Program Announcements Coming Soon!

This week, program organizers will be receiving an email from the Conference Committee Chairs informing them of the program proposals accepted for the 2017 Annual Conference! We had over 100 fantastic submissions this year for all types of events -- regular sessions, double sessions, engaging preconference sessions, social events, lunch opportunities, and more! We're really excited about this year's events, and we can't wait to share all of the details with you! We want to share some of the behind-the-scenes details so that you know what the committee has been working on, and know what's coming up next . . .

First, to get it out of the way, we understand that it stinks when your program proposal isn't accepted. Please know that there is a lot of thought and discussion that goes into each program when deciding upon acceptances. The Conference Committee met for a full day in December to go over the nitty-gritty of each one. With only 8 program room and 4 timeslots per day, that's only a maximum of 64 TOTAL regular session programs plus a 3-4 preconference sessions.  We were excited to see program submissions from almost every NJLA section or committee this year, and strived to choose programs that reflected the diversity of our association.

If your program was not selected for this year's conference -- because of competition of similar topics, cost, diversity, or insufficient detail -- please consider the many other professional opportunities within NJLA and our library community to present! The NJLA Professional Development Committee is working hard this year to pull together a calendar of many of the most popular events held each year, including the Adult and Youth Services Forums, Makerspace Toolkit, NJASL, VALE, NJLA Commons (bi-monthly virtual keynotes), and more. Information will also be coming out soon about Poster Sessions at this year's event, which could be the perfect place to showcase your topic to a broad audience. At the very least, you are encouraged to continue to develop these submissions and propose them again for the 2018 Conference!

Once we were sure that we had a strong list of accepted programs from the committee, the chairs met to create the grid, which includes dates, time slots, and room assignments for each room. This took another entire day to accomplish and a whole pad (at least) of post-it notes! The following are many of the things we need to consider when creating a schedule:

• There are only 4 regular session time slots for each of the two full days of programming
• The more programs in one time slot, the more options and variety there is, but the less programs any one person can actually attend
• The more sessions submitted by each NJLA section/committee, the better chance of some sort of overlap in sponsorship or content during the same time slot
• Avoiding speaker conficts (We've heard that it's not possible to be in two different places at the same time!)
• Consider a variety of topics and projected audiences when scheduling a single time slot
• Avoid scheduling programs sponsored by the same group in a single time slot (This just wasn't possible in all cases.)
• Spread content out throughout the two days, to ensure the most diverse programming experience, even for daytrippers
• Take into account requests for specific times or days

We extend a great "thank you" to all of our program organizers for not only submitting throughtful and rich programming, but also for being so diligent in answering our questions and providing clarification or changes as necessary for program approval. Your timely responses really allowed us to move much more quickly through the acceptance and scheduling process. THANK YOU!

As we begin to communicate with each program organizer individually with details about their accepted proposals, the next steps for the committee are to triple-check for speaker conflicts (let us know if you find any!) and confirm the grid. Then we will upload all of the programs, including social events, keynotes and luncheons, to the conference website (you'll see a new tab for Schedule fairly soon). We'll also be sharing information on the website about room rates and hotel registration. The Conference Committee will continue to communicate with all program organizers throughout the next few months leading up to the 2017 Conferece. Plus stay tuned: We'll be hosting some virtual conversations and sharing more details about PROMOTION (starts now!), taking care of and making arrangements for speakers, AV and room setup, reimbursements and more.

We are excited to announce that details about programs and 2017 NJLA Conference registration will be available by February 1, 2017! Everything you need to know will be posted at http://njlaconference.info as well as in your email. If you are not an NJLA member, now's the time! NJLA now offers rolling membership, so you can join anytime for discounted conference rates.

Kate Jaggers and the 2016-2017 NJLA Conference Committee

How NJLA Leadership Worked Up the Ranks (and how you can too!)

NJLA may seem like a mysterious organization to some, but it shouldn't be that way. If you’re new to the profession, looking for a way to break into the organization, or searching for an opportunity to reinvigorate your involvement and career, maybe the following information will help you do just that! I interviewed our Past President and director of the Piscataway Public Library James Keebler, Current President and director of the South Brunswick Public Library Chris Carbone, and President-Elect and director of the Kenilworth Public Library Michael Maziekien to demystify how to get involved in NJLA, work your way up the ranks, and get the most out of your conference experience.

Q1: How long have you been involved in NJLA, and what has been your trajectory through the organization to where you are now as past, current, and future leaders?

