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Chapter Council Presents the Sharing Roundtable Committee

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. Final menu choices (if significant) are decided upon by the full Roundtable Committee. It is necessary to include a vegetarian option.

Hotel Specifications (2008 example)
Request the Room Configuration from MLA. Provide the final number of registrants and the needed tables to MLA at least 72 hours in advance.
Room Layout (2009 example)

An 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 and publish in their newsletters, and was included in MLA News October 2007

Establishing topics for the upcoming roundtables is based on comments from the roundtable evaluations and the 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.

Annotations give a short explanation about each topic. The annotations are linked from the MLA Chapter Council Website.

A Midyear Report (see 2008 example) and Annual Report will be requested by the Chapter Council Chair with a required deadline.

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.

Facilitator Recorder Tips (2008 example)
AHIP Letter (2006 example) is sent to all volunteers documenting receipt of one AHIP point. The letter is sent to facilitators promptly after the MLA Meeting, and to recorders when they have submitted their report to the webmaster.

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 (2009 example): Outlines the steps to complete the five forms needed for the roundtable event. Forms must be posted on the Roundtable Web site and/or printed to be distributed at the Roundtable lunch.

Table signs (2009 example) were made in Microsoft Word by copying and pasting from the topics list.

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: 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.

A summary (2008 example) compiled from the surveys and reporting on highlights of the event as well as the availability of the summaries is sent to MLA News.