ola super conference 2016 library lab - the …...2016 ola super conference! ola super conference...

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The Ontario Library Association (OLA) is Canada’s largest library organization, and the Super Conference is Canada’s largest continuing education event for libraries. Almost 5,000 people attend over 300 all-conference and spotlight events, concurrent sessions, meetings and social gatherings. Within the Super Conference, the SuperEXPO is Canada’s largest library tradeshow featuring almost 200 unique vendors. Planned by a team of 25 volunteer OLA members, the Super Conference plays host to some of the country’s and the world’s leading speakers–within the library world and beyond. We are pleased to welcome you as a speaker at the 2016 OLA Super Conference! OLA SUPER CONFERENCE 2016 Library Lab: THE IDEA INCUBATOr January 27 - 30, 2016 Metro Toronto Convention Centre # OLASC16 Inside this package, youll find: SPEAKERS’ TIMELINE AT A GLANCE BEFORE THE CONFERENCE Submit your session details, requirements and headshot Register for the conference as a speaker Review honoraria and expense coverage Reserve your accommodation, if needed Connect with your session convenor Preparing for your session (attend the speaker’s webinar, knowing your audience, and your material) AT THE CONFERENCE Pick up your badge and more at the Speaker’s Lounge Connect with your convenor at the conference Locate conference central control (OLA Onsite Office) AFTER THE CONFERENCE Session evaluations Provide your resources on the website Claiming your expenses

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Page 1: OLA SUPER CONFERENCE 2016 Library Lab - The …...2016 OLA Super Conference! OLA SUPER CONFERENCE 2016 Library Lab: THE IDEA INCUBATOr January 27-30, 2016 Metro Toronto Convention

The Ontario Library Association (OLA) is Canada’s largest library organization, and the Super Conference is Canada’s largest continuing education event for libraries. Almost 5,000 people attend over 300 all-conference and spotlight events, concurrent sessions, meetings and social gatherings. Within the Super Conference, the SuperEXPO is Canada’s largest library tradeshow featuring almost 200 unique vendors.

Planned by a team of 25 volunteer OLA members, the Super Conference plays host to some of the country’s and the world’s leading speakers–within the library world and beyond.

We are pleased to welcome you as a speaker at the 2016 OLA Super Conference!

OLA SUPER CONFERENCE 2016

Library Lab: THE IDEA INCUBATOr

January 27-30, 2016

Metro Toronto Convention Centre

#OLASC16

Inside this package, you’ll find:

SPEAKERS’ TIMELINE AT A GLANCE

BEFORE THE CONFERENCE• Submit your session details, requirements and

headshot• Register for the conference as a speaker• Review honoraria and expense coverage • Reserve your accommodation, if needed• Connect with your session convenor • Preparing for your session (attend the speaker’s

webinar, knowing your audience, and your material)

AT THE CONFERENCE • Pick up your badge and more at the Speaker’s Lounge• Connect with your convenor at the conference • Locate conference central control (OLA Onsite Office)

AFTER THE CONFERENCE • Session evaluations• Provide your resources on the website• Claiming your expenses

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SUBMIT YOUR SESSION dETAILS, REQUIREMENTS & hEAdShOT (July 17)

New this year: Your session details and requirements can be submitted on Proposal Space (www.proposal-space.com/calls/d/505). Please submit the following by July 17:

a. Brief biography: One to two sentences is sufficient at this time. This information may be used in marketing materials produced to promote the conference. Your session convenor will request a longer bio to use when introducing your session at the conference.

b. Your headshot: Presenters are required to submit a headshot of themselves for conference promotion. Please ensure your photo is under 100KB for online display and in .JPG format. Your photo should be portrait (vertical) in orientation and should be one you are comfortable using professionally.

c. Room setup: The standard setup of a session room is theatre style seating with a head table, sufficient

June 15 - July 17 • Review this package• Contact your planner to clarify outstanding questions• Confirm your participation in the OLA Super Conference 2016• Complete session details and speaker requirements • Upload headshot to Proposal Space• If you have confirmed your own convenor, please be sure to list their name/

contact info in Proposal SpaceLate July • Hotel reservations open. Reserve your accomodation using OLA Conference

Rates at select locations (more information below) September 4 • Conference program is posted online

• Find your session and proofread. Notify your planner of any necessary changes. Changes will be made online and in the final program, distributed at the conference

November 2 • Online registration opens. Each speaker must register • Please choose SECTION B on the online registration form

late November, early December • Your session convenor will establish contact with you

December 10, 12pm ET

• Attend a webinar exclusively for speakers, which will assist you in preparing for your session.

