Having your terms in writing is simply good policy and helps ensure that all parties understand what is being promised/expected. There are two different templates for crafting an agreement between your group and a speaker. 

Simple Speaker Letter of Agreement

This is a template starting point for creating a simple barebones agreement between your group and a speaker.  This version is best used if an honoraria is NOT being paid.  This simple form will be ideal for most conference programs, and includes section on reimbursements for travel and lodging.  Feel free to delete from the document all those details that do not pertain to your specific situation (i.e. travel or hotel reimbursements).

Download the Simple Speaker Letter of Agreement (DOC)

Sample Speaker Contract

This is a template starting point for creating a contract between your group and your speaker in instances where an honoraria IS being paid to the speaker.  Feel free to delete from the document all those details that do not pertain to your specific situation (i.e. travel or hotel reimbursements).

Download the Speaker Contract with Honorarium (DOC)

W9 Form

All speakers who are receiving an honorarium must submit a W-9 Form with their contract in order to receive payment.  It is the responsibility of the speaker to report the income to the IRS under current tax laws. This form must be returned to the NYLA office by July 15. The NYLA Office must have the original W9.

Download the IRS W-9 Form (PDF) (Note: We only need page one returned.)

Previously Distributed Information

If you do not already have a copy - please review the 2013 NYLA Conference Programmers Handbook (PDF)
Answers to many common programming questions can be found here.

Conference Program Descriptions are Due Thursday, February 28 submited via the:

2013 Conference Program Description Submission Form

Check out what attendees of the 2011 Conference thought of the event - peruse the 2012 Conference Satisfaction Survey.

Proposal for the 2013 Conference are DUE - December 31, 2012 and must be submitted via online form:

2013 NYLA Conference Program Proposal Form

Conference Program Track are back!  And hopefully better than ever.  The tracks are available for your review:
2013 Conference Program Tracks
You will be asked to tentatively assign a track to each of your program proposals.

For planning purposes, a PDF version of the Conference Program Proposal Form is available.  This will allow you to collect all the necessary details on your programs before you submit them into the online form.

PDF Proposal Form - for personal use - submissions must be made with online form (link above)

You can review all of the program proposal that have been submitted via the online form!  This will allow you to preview what other groups have in the works, get a head start on co-sponsorships and collaborations.

2013 Conference Program Proposals Review Site (password protected*)

Once you enter this site, click on "Browse Responses" in the upper right.
You can also filter the responses to see the proposals of a given group, or by track.

* password has been sent to conference programmers via e-mail.

The Conference Programmers Meeting is Tuesday, February 5, 2013 from 10:00 - 3:00 at the NYLA Office in Guilderland, NY.

Looking for a sample of something from past Conferences?  Check the 2011 Conference Programmers Resource Archive