James Keebler (JK): I have been involved in NJLA for over 15 years.  My first committee assignment was as a member of the Conference Committee under the leadership of Cindy Czesak, Heidi Cramer and Nancy O'Grady.  I was amazed by how organized they were, and when I later became a Conference Co-Chair I realized how much work goes into planning the conference. In 2010 I crashed a Public Policy meeting, and a few months later I was picked to be vice chair for the upcoming year.  In the meantime I have also served as a member of the Member Services Committee, as NJLA Treasurer and then NJLA President.  The key to moving through the organization?  Showing up, pitching in and be a positive influence even in the most dire situations.

Chris Carbone (CC): I became actively engaged with NJLA in 2008 when I became the Director of the South Brunswick Public Library.  My one career regret is that I did not make NJLA a bigger part of my early career! Through the great mentorship of Eileen Palmer I quickly became very active with the Public Policy Committee, serving as Vice Chair and then Chair...  Through my work on Public Policy over the years I have had the opportunity to serve on the NJLA Structure and Funding Task Force, the Advocacy Subcommittee, participate in Task Force presentations across the state, be an Advocacy Captain and coordinate NJ’s delegation for ALA’s National Library Legislative Day. I was elected to serve as NJLA Secretary from 2012 to 2014.  This was followed by a partial term as Treasurer from 2014 to 2015 when I was humbled to be selected as NJLA President-elect.  I have been very fortunate and honored for the opportunity to work with so many of New Jersey’s amazing library leaders and provide service to our vibrant Association.

Michael Maziekien (MM): I've been involved in NJLA since 2007. I started out working with the Reference Section, serving as co-editor of the Reference Section Quartertly newsletter, and working on the first annual Adult Services Forum. While working at the Nutley Public Library, I took part in NJLA's Emerging Leaders program. I became president of the Reference Section, and later worked on the Virtual Reference Task Force, researching opportunities for digital reference service. I was then appointed to the Member Services Committee, and worked with fellow committee members to establish a series of social events for NJLA members and their families. I was elected to the NJLA Executive Board as Member-at-Large, served on (and later chaired) the Personnel Administration Committee, and here I am today!

Q2:  Do you remember your first NJLA Conference? What was it like?

JK: My first conference experience was more of a day of professional development.  Arrive at conference, attend some programs and see if I could leave early.  Once I became more involved in NJLA and made more friendships, I started to participate in more of the NJLA Conference events and the experience became much more rewarding.  NJLA has many opportunities for meeting others, and I would highly recommend participating.  It is all about having someone to go to lunch with.

CC: It was so exciting!  There is just something about being among hundreds of other library people, all sharing great ideas, enthusiasm and advice.  It was truly eye opening to see such collaboration, commonalities and opportunity.  Everyone is so accessible, so for a first time attendee is was such a great experience.  And going to Conference still is!

MM: At my first NJLA Conference, I knew very few people, had no detailed plan for attendance, and signed up to speak on a panel with Rutgers Library Science Professor Marie Radford. Needless to say, I felt like I was jumping into the deep end. By the end of the conference, I had met so many wonderful people, learned so much, and had such a great time that I couldn't imagine missing a future conference.

Q3: What are some of your favorite NJLA Conference moments?

JK: Most of my favorite moments are as a co-chair with Karen Klapperstuck, Lynn Schott and Kathy Schalk Green.  Chairing conference is a constant running around trying to make sure the Conference experience is enjoyable for 1,000 attendees and the exhibitors and speakers.  Lynn always had a bag with everything you didn't realize you needed until you did, like tape, scissors, markers and much more.  By the end of the conference you are exhausted but filled with a sense of pride at having pulled it off for another year. More recently, this year's pool party was an event that added so much to the Conference experience.  Since we went to Revel, many of us have discussed how much more of a Conference feel there is when you are able to attend the events at night and the Pool Party was the best yet.  The discussions, meeting new people and the relaxation after a long day was such a great experience and one I look forward to in the upcoming years.

CC: Finding inspiration and sense of purpose at key notes and the Awards Reception. Shopping the NJLA store.  Visiting the vendors.  Seeing new and familiar faces all with the common bond of developing great New Jersey libraries.   Being proud and thankful to learn from all these inspiring New Jersey librarians.  Those Aha moments when you realize others have the same hopes, dreams and challenges, and together we can make things happen!

MM: To name a few: Ignite sessions, Battledecks, Conversation Starters, Brown Bag lunchtime talks, and, of course, dance parties. I always return to the library feeling like my battery has been fully recharged, and these are just a few reasons why.