December 11 • Final opportunity to make changes to your session (speakers, description, AV, room set-up, etc.)

January 11 - 15 • Your convenor will provide you with your room number and anticipated audience size.

January 24 • Upload your presentation materials to Proposal Space

OLA SuPER CONFERENCE (January 28 - 31)

February 3 - 14 • Send expenses with original receipts to OLA Office

SPEAkERS’ TIMELINE AT A gLANCE

BEFORE ThE CONFERENCE

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chairs for speakers, and a podium with microphone. If you require a different set-up, please note this in your session information.

d. AV (Audio-Visual) requirements: The standard set-up includes a screen, a data projector and VGA cable, speakers, and podium with microphone (except in small rooms). If you have other requirements (i.e. flip chart with markers, etc.), please add comments in the “Open Comments” field of Proposal Space. Please keep the following in mind:

• Up to two table microphones can be provided for panel sessions

• Due to cost, lavaliere microphones are not an option

• Speakers MuST provide their own computers at the podium

e. WiFi connection: Due to high cost, access is available in certain spaces only. However, if you decide access is essential, please note this on your session information and we will do our best to provide it or contact you to explore options.

REgISTER FOR ThE CONFERENCE AS A SPEAkER (starting Nov. 2) All speakers must register for the Super Conference online starting Nov. 2. You will be notified when online registration for the Super Conference is available. Registration as a speaker provides you with discounted rates. Please note:

• Even if you are only coming on your speaking day, you still need to register! Please choose SECTION B on the online registration form

• Registration generates the badges and tickets for social events

• All speaker badges are picked up at the conference in the Speaker’s Lounge (not mailed in advance)

We hope you can join us for the full conference experience!

UNdERSTANdINg hONORARIA ANd EXPENSE COVERAgE

OLA is a non-profit member association and can offer only modest coverage. The majority of speak-ers are members of the library information com-munity in Ontario and Canada. Discounted con-ference fees express appreciation for contributing to the success of the program for colleagues. The exceptions to the foregoing are noted below:

• Session speakers external to the library community: External speakers are individuals who do not work in or closely with libraries, do not set policy for them, nor earn their livelihood from doing business with them. Modest funding is available for travel* and in some instances, accommodation. Arrangements are discussed with the conference planner when the session proposal is accepted.

• Session speakers internal to the library community but attending from outside Ontario: Speakers in this category include staff and trustees in public libraries, college and university libraries, school and special libraries, as well as consultants and individuals who earn their living doing business with libraries. Modest support is available (a single session is limited to one internal speaker from outside Ontario, or if there are more, they share the coverage allowable for one person). Arrangements are made with the conference planner at the time the proposal is accepted.

• Session speakers internal to the library community within Ontario: Parking to a maximum of $20 may be claimed.

Please note: Expense claim forms are available in the Speaker’s Lounge and on the OLA website. Submit your claim with original receipts following the conference.

*Travel includes economy ticketing (air, train, bus) parking at originating terminal, transfers to and from conference hotel in Toronto. Driving is paid at 43 cents per kilometer, but should not exceed other forms of travel. For example, public travel to Toronto from Quebec City would be less costly than driving cost.

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RESERVE YOUR ACCOMOdATIONS, IF NEEdEd (starting late July) Speakers are responsible for their own accomodation. OLA has partnerships with the hotels listed below. When reserving your hotel, please request the OLA Conference Rate at the following locations:

• InterContinental Hotel Toronto Centre | 225 Front St. West; 1-800-422-7969 or 416-597-1400• Renaissance Hotel at the Rogers Centre | One Blue Jays Way; 1-800-237-1512 or 416-341-7100• Fairmont Royal York Hotel | 100 Front Street West; 1-800-663-7229 • Strathcona Hotel | 60 York Street; 1-800-268-8304 or 416-363-3321

Check the OLA Super Conference website (www.olasuperconference.ca) for more information and updates.

WORkINg WITh YOUR SESSION CONVENOR (late November, early December)

Each session in the program has a convenor. The convenor assists you with the final details that go into ensuring a successful experience for both the speaker(s) and the audience. Your convenor will contact you in late November or early December and will assist with the following:

• review the room set-up and AV details• request a biography to use when introducing your session• answer any questions you may have• arrange a place to meet you prior to your session

PREPARINg FOR YOUR SESSION (December, January)

Attend the speaker’s webinar: Attendees join the conference to build knowledge and expertise. Thoughtful design and development of the teaching-learning experience optimizes effective, engaging presentations. A free webinar is being planned for speakers on Thursday, December 10 at 12pm ET to assist speakers in giving an insightful and engaging presentation.

