Conference - Site Selection Committee

Charge:

• Surveys potential sites for annual conferences for Executive Board approval

• Negotiates contracts with the approved sites for Executive Board approval. May work with a site selection vendor as an agent of record if approved by the Executive Board.

• Secures sites for future annual conference maintaining a venue at least 2 years in advance but not more than 5 years in advance. No more than a two year contract at any single site.

• If an agent of record is used, site selection committee provides the executive board with an evaluation of the work done

Committee Members:

Site Selection Chair – This position is held by the past conference committee chair. This is a 1 year commitment. The candidate serves as chair the first year and may remain as a member on the committee as an option.

The site selection chair will appoint two members from the conference committee to be on the site selection committee.

The committee must have a minimum of 5 official members. from any of the following:

• CAL President Elect

• CAL Members in good standing

• A vendor representative

• CAL Staff member

Documents required for site selection that should be maintained from year-to-year:

• Contract from the previous site

• Financial records from the previous conference

• A copy of the current RFP sent for proposals

• All proposals from sites that can accommodate the group

• Current Demographics from CAL staff:

• Members and their location

• Members who attended CAL and their location

• Member breakdown by type of library who attended the previous year’s CALCON

• List of vendors

• List of vendors on the waiting list

• A rubric for committee to use during site visits with minimum requirements

Timeline:

• October: New chair is appointed

• November: All Documents are sent to the chair from the previous chair and the management group

• January: A new RFP is sent to sites for the next venue

• March 1: Proposals are due from the vendors

• March: The committee meets to schedule visits and eliminate non-potential sites

• April–May: Visits are made to potential sites

• June: Committee meets to select sites for the executive board for a vote

• July: Executive board votes for a site

• July–August: Site selection committee or agent of record negotiates the contract with site selection vendor

• September: Board votes on the contract and the next site is reserved

• October: Cycle begins again