Q4: What are you most looking forward to at the 2017 NJLA Conference?

JK: Having almost no official responsibility as Past President.  Also, the Conference being in Harrah's a second year building on last year's success.  The Conference Center at Harrah's is such a great fit, larger rooms for programs, a centralized exhibitor area, more affordable rooms and of course the Pool Party.

CC: I’m looking forward to the energy and power of New Jersey libraries coming together, for some great Beyond the Box programs, the keynote speakers, connecting with everyone at the Pool Party, and to hear where Michael will lead NJLA next!

MM: It looks like NJLA President Chris Carbone has picked a wonderful slate of keynote speakers. I'm looking forward to hearing them all!

Q5: Do you have any advice for library school students or young librarians who want to get the most out of their NJLA membership and advance in the profession and in the organization?

JK: Get involved and meet others.  Join a section, or if you are a library school student become a Committee Intern.  The more people you meet, the more doors will be open to you and the more fun you will have.  New Jersey libraries have amazing people, and many of them are involved in NJLA.  Meet them, learn from them and work with them within the Association.  You will definitely enrich your life and career and may even make the world a better place for those who rely on NJ Libraries.

CC: Do it!  Get involved and be active.   Network with fellow members, at all levels, and don’t be shy.  We all learn from each other.  Participate in areas that you are most drawn to – and also try some areas beyond your box!  Take advantage of opportunities to talk with colleagues from all types of libraries and experiment with sections focusing on different types of library services.  Make as many connections as you can; you will find that we all have far more in common than you might think.  There are many opportunities and the rewards are great.  Look into the Emerging Leaders program.  Take advantage, volunteer and have fun!

MM: Raise your hand when volunteers are needed. Raise your voice; you always deserve to be heard. If you're getting used to the idea of public speaking... Fortunately NJLA members are a thoughtful, friendly and engaging audience. Share your experience and enthusiasm with others. And above all, take the time to listen to those around you. I've met more wonderful people through NJLA than I can count.

Conference Proposals Due Friday, Nov. 18 by midnight

Time is running out!

Proposals for sessions at the 2017 NJLA Annual Conference are due THIS FRIDAY, November 18, by midnight, NO EXCEPTIONS! Please make sure submissions go through your correct conference point person so that no proposals are lost in translation!

Avoid doing the dreaded late run (at least the proverbial virtual late run) and make sure you get yours in ASAP!

Emily Witkowski and the 2016-2017 NJLA Conference Committee

Moving Beyond Our Box: Why We Do What We Do (the Way We Do It)

The NJLA Conference takes the most tremendous kind of event planning . . .

Combining professional development mixed with social interactions, formal and informal networking, food, overnight accommodations, geography and travel considerations, logistics and scheduling and space! And not to mention, just like with wedding and other party planning, always keeping in mind the infinite and wide range of needs, preferences and expectations of all of your guests, speakers and organizers. Add to the pressure that the annual conference is one of only two primary ways that NJLA makes any money with which to operate (the other is individual and institutional membership dues). It certainly takes a team effort to put together a large-scale three-day, statewide event, and we’re pretty lucky to have some of the best team players around.

All of that being said, every year there are a lot of questions about why we do what we do to organize and plan for our annual conference. In light of thinking and moving beyond the box, we want to make sure the process as transparent as possible and answer some of those questions from our membership. 

How Do We Do It?

Most conferences start years before the event date. NJLA leadership -- typically Pat Tumulty, the current and/or incoming NJLA President, and one or more chairs of the Conference Committee, working directly with a professional conference contract negotiator -- starts planning for the annual conference with a thorough review of venue options in and around New Jersey. As you may have heard, our venue options are limited! The ideal venue is one that:

• Is located in NJ (In the past, we’ve even held a conference in the Poconos!)

• Can offer dates that do not conflict with other professional events (like ALA, PLA, especially during a year when they are local to NJ) or with religious or federal holidays

• Has substantial enough parking to accommodate attendees, vendors, and guest speakers

• Has reasonable options for overnight accommodations, preferably on-site (that meet expectations in terms of quality, quantity, and finances for our members)

• Has space that allows for an exhibit hall with 80-100 vendors, luncheons, keynotes that draw larger audiences, the NJLA Store, and at least 8 smaller breakout program rooms -- simultaneously

• Has space that allows us to comfortably accommodate attendees at all of the above events, and a layout minimizing the proximity of attendees to vendors and both to event spaces

• Meets an affordable price tag for our non-profit association

Why AC?

