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Conference Dates: October 3 - 6, 2009
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Committees

Conference Planning Committee (CPC)

The CPC is composed of the 2009 Annual Meeting Co-Chairs, the chairs of each of the conference committees, and a recording secretary.  The CPC will meet regularly to receive and review committee updates, to discuss issues, and to make sure we are following the timeline.

  • Co-Chairs: Marlene Porter, Mulford Library, UToledo Health Sciences Campus; Bette Sydelko, Fordham Health Sciences Library, Wright State University
  • Gretchen Hallerberg, Recording Secretary, Cleveland Clinic Alumni Library

CHARGES:

  • Serve as liaisons to the Midwest Chapter Board and to Ohio Health Sciences Libraries Association (OHSLA), the sponsoring organization.
  • Send appropriate invitations, notifications and reports to each organization. Request seed grant from Chapter.
  • Attend 2007/2008 Midwest Chapter meetings and meet with program/organizing/local arrangements committees.
  • Select hotel and dates.
  • Select meeting theme.
  • Oversee activities, approve budgets and receive reports from all other committees.
  • Manage the schedule grid. Work with appropriate committees to assign times for CE, business meetings, programs, exhibits, socials and entertainment and other events.
  • Send thank you notes to committee chairs and ensure notes from CC’s to all committee members.
  • Write and submit a final report to the Midwest Chapter Board.

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Continuing Education (CE) Committee

The CE Committee will work closely with the Chapter Professional Practice Committee.

  • Chair: Carol Powell, Prior Health Sciences Library, OSU
  • Holly Burt, GMR
  • Fern Cheek, Prior Health Sciences Library, OSU
  • Carolyn Martin, Representative from the Midwest Chapter Professional Practice Committee, St. Vincent Hospital, Indianapolis
  • Mike McGraw, Cleveland Health Sciences Library, Case Western Reserve
  • Susi Miller, Riverside Methodist Hospital, Columbus
  • Stevo Roksandic, Mt. Carmel Health Sciences Library, Columbus
  • Stephanie Schulte, Prior Health Sciences Library, OSU

CHARGES:

  • Schedule at least one day of course offerings.
  • Identify and select courses and instructors to meet the educational needs of the Chapter.
  • Serve as liaison to instructors, including issuing invitations and arranging contracts.
  • Ensure that MLA continuing education credit is offered for all courses.
  • Work with the Facilities Committee to arrange classrooms, equipment, utilities, technology support and transportation to off-site events.
  • Work with the Publicity Committee to announce and publicize courses.
  • Work with the Registration Committee on issues related to course enrollment.
  • Submit a budget to the CPC, including instructor stipends, travel expenses and CE registration fees.
  • Work with the Finance Committee to manage contracts and payments to instructors.
  • Identify and schedule course facilitators. Oversee courses during the meeting.
  • Thank all instructors for their services verbally during meeting and by letter after the meeting.
  • Report to the CPC on a regular basis. Final report due January 1, 2010 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Exhibit/Sponsor Committee

The Exhibit/Sponsor Committee is responsible for obtaining significant funding for the meeting from exhibitors, advertisers, sponsors and other sources.

  • Chair: Mary Piper, UC
  • Marlene Englander, Cleveland Clinic Alumni Library
  • Leslie Henry, UH Geauga Medical Center, Chardon
  • Edith Starbuck, Donald C. Harrison Health Sciences Library, UC Medical Center, Cincinnati
  • Sheryl Stevens, Carlson Library, University of Toledo

CHARGES:

  • Serve as liaison to exhibitors, advertisers, sponsors and other funding organizations.
  • Identify and track potential and actual exhibitors, advertisers, sponsors and other funding organizations.
  • Work with the Publicity Committee to create and distribute exhibitor and sponsor invitation materials.
  • Attend the Midwest Chapter 2008 meeting or the MLA 2008 meeting (or assign to someone attending) and personally invite exhibitors and sponsors to participate in the 2009 meeting.
  • Set exhibit fees and sponsorship amounts.
  • Work with meeting planners or publicity committee for the 2010 Midwest Chapter meeting (Wisconsin)  to arrange space, utilities, equipment and technology support for publicity of their meeting at our 2009 meeting.
  • Work with the Facilities Committee to arrange rooms, utilities, equipment and technology support for exhibits and sponsored events.
  • Work with the Publicity Committee to announce and publicize exhibitor and sponsor activities.
  • Thank all exhibitors and sponsors personally during the meeting and by mail following the meeting.
  • Submit a budget to the CPC, including exhibit materials and fees and donations.
  • Work with the Finance Committee to manage exhibit finances, including contracts, payment of expenses, and deposit of fees and donations.
  • Report to the CPC on a regular basis. Final report due January 1, 2010 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Facilities Committee

The Facilities Committee works closely with the hotel and other facility providers to arrange space, food, utilities, equipment and technology support for the meeting.