Knowing your audience: When attendees register for the conference, they indicate which sessions they would like to attend. OLA extracts the number of potential attendees for your session before the conference and uses these numbers to estimate the audience size. Rooms are allocated based on the numbers and trends. Approximately two weeks prior to the Super Conference, your session convenor will provide you wtih the estimated audience size of your session. In most cases, the estimates approximate the final numbers. Should your room reach capacity, your convenor is obliged to close the session. If the estimated audience is low, you may be contacted in mid-January to see if you would prefer to cancel your session. If this happens, your registration at the speaker rate will be honoured.

Your session materials – handouts, photocopies and online materials: OLA prefers to post session handouts the week prior to the conference so that attendees can download and review materials in advance. Please ensure to post these materials to Proposal Space. If the full handout is not ready prior to the conference, please upload them after your session. If photocopies or activity sheets are required, please bring them with you. There is no facility for photocopying on site.

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AT ThE CONFERENCE

PICk UP YOUR BAdgE ANd MORE AT ThE SPEAkER’S LOUNgE The Speaker’s Lounge is set up for your use on your speaking day. It is located in Room 205C in the hall behind the Front Street lobby registration at the Metro Toronto Convention Centre. The Speaker’s Lounge is a quiet environment containing comfy chairs and several computers. Use the Speaker’s Lounge to:

• Pick up your badge, tickets for social events and conference package• Check your coat • Find a space to work• Check your e-mail (Internet access is provided [not wireless])• Enjoy a coffee or soft drink and chat

An OLA staff member (wearing a red vest) or a Super Conference volunteer (wearing a blue vest) is always in the Speakers’ Lounge to answer your questions. Your convenor may arrange to meet you here and accompany you to the session space. Please be sure to check the hours of operation of the Speaker’s Lounge (posted outside) prior to leaving.

YOUR CONVENOR AT ThE CONFERENCE

At the conference, the convenor will:

• Help set up your room for the session• Seek AV help if required• Ensure the session starts and finishes on time• Introduce and thank the speaker(s)• Help speakers pack up materials and equipment at the end of the session • Ensure attendees complete their evaluation forms

Because the room is likely needed immediately afterward for another session, be sure to end the session at the scheduled time. If tables and/or chairs have been moved, it is important that the room be returned to its original configuration. The convenor will assist in reorganizing the room.

CONFERENCE CENTRAL CONTROL (OLA ONSITE OFFICE) The central control for conference logistics is in the OLA on-site office, Room 205A (next door to the Speaker’s Lounge). Jefferson Gilbert, Conference Business Manager, is in continuous contact with the full-time staff hired to manage all aspects of the conference. Your convenor will normally be the go-between. If you cannot locate your convenor and require assistance with your presentation, go to Room 205A.

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SESSION EVALUATIONSWe encourage all conference attendees to fill out the online evaluation form after each session. The results are used to help determine future topics and programs in the year-round virtual Education Institute, at next year’s Super Conference and in other OLA education events. You are welcome to ask your convenor to provide you with information about your session, which is available 2-3 weeks after the conference.

YOUR RESOURCES ON ThE WEBSITEIf it wasn’t possible to post your full set of presentation materials prior to Super Conference, attendees will be watching for them directly after the conference is over. Please upload your files to your Proposal Space page and OLA will post them to the conference site. If you wish to mount your materials on your own website, please provide us with a web address we can link to.

CLAIMINg YOUR EXPENSESWe thank you for your financial considerations in undertaking your session for Super Conference. The professional commitment of all our speakers and organizers is not taken for granted. Without it, a conference of this magnitude and quality could not be mounted for the collective benefit of our profession.

Forms and receipts must be received at the OLA office by February 14, 2016. Approved expenses should be documented on the Super Conference Speakers’ Expense Claim Form and mailed to the OLA office along with the original receipts. Original expense receipts are a requirement of the OLA auditors.

There are paper copies of the Expense Claim Form in the Speaker’s Lounge. It can also be downloaded from the Super Conference website under the “For Speakers” section.

AFTER ThE CONFERENCE

We’d love to hear from you.

Michelle Arbuckle Manager of Education ProgramsOntario Library Association [email protected] x230 Website: www.olasuperconference.ca

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