Chapter Council Presents Sharing Roundtable Committee

• Committee Assignments is a sample list of assignments from the 2008 roundtables including the timeline.
• 2009 Committee Assignments-revised 041009
• Reports
  • A Midyear and Annual Report will be requested by the Chapter Council Chair with a required deadline. 

Planning Roundtable Event

• MLA Contacts
  • Establishing registration costs and menus is discussed with the Roundtable Committee Chair and MLA.  The hotel will dictate the cost of the meal and in years past MLA has been able to negotiate a reasonable price.  2008 the meal will be plated in lieu of a sack lunch.  Final menu choices (if significant) are decided upon by the full Roundtable Committee.  It is necessary to include a vegetarian option.

• Room layout needs to be requested in advance of the event.

  • Hotel Specifications:
    • 2008 Hotel Specifications
  • Request the Room Configuration from MLA.  Provide the final number of registrants and the needed tables to MLA at least 72 hours in advance.
  • 2009 Room Layout
• Evaluations are gathered after the roundtable event and summarized by a committee member.  The comments will be used for establishing new topics in the future and changes that may be needed. 
  • 2006 Roundtable Evaluations  is an example of an evaluation summary.
  • 2008 roundtable evaluations 070708.xls is the evaluation summary from the 2008 event.
• Online Survey has been sent out to the MLA membership for three consecutive years to gather topics for the upcoming roundtables.
  • 2008 Chapter Council Sharing Roundtable Survey and Report announced the survey and was sent to all Chapter Representatives to send to their listservs, publish in their newsletters, and included in MLA News October 2007
  • Survey was distributed for the 2008 roundtables.
• Establishing Topics for the upcoming roundtables is based on comments from the roundtable evaluations and  a survey sent out to the membership.  Several topics are often repeated based on the number of registrants.  New topics are also welcome to keep the roundtable event current to what's new in the profession.
  • Roundtable Topics for 2009
  • Annotations give a short explanation about each topic.  The annotations are linked from the MLA Chapter Council Website.

Recruiting volunteer facilitators / recorders

• Announcing 2009 Roundtables in MLA News
• Email to Chapter Council Representatives
• Correspondence with volunteers
  • Facilitator Recorder Tips 

  • AHIP Letter is sent to all volunteers documenting receipt of one AHIP point.  The letter is sent to facilitators promptly after the MLA Meeting; to recorders when they have submitted their report to the webmaster.

Roundtable Event

• An Excel roster is sent via email weekly by MLA to the person responsible for recruiting facilitators & recorders and the Committee Chair(s).  The list is sent bi-weekly two weeks prior to the meeting with a final copy picked up from the registration desk at the MLA Annual Meeting.  Susan Chesniak is the contact from MLA.  
• Form Instructions: outlines the steps to complete the five forms needed for the roundtable event.  Note: Forms must be posted on the Roundtable Web site and/or printed to be distributed at the Roundtable lunch.
  • Samples from the 2009 Roundtable: (Note that Facilitator Instructions, Recorder Instructions, and Final Report form are posted online at: www.chaptercouncil.mlanet.org/roundtables/index.html)
    • Facilitator Instructions
    • Recorder Instructions
    • Final Report Form
    • Attendance Sheet
    • Evaluation Form (print sample, however the 2009 Committee decided to create an online evaluation form via SurveyMonkey which was posted online)
    • Attendance Sheets (topic 1, topic 2, topic 3, topic 4, topic 5, topic 6, topic 7, topic 8, topic 9, topic 11, topic 12, topic 13, topic 14, topic 15, topic 16, topic 17, topic 18,topic 19, topic 20, topic 21, topic 22,topic 25, topic 27, topic 28, topic 29, topic 30)
• Table signs were made in Microsoft Word by copying and pasting from the Roundtable Topics for 2009
  • If there are a large number of registrants for a particular topic a second or third table will be added.  Signs for these tables should be labeled a, b, etc.. For example a second table was needed in 2008 for Table 16, therefore two signs were made; one denoted: Table 16 Issues in Hospital Librarianship and the other Table 16a Issues in Hospital Librarianship.
  • Signs were printed double sided on white 90lb weight paper measuring 8.5  X 11in.   
• Opening remarks are made by the Chair of Chapter Council.  The Committee Chair has also briefly spoken to recognize committee members, encourage everyone to complete their evaluations, and welcome everyone to the event.

Follow-up After the Event

• A summary compiled from the surveys and reporting on highlights of the event as well as the availability of the summaries is sent to MLA News.

Chapter Council Website

• MLA Chapter Council Website
• Roundtable Reports
• Instructions for Facilitators and Recorders 
• Report Form for Recorders