Poster sessions discuss innovative library program ideas, success stories, research studies, problem solving and more!

Poster sessions may present any of the following:

-- a report of a research study

-- an analysis of a practical problem-solving effort

-- a description of an innovative library program

Poster session applications can be submitted at of January 24, ending on February 28.  You can find the link to the proposal form here, beginning on January 24.

Poster sessions will be held on Tuesday from 2:30pm-3:30pm and on Wednesday from 11:15am-12:15pm. This year library school students will be able present posters on Tuesday 11:15am-12:15pm. Presenters are required to be present to answer questions and discuss their poster material for the one-hour time slot on the day reserved for their session. A table will be provided, but you must provide your own poster material and handouts.

Poster session participants place materials such as pictures, data, graphs, diagrams and narrative text on 4' x8' poster boards or poster triptychs. Posters should be free standing because wallspace cannot be guaranteed.

http://njacrl.njla.org/PosterResources.html

2011: http://njacrl.njla.org/NJLA11Poster.html

2010: http://njacrl.njla.org/NJLA10Poster.html

2009: http://njacrl.njla.org/NJLA09Poster.html

Speakers will be reimbursed for the following with prior arrangement and approval of the Conference Chair: Travel Mileage at current IRS rate, tolls, parking Air fare*, train fare**, car service or car rental *Flight reservation must be booked for coach seats (economy class), at least three weeks prior to date of travel.

**Train reservation must be booked for economy class.  

Hotel *** Conference hotel or equivalent ***Need for hotel room (with date) must be requested from Conference Chair.

The Conference Chair will reserve accommodation and arrange for billing to the Association master account.  

Meals not to exceed $65 per day; meals at conference events must be arranged in advance and will reduce the reimbursement amount.   Incidental expenses By prior agreement only  

Requests for expenses should be submitted with the program proposals. Travel arrangements should only be made after program approval is received from the Conference Chair.

Reimbursement will be made after the Conference, when the reimbursement form with original receipts, is submitted to the Conference Chair, who approves it and forwards it to the Association Treasurer. Special requests to provide reimbursement of travel costs at the Conference may be considered; receipts must be sent with the reimbursement form to the Conference Chair at least three weeks prior to the Conference.  

New Jersey librarians are not reimbursed for participating as panelists or speakers and will be required to pay the registration fee unless their participation is limited to a specific program. New Jersey librarians that do not officially register for the conference will receive special badges, valid only for the session or sessions in which they are speaking.  

Vendors are not normally reimbursed for participating as panelists or speakers.  

Approved by the NJLA Executive Board, 2008.

The most direct answer is - they should support the professional association.  However, if a speaker is not registered for the conference, they can only attend the program at which they are presenting and visit the exhibits.  They may not attend any other programs, special events or meal functions.

First, consult the speaker reimbursement policy to determine what can be offered to the speaker.  Secondly, ask the speaker what their usual honorarium is.  If you have questions about the amount, email the Conference Committee Chairs (NJLA.Conference@gmail.com) BEFORE you confirm.  The Conference Committee has a good idea of appropriate ranges.  And, if the amount is higher than we would like, you can always ask if they will negotiate, or if they will consider offering more than one presentation while they are at the conference.  We have had speakers agree to reduce their price because they are pleased to be by the ocean or they have family on the East Coast.  It never hurts to ask.

You must fill out the reimbursement form after the conference.  If the honorarium is above a certain level*, you will be informed by the Conference Committee that you must fill out a Letter of Agreement (see attachement below).  Since NJLA must issue a 1099 form for individuals that receive reimbursements, the speaker must provide information, such as a social security number.

If your speaker is approved to travel, including a room, you will receive confirmation of that.  The Conference Committee makes the room reservations for invited speakers; this ensures that the hotel bills NJLA, not the speaker.  Neither you nor your speaker should make a reservation; if you need a confirmation of a reservation, email the Conference Committee Chairs (NJLA.Conference@gmail.com).

The speakers must make their own reservations.  Security issues make it very difficult for reservations to be made by another organization.  Reservations (Economy class) must make these at least 3 weeks in advance, for the best rates.  Speakers are reimbursed after the conference.

If travel is approved and airport pickup is required, notify the Conference Committee Chairs (NJLA.Conference@gmail.com) who will refer this information to the member of the Conference Committee who will make car service arrangements.  However, if your speaker is willing to rent a car, we actually prefer that.  The car rental rate is much less than a car service.

Send email to the Conference Committee Chairs (NJLA.Conference@gmail.com) and we will refer it to the Conference Committee member who will be handling travel.  The hotel has a shuttle available, but we will try to coordinate it.

Speakers will be reimbursed according to the current IRS rate and for tolls & parking. Receipts for tolls and parking need to be included with the reimbursement form so please remind your speaker to save them. Speakers are reimbursed after the conference.

NJLA does not supply laptops or data projectors.  Please poll your committee to see if a member has equipment available to bring to the conference.

If your library can subsidize the photocopies, NJLA will be deeply grateful.  Otherwise, either your speaker or you can have the copies made at Kinko’s or Staples and submit a form for reimbursement.    Do not ask the NJLA office to make copies for the program.

Except for preconferences and meal functions, all rooms must be set up theater style and must remain that way.  The quick turnover of programs throughout the day does not make it possible to change the arrangements of rooms.

Our contract with the hotel specifies no outside food must be brought in.  And, the per person cost of any kind of refreshment prohibits any special arrangements.

There is a place on the proposal form for information about books that have been published.  You will also receive an email in the beginning of 2013 for a list of currently available titles.  Barnes and Noble has been the vendor at the conference, handling all sales.

If your speaker is a published author, you will be contacted by a member of the Conference Committee to set up a book signing.

Luncheon tickets are only available for speakers who are entitled to some type of reimbursement.  Include a request for a luncheon ticket on the proposal form.  If a request arises after the proposal date, send an email to the Conference Commitee Chairs (NJLA.Conference@gmail.com).

Check out the programs for other library association conferences.  Here are three of the larger "local" conferences:

Pennsylvania -- https://m360.palibraries.org/frontend/event/schedule.aspx?EventId=54914

New York -- http://www.nyla.org/images/nyla/2012%20Conference/NYLA_Conference_2012-P...

New England -- http://www.nelib.org/conference/programs