ALA Marginalia

Rumor tells me that ALA has no hotel rooms left for Annual Conference in Anaheim. Well, rumor can be a helpful source — but not this time.

So — what’s the situation? At this point (May 6th), we show 7992 sold or committed rooms on Friday night, rising to 8212 on Saturday night, with 8025 on Sunday night. Friday, Saturday and Sunday are the “peak nights” — the nights when there are the highest numbers of sleeping rooms being used by people attending the ALA Annual Conference. Those figures put us right in our normal range — in a conference campus with lots of hotels. It’s still possible to get a “pending” message from the ALA’s housing bureau. (As of May 6th, there are 40 “pending” reservations.) Why? Usually it relates to the specifics of a given request — a particular arrival or departure date, a specific room type or configuration. Historically, the record is good — like 100% — on clearing any “pending” requests.

Why would rooms become available late in the advance registration period? Starting at the end of this week, ALA will confirm blocks of rooms committed to exhibitors. If, for instance, an exhibitor anticipated taking 6 staff members to Annual Conference and is actually taking 5, that 6th room goes back into “inventory” — and becomes available to someone else. Typically, exhibitors will reserve rooms for the maximum number of staff they would take — on the reasonable theory that it’s easier to cancel than to get a block of rooms later. Similarly, if two conference attendees plan to room together — but each made a separate reservation — the “extra” room reservation will eventually (usually a month before conference) be cancelled and that room also will go back into inventory. Repeat those scenarios many times — and, yes, there are rooms.

So, here are some key dates to know.

• Friday, May 16, is that last day for pre-registration for the 2008 Annual Conference.
• Wednesday, May 28, we close the housing reservations.

What do you do if you are unexpectedly able to attend? Register. Then, call us (800-974-9833) and we’ll do our best to get you a hotel room within the block. (How that is handled varies with the specific conference site.) But do come. The lineup of speakers is great, the exhibit floor will be bustling, and there will be a wealth of connections and conversations. See you there.

Now that we’re all recovering from Midwinter 2008, hopefully we’re also building an archive of materials from the event. We’ve started a page on the wiki for Handouts, Podcasts, and other Post Midwinter Information where you can post handouts, presentations, notes, minutes, and whatever else your committee, unit, group, etc. distributed during your meetings.

Registered users can upload a 2MB or less file to the wiki and then link to it from that page. Alternatively, If you already have files posted elsewhere, please link to them from the wiki. Since this resource helps everyone, please let your colleagues, division, unit, etc. know about this and ask them to post their materials.

ALA has an internal staff committee dedicated to the logistics and planning for our annual conferences. That group has begun discussing how we can better archive content in the future, including which pieces might need to be behind a member or registered conference attendee login. We welcome your thoughts on this issue here in the comments or over on the new AL Forum.

And in case you were wondering, 13,601 folks registered for Midwinter 2008 (a new record), a substantial number of whom stopped by the “gaming, learning, and libraries spotlight” to play along with us. 

The housing office for the Annual Conference at the end of June opened three days ago, at 10 a.m. on January 2, and already well over 3,500 housing reservations have been processed. There are also reports of “sold out” hotels. So, what gives?

Mary Ghikas, ALA Associate Executive Director, has prepared a conference Q & A, with housing just one of the sections (we’ll present the other portions in future posts). Here is the (slightly edited) information on conference housing:

How many rooms do we “block”? To accommodate “peak night” (Saturday-Sunday) demand, ALA typically requires 4,500 rooms for the ALA Midwinter Meeting and 8,500 rooms for the ALA Annual Conference. ALA requires fewer rooms on “shoulder” nights – Thursday, Friday, Monday, Tuesday. Based on recent experience and hotel data, however, ALA Conference Services is currently re-evaluating (and likely increasing) the block on shoulder nights, particularly Thursday. This shift in pattern applies to both Annual Conference and the Midwinter Meeting.