  • Chair: Clare Leibfarth, Kent State University, Kent
  • Terese DeSimio, Fordham Health Sciences Library, WSU, Dayton
  • Stacy Gall, Grant Medical Center, Columbus
  • MaryAnn Mlodzik, Cuyahoga Falls General Hospital
  • Karla Kaufman, Bohecker College, Ravenna
  • Judy Wiener, Prior Health Sciences Library, OSU, Columbus
  • Max Anderson, GMR, Chicago

CHARGES:

  • Arrange for sites, rooms, equipment, utilities and Internet access for all sessions and exhibits.
  • Arrange for all meals and food provided as part of the conference, except dine-arounds hosted by the Hospitality/Social Committee.
  • Identify and provide an on-site technical support person for each session and for the exhibit hall.
  • Work with the CE Committee to arrange classrooms, equipment, technology support and transportation to off-site events.
  • Work with the Program Committee to arrange rooms, equipment, technology support and transportation to off-site events.
  • Work with the Exhibit/Sponsor Committee to arrange rooms, utilities, equipment and technology support for exhibits and vendor events.
  • Work with meeting planners or publicity committee for the 2010 Midwest Chapter meeting (Wisconsin)  to arrange space, utilities, equipment and technology support for publicity of their meeting at our 2009 meeting.
  • Work with the Hospitality/Social Committee to arrange sites, rooms, food, equipment, utilities, technology support and transportation to off-site events, including the Welcome Reception.
  • Work with the Hospitality/Social and Registration Committees on signage and to arrange space, equipment, utilities and technology for on-site hospitality and registration booths.
  • Submit a budget to the CPC, including room, equipment, utility, Internet and travel expenses.
  • Work with the Finance Committee to manage payments for facilities.
  • Report to the CPC on a regular basis. Final report due January 1, 2010 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Finance Committee

The Treasurer of the Midwest Chapter (Marlene Porter) and the Chair of the Finance Committee will manage all accounts and finances for the meeting.

  • Chair: Michael Douglas, Tri-Health, Cincinnati
  • Marlene Porter, Treasurer of the Midwest Chapter, Mulford Library, UT Health Sciences Campus

CHARGES:

  • Maintain budgets and ledgers.
  • Manage bank accounts, finances and contracts.
  • Pay invoices in a timely manner.
  • Serve as liaison to all other committees regarding finances and contracts.
  • Report to the CPC on a regular basis. Produce itemized financial statements with reports and on demand. Final itemized report due January 1, 2010.

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Hospitality/Social Committee

The Hospitality/Social Committee provides local information and arranges for fun, exciting events and meals before and during the meeting.

  • Chair: Lynda Hartel, Prior Health Sciences Library, OSU, Columbus
  • Leslie Lindsey, Miami Valley Hospital, Dayton
  • Becky Mehling, University Hospitals East, Columbus
  • Susi Miller, Riverside Methodist Hospital, Columbus
  • Janet Petty, Miami Valley Hospital, Dayton
  • Susan Wehmeyer, Fordham Health Sciences Library, Wright State, Dayton

CHARGES:

  • Host a Welcome Reception
  • Work with the Facilities Committee to arrange sites, rooms, food, equipment, utilities, technology support and transportation to off-site events, including the Welcome Reception.
  • Work with the Facilities and Registration Committees on signage and to arrange space, equipment, utilities and technology for on-site hospitality and registration booths.
  • Provide attendees with information about the host city, maps, restaurants, shopping, music, cultural sites, etc.
  • Arrange hosts and restaurants for dine-arounds.
  • Identify, plan and schedule local events, such as tours, trips to tourist attractions, etc.
  • Plan and host additional entertainment event(s).
  • Set fees for event tickets, if appropriate.
  • Submit a budget to the CPC, including event expenses and ticketing.
  • Work with the Finance Committee to manage event finances, including payment of expenses and deposit of tickets costs.
  • Report to the CPC on a regular basis. Final report due January 1, 2010 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved
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Program Committee

The Program Committee is responsible for managing speaker and presenter sessions.