In the most recent past, the last 10-15 years or so, many NJLA members and conference go-ers experienced some really great events at Ocean Place Resort & Spa in Long Branch. Unfortunately, as we realized that we were outgrowing the exhibit space, program rooms and parking lot, we also recognized that space and room rates were much higher than many other venues across the state. Our conference negotiator conducts research each year about potential venues, and currently there are only a couple left that meet our requirements: all located in Atlantic City, NJ.

In addition to those requests that NJLA has when selecting a conference venue, the venues themselves have requirements for those groups that they allow to use their space. One of the most important things for many venues is something over which NJLA has very little control: we just don’t book enough overnight stays. Most venues make their money not from the price we pay for the space, but for those rooms that get booked and other money spent inside the venue (like food). If we don’t secure enough rooms, by hotel standards, they simply do not approve our request to have them host our event. In addition, those that are willing to host NJLA, like Ocean Place, require that a certain number of overnight stays get reserved or our organization has to pay the difference for unused rooms (this is called attrition). Year after year, we often just don’t book enough hotel rooms to be cost-effective -- for us, or for them.

Why Harrahs?

While planning for the 2016 NJLA Conference, there was one venue that was eager enough for business that they were willing to offer some pretty great concessions. Other venues that may have fit the financial bill rejected our proposal (because of projected low quantity of room reservations). Those one or two willing to host our event were proposing a steep price, or few-to-no additional concessions.

Harrah’s Resort in Atlantic City was in the midst of constructing a brand new Conference Center, planning to open a few months before our preferred conference dates, and at that time were looking to book, well, anyone. We were offered a number of various discounts (many of which could be passed onto individual members) AND no attrition for the hotel! And just as good, the space that the new Waterfront Conference Center could offer was hard to beat. With over 50,000 in square footage that was completely customizable, the NJLA Conference was ensured plenty of centralized vendor space, room for sponsors to be visually highlighted, bigger breakout rooms for sessions, luncheon and keynote space, and plenty of room for both formal and informal networking and social engagement. The venue boasts a variety of food options (for food style and price point), newly renovated hotel rooms, plenty of parking -- and an indoor, temperature-controlled pool! Plus, this space provides room to grow our event, allowing us to finally be able to potentially consider collaborations with like-minded organizations. (Professional development and collaboration are both major features of NJLA’s current strategic plan.)

Full Steam Ahead!

Most conferences aren’t perfect. We aim to provide the best possible experience to all of our conference attendees, and sometimes we fall short. However, despite a few flaws at our first year at a new venue in 2016, we learned some valuable things about our members and our ideal space, and we look to build on our success for years to come, no matter what part of the state in which we end up! The 2016 Annual Conference was one of the best financially for our association, particularly since AV costs were down significantly from previous years. Currently, in late 2016 as I write this blog post, we are in the midst of reviewing and approving locations, dates, concessions, and contract terms for 2018, 2019, and 2020, and the NJLA Executive Board has already approved the Conference Committee negotiating a new three-year contract with Harrah's Resort.

The bottom line is that what Harrah’s is able and willing to offer checked off just about everything on NJLA’s list for an ideal conference venue. NJLA truly believes that the opportunities presented at the Waterfront Conference Center contribute to an enjoyable, memorable, and overall high quality conference experience. NJLA will continue to survey potential venues throughout the state, so that we always know that we are getting the best bang for our buck, and the best resources available to accommodate our greatest professional development experience. Now that Harrah’s Waterfront Conference Center is seeing great success nationally, they are certainly not begging for business. However, NJLA and librarians pride themselves on good customer relations, and we are excited to continue to work with all NJLA leadership, program planners, and members, as well as to build a relationship with Harrah’s, in order to offer a valuable statewide conference each year.

The best (not to mention, the most fun) way to be aware of or enhance your understanding all of the in’s and out’s of NJLA, especially Conference, is to be an active member of our association through committee work and/or leadership positions. Also, ask questions! The Conference Committee does work hard to share as much information as possible, but we sometimes get so wrapped up in the details that you absolutely *must know* that we forget to share all the backstories. Help us out by sharing any concerns, asking questions, or seeking clarification by communicating with us directly at njlaconference@njlamembers.org. The NJLA Office can also answer many questions that you may have. We know we can count on your support, dedication, creativity and hard work to make each year’s conference even better than the next! Thank you for putting your trust in us to lead the way.

Kate Jaggers and the 2016-17 NJLA Conference Committee