10 years ago, the room block “curve” looked like this:

W    Th    F    SA    SU    M    T    W

10%    30%    90%    100%    100%    70%    30%    10%

The room block “curve” now looks like this:

W    Th    F    SA    SU    M    T    W

10%    65%    95%    100%    100%    65%    25%    8%

Is the block big enough? ALA, as with any organization planning a large conference, seeks to “block” or set aside only the number of rooms it believes will be reserved by conference participants through the official “housing bureau” or association-designated travel agent. This can be a complex decision because (a) members may share rooms, (b) groups of members sharing rooms may make individual reservations – then consolidate, and (c) exhibitors may need to reserve blocks of hotel rooms before they make booth staffing decisions.

Hotels – particularly the national chains – also maintain statistics on an association’s past volume of hotel room use (“pick up” in conference-speak). Hotels are generally unwilling to set aside a block of rooms for an association that is significantly larger than past “pick up.” Further, hotel contracts increasingly include “attrition” clauses – clauses that impose substantial financial penalties on associations for blocking rooms that are not subsequently used by its members and exhibitors. Attrition represents a serious potential liability, so we try hard to get it right–enough rooms for all–but not too many left over.

As demand meets the pre-set block, ALA Conference Services negotiates with the hotel for additional rooms, at the same negotiated rate as the original “block.” This is – and has been for many years – a standard practice, but it is more visible now that registration takes place on the web–with real time response, not through the mail, where the adjustments could be made before confirmation. It is made more complex when you consider that the “block” is a different size on different nights, based on past attendance patterns, as noted above. So, for instance, a member may want to get into Hotel X starting Friday and leaving on Tuesday. There may be space in the block Friday through Monday, but Tuesday may be sold out. ALA will go back to the hotel and try to secure additional space on Tuesday night. In many – but not all – cases, that will be possible. In the meantime, that registration will be “waitlisted,” since the housing bureau cannot confirm all nights requested.

This common “block and keep negotiating” pattern is complicated when an association – like ALA – tends to have a “rush” at the opening of housing. For that reason, many associations – including some of our sister library associations – have begun requiring members and other attendees to register for the conference before reserving hotel rooms. ===>>>Note: ALA will begin that practice with the 2009 Midwinter Meeting.

There are some things you can do. First, be patient. As noted, most waitlisted reservations are resolved. Second, if you’re sharing a room, make only one reservation. In ALA’s case, up to 20% of the rooms reserved are canceled before the conference opens. For instance, two people may both send in reservations, then one person cancels and they share the room in the “preferred” hotel; in the meantime, another member may have been “waitlisted” – causing that member unnecessary anxiety. So, if you have roommates, be kind to your fellow members and make just one single reservation.

We’re going to have open gaming again at Midwinter next month, although this time it will be loud and out in the open in the registration hall. We’ll be in the back, across from the Internet Café, so just follow the noise of the cheering crowds.

We’ll be rotating between playing Dance Dance Revolution, Guitar Hero, and Wii games on Saturday, Sunday, and Monday from 9:00 a.m. -  5:00 p.m. each day. We’ll also have the popular “blogger” ribbons to hand out, as well as fancy, shmancy, new “gamer” ribbons. Bring your skillz and if you come at the right time, you can face off against gaming gurus like Eli Neiburger.

If you’re still on the fence about coming to our Annual Conference in Anaheim next year, here’s a little video to help you make up your mind from AL Focus. Even though the Midwinter Meeting is still a month away, we’re busy putting together a program with more than 300 sessions for you to choose from.

And soon, a special announcement for Annual attendees who like to play games….

There’s been a lot of discussion online lately about how to participate in ALA committees as a virtual member (you can find most of the links via the Improve ALA wiki, which was created by ALA members). As a result, we’ve started a new page on the Get Involved wiki for ALA committees with virtual members in order to make it easier to find those pieces of “the work of the Association” that allow for participation without necessarily requiring members to show up in person at two meetings a year. Some may still have physical attendance components, some will be completely virtual, some will be a workable mix of the two. Overall, we hope this helps you find a way to contribute that works for you.

Questions about any of the committees? Leave a comment here or use the discussion space on the wiki page. Know of a committee (or other workgroup) that’s not listed? Help us out and and add it to the wiki!

The ALA Poster Session Review Panel, chaired by Candace Benefiel, is now accepting applications for presenting poster sessions at the 2008 ALA Annual Conference. The 2008 ALA Annual Poster Sessions will be held during the ALA Annual Conference in Anaheim, CA, on Saturday, June 28, Sunday, June 29, and Monday, June 30, 2008.

