At least two committee members work on organizing each program, overseeing all work and answering any questions.
One committee member serves as the primary point of contact with the presenters for each program, as well as ACRL staff, and introduces, moderates, and concludes the program.
A second committee member assists with each presentation and serves as back-up moderator in case the primary contact has an emergency or conflict. The second committee member also typically collates questions in the presentation, acknowledging receipt of the question via chat.
Please review the entire timeline and descriptive information for each step prior to initial outreach to the presenters.
2-3 months in advance (minimum): A committee member organizers establish a general time frame in which presentation will happen and schedule a practice session and online presentation with ACRL and shares general information about how the online presentation will work with presenters. More details under the Scheduling Presenters section.
~6 weeks in advance: Primary contact asks presenters to review title and description of program to ensure accuracy prior to marketing. Offer to answer any questions they have.
~4 weeks in advance: Primary contact coordinates with the entire committee to begin advertising the presentation through professional listservs. All presenters and committee contacts for the online presentation should register at this time. Follow the template for marketing.
~2 weeks in advance: Practice session/technical introduction. Primary and secondary contact should have established scripts for introduction and closing, and a plan for collating questions. Remind presenters of best practices for online presentations. Presenters should be prepared to do a “dress rehearsal” of the first 10-15 minutes of their presentation, so that committee members can offer constructive feedback on style, tone, and organization of content.
Day of the event: Primary contact emails Elois Sharpe PRIOR to the online presentation and ask that she does not send out the video recording to registrants until she receives the slides, and/or list of links extracted from the chat box from the committee.
1 day after the event: Primary contact sends thank you note to the presenters.
3 days (max) after the event: Secondary contact collates salient links from chat window, and links, slides (with permission of the presenter), and the assessment link are sent to Elois Sharpe.
Timeline: 2-3 months in advance
When notifying a presenter that the PDC will support their online program, the committee member organizers will share information about the presentations such as:
Presentations are scheduled for 60 minutes. We recommend preserving 15-20 minutes for questions.
The program will be delivered via ACRL's Zoom subscription. Presenters should adhere to the committee's best practices for online presentations.
Speakers must sign an agreement with ACRL to allow the program to be recorded. Elois Sharpe will provide the details and forms.
The committee member organizers will schedule the program AND a practice session.
Programs usually run an hour on Tuesdays, Wednesdays, or Thursdays between 11 a.m. and 2 p.m. Central (to account for all U.S. time zones).
Makes sure that ACRL's Zoom schedule is clear.
It can be helpful to use the ACRL schedule availability for Zoom to create a Doodle poll for committee members and all presenters. One date that works for all parties can be used for a practice session, and another can be used for the actual presentation.
After dates have been selected for both the practice session and presentation, develop PR for the session by making a copy of the following template and based on the presenters' original proposal. Link to this Google Doc when submitting the ACRL LibCal for the dates and times selected. A co-chair will submit LibCal requests for both the presentation and the practice session.
You'll receive a booking confirmation, including information on how to register for the sessions. Registering provides an individualized link for each person to use for both the practice session and presentation.
Review the registration link carefully and email Elois with any changes you'd like to make.
ACRL employees will be present at both practice and presentation to familiarize attendees with the technology, provide technical support, and manage the presentation recording.
Email Elois Sharpe (firstname.lastname@example.org) with any questions you might have.
Adapted from: ACRL University Libraries Section Professional Development Committee. (2020). Retrieved from https://acrl.libguides.com/uls/committees/professional-development.