  • Co-Chairs: Pamela Bradigan, Prior Health Sciences Library, OSU; Leslie Schick, Donald C. Harrison Health Sciences Library, UC Medical Center, Cincinnati
  • Holly Burt, GMR
  • Linda DeMuro, Nationwide Children’s Medical Center, Columbus
  • Lisa McCormick, Jewish Hospital, Cincinnati
  • Meredith Orlowski, Donald C. Harrison Health Sciences Library, UC Medical Center, Cincinnati

CHARGES:

  • Schedule program sessions, including at least two plenary speakers; a breakout session; contributed papers and poster sessions; and NLM, NN/LM and MLA updates.
  • Identify and select invited speakers and presenters in accordance with the meeting theme.
  • Manage contributed paper and poster sessions, issuing invitations and selecting presenters.
  • Serve as liaison to all speakers and presenters, including issuing invitations and arranging contracts.
  • Identify and schedule speaker and presenter facilitators. Oversee sessions during the meeting.
  • Work with the Facilities Committee to arrange meeting rooms, equipment, utilities, technology support and transportation to off-site events.
  • Work with the Publicity and Registration Committees to develop, publish and distribute the pre-registration program and final program booklets.
  • Thank all speakers personally during the meeting and by mail following the meeting. Small gifts for invited speakers are recommended.
  • Submit a budget to the CPC, including speaker and presenter stipends and travel expenses.
  • Work with the Finance Committee to manage contracts and payments to speakers and presenters.
  • Report to the CPC on a regular basis. Final report due January 1, 2010 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Publicity Committee

The Publicity Committee is responsible for the web site, publications and meeting promotion.

  • Chair: Barbarie Hill, Childrens Hospital Medical Center, Cincinnati
  • Ximena Chrisagis, Fordham Health Sciences Library, Wright State University, Dayton
  • Marlene Derrick, Mercy Medical Center, Canton
  • Jodi Jameson, Mulford Health Sciences Library, University of Toledo Health Sciences Campus
  • Wendy Hess, Summa Health System, Akron

Webmaster: Edith Starbuck, Donald C. Harrison Health Sciences Library, UC Medical Center, Cincinnati

CHARGES:

  • Develop a logo and graphic identify for the meeting.
  • Create and manage the meeting web site, working with webmaster of Midwest Chapter site.
  • Publish the preliminary program, final program, speaker materials, etc. on the web site.
  • Publicize the meeting in many venues, including email lists, web sites and newsletters.
  • Create and staff a publicity booth and issue an invitation at the 2008 Chapter meeting Troy, Michigan.
  • Work with the CE Committee to announce and publicize courses.
  • Work with the Program and Registration Committees to develop, publish an online pre-registration program and final printed program booklets.
  • Work with the Exhibit/Sponsor Committee to create and distribute exhibitor and sponsor invitation materials.
  • Work with the Exhibit/Sponsor Committee to announce and publicize exhibitor and vendor activities and sponsorships.
  • Work with the Registration Committee on registration packets, forms and other publicity materials.
  • Arrange for photographer for meeting.
  • Submit a budget to the CPC, including advertising, publicity materials, exhibit and travel expenses.
  • Work with the Finance Committee to manage payments for publicity activities.
  • Report to the CPC on a regular basis. Final report due January 1, 2010 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.

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Registration Committee

The Registration Committee works closely with the Publicity and Continuing Education Committees to manage communication with attendees.

  • Chair: Jolene Miller, Mulford Library, UT Health Sciences Campus, Toledo
  • Heather Holmes, Summa Health System, Akron
  • Jodith Janes, Cleveland Clinic Foundation
  • Michelle Kraft, Cleveland Clinic Alumni Library
  • Shirley Sebald-Kinder, Miami Valley Hospital, Dayton
  • Charlotte Sievert, Barberton Citizens Hospital, Barberton
  • Jeff Wehmeyer, Fordham Health Sciences Library, Wright State

CHARGES:

  • Sets registration fees and deadlines.
  • Manage paid and complimentary registration for the meeting and collect registration fees.
  • Work with the Program and Publicity Committees to develop, publish an online pre-registration program and final printed program booklets.
  • Develop and distribute registration badges and packets.
  • Work with Exhibit/Sponsor Committee to solicit materials for registration packets.
  • Work with the CE Committee to manage registrations for courses and collect course registration fees.
  • Work with the Hospitality/Social and Facilities Committees on signage and to manage and staff on-site hospitality and registration booths.
  • Submit a budget to the CPC, including materials, mailing and registration fees.
  • Work with the Finance Committee to manage payments for registration activities and deposits of registration fees.
  • Report to the CPC on a regular basis. Final report due January 1, 2010 with 1-2 page summary of activities: members, timeline, budget of expenses, what worked well, what could be improved.
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