The application form or both US and international submissions is available on the poster session website. The deadline for submitting an application is January 31, 2008, so don’t wait until the Midwinter Meeting to be inspired! Applicants will be notified by March 31, 2008 whether their submission has been accepted for presentation at the conference.

Poster sessions are static visual presentations, such as a description of an innovative library program, an analysis of a practical problem-solving effort, or a report on research study. They can be the final product of the work … or just the beginning of a larger presentation or publication. The ALA Poster Session site has more information, including pictures of actual posters, and the ALA Professional Tips wiki links to additional several other discussions of poster sessions.

Contact Candace Benefiel with any questions concerning the review process.

After you have presented your poster session, have someone take a picture of you with your poster and add it to the Group photo pool for Posters on Flickr.

Karen

Some general conference information:

• * The Midwinter event is not a “conference,” but a “meeting.” I often forget this and keep calling it the “Midwinter conference,” but I’m trying. This language reflects the fact that the event is a working meeting of the Association. Whatever you want to call it, next year’s event will take place in Philadelphia, January 11-16, 2008. The exhibit floor is open January 11-14.
• * The Midwinter 2008 wiki is up and open for business, so feel free to start adding content. I already put myself down for blogging it, and there are badges you can add to your site if you’ll be there, too.
• * Apparently our online form gets slammed hard when registration first opens, in part because that’s when housing opens (if I understand things correctly), so naturally the fact that advance registration for Midwinter 2008 started this week means you may encounter slow response times. If that happens, please bear with us while the rush dies down and keep trying.
• * A lot of people called to register, too. In fact, I heard that there are 60 people in the call center, but at one point there were 70 people waiting to get through. Guess folks really want to get registered and signed up for housing! There’s also an article in Tradeshow Week that notes attendance at Annual 2007 was up 1.1%. I think this is probably due to the increased collaboration between our Conference Services staff, the divisions/units, the relatively young Conference Communications Committee (first started for the 2006 conference in New Orleans), and strong outreach from our Membership Development office.

It’s not too early to start thinking about next year’s Annual Conference–especially if you’re seeking some travel assistanceThousands of dollars in travel awards are available to ALA members (and interested professionals) through the generosity of vendors and other benefactors. For the most part, the deadline for applying for these travel grants is December 1, 2007. While it seems early, acting now can mean a free ticket, registration and even a per-diem. Check out the requirements for these grants … and apply! Or, if you are a supervisor and you know your travel funds won’t go as far as you’d like, nominate someone! (All URLs were checked prior to posting.)

EBSCO Sponsorship
This annual award consisting of $1,000 for actual reimbursed expenses is designed to allow librarians to attend the ALA’s Annual Conference. Requires writing an essay. Donated by EBSCO Subscription Services. Deadline: December 1st.

Penguin Young Readers Group Award
These awards, made possible by an annual gift from the Penguin Young Readers Group, are administered by a committee of the ALSC. They enable four children’s librarians to attend the ALA’s Annual Conference. Four librarians working directly with children in elementary, middle schools or public libraries will each receive $600. Deadline: December 3, 2007.

Thomson Financial Student Travel Award (BRASS)
$1,000 cash award given to a student enrolled in an ALA accredited master’s degree program to attend the ALA Annual Conference and a one-year membership in the Business Reference and Services Section (BRASS) of the Reference and User Services Association (RUSA). The applicant should have demonstrated interest in a career as a business reference librarian, the award is administered by RUSA. Deadline: December 1.

Dun & Bradstreet Public Librarian Support Award
Annual award of $1,000 to support the attendance at Annual Conference of a public librarian who has performed outstanding business reference service and who requires financial assistance to attend the ALA Annual Conference, presented by the Business Reference and Services Section (BRASS) of the Reference and User Services Association (RUSA). Deadline: December 1.

SAGE Support Staff Travel Grant
Library Support Staff Travel Grants (six to be awarded) make it possible for library support staff to attend the American Library Association (ALA) Annual Conference. The travel grants cover the expense of attending the conference, including airfare, three nights’ lodging, and conference registration; up to $1,000 for each recipient. Deadline: December 1.

First Step Award
A Wiley Professional Development GrantThis Wiley Professional Development Grant is intended to provide librarians new to the serials field with the opportunity to broaden their perspective and to encourage professional development in ALA Conference and participation in Serials Section activities. The $1,500, donated by John Wiley & Sons, Inc., cash award is applicable toward round trip transportation, lodging, registration fees, etc. Eligible applicants may apply more than once. Deadline: December 1.

The Demco New Leaders Travel Grant
The purpose of these grants is to enhance the professional development and improve the expertise of public librarians new to the field by making possible their attendance at major professional development activities.This grant has been established to enable PLA Members new to the profession and who have not had the opportunity to attend a major PLA Continuing Education Event in the last five years to do so.Eligible events include PLA Preconferences, held in conjunction with ALA Annual Conferences. A travel grant of up to $1,500 per applicant for a total not to exceed $5,000 per year and a plaque. Deadline: December 3, 2007; online submission.

3M/NMRT Professional Development Grant Application
The purpose of the 3M/NMRT Professional Development Grant is to encourage professional development and participation by new ALA members in national ALA and New Members Round Table activities. Applicants must be personal ALA/NMRT members who are working within the territorial United States. The grant will help finance attendance at the ALA Annual Conference and covers round trip airfare, lodging, conference registration fees and some incidental expenses. Deadline: December 15, 2007.

AASL Frances Henne Award
Sponsored by Greenwood Publishing Group, the $1,250 award recognizes a school library media specialist with five years or less experience who demonstrates leadership qualities with students, teachers and administrators, to attend an AASL conference or ALA Annual Conference for the first time. Applicants must be AASL personal members. The application deadline is February 1, 2008; mailed applications only.

ACRL/DLS Haworth Press Distance Learning Librarian Conference Sponsorship Award
This conference sponsorship award honors any individual ACRL member working in the field of, or contributing to the success of distance learning librarianship or related library service in higher education. An Award of $1,200 to help defray the costs of travel to and participation in the ALA Annual Meeting and a citation plaque sponsored by Haworth Press is offered. Application deadline is Dec. 7, 2007.

FAFLRT Adelaide del Frate Conference Sponsorship Award
The Conference Sponsorship Award is given to a library school student who has an interest in working in a Federal Library. The student will receive an award of $1,000 for annual conference registration fee, transportation, and other expenses related to attendance at the next ALA Annual Meeting. Deadline: April (? - website not updated)

ALTA/GALE Outstanding Trustee Conference Grant
The ALTA/Gale Outstanding Trustee Conference Grant enables public library trustees to attend the ALA Annual Conference. A grant of $750 each is warded annually to two public library trustees who have demonstrated qualitative interests and efforts in supportive service of the local public library. Contact ALTA office for deadlines.

Baker and Taylor/YALSA Conference Grants
This grant is funded by the Baker and Taylor Company. The two grants of $1,000 each are awarded to librarians who work directly with young adults in a public or school library to enable them to attend the Annual Conference for the first time. Applications must be received in the YALSA office by December 1.

Diana V. Braddom FRFDS Scholarship
The goals of the scholarship program are to offer librarians and/or staff members from all types of libraries an opportunity to learn new fundraising skills enabling them to increase funding to their libraries from public, private and corporate sources. Scholarship amount will be a $1,000 stipend towards attending the LAMA Fundraising and Financial Development Section programs at the annual ALA conference. Requires essay; deadline: December 1.

LAMA/YBP Student Writing and Development Award
The LAMA/YBP Student Writing and Development Award is given to honor the best article on a topic in the area of library administration and management written by a student enrolled in a library and information studies graduate program. The purpose of this award is to enhance the professional development of students of library and information studies through publication of the winning article in Library Administration & Management, the LAMA magazine, and enabling the award recipient to attend the ALA Annual Conference. The winning article will be published in the fall issue of Library Administration & Management. The award recipient will also receive a travel grant of up to $1,000, funded by YBP, Inc., to be used to attend the ALA Annual Conference, where he/she will be recognized at the LAMA President’s Program, the first meeting of the LAMA Board of Directors, and have the opportunity to attend other conference programs. Deadline for submitting 4-6,000 word paper is March 1.–Karen and John