Chapters and the AALL Annual Meeting

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Annual Meeting Events

  1. Chapter Presidents and Vice Presidents Leadership Training Session
  2. Chapter Presidents/Vice Presidents and SIS Chairs/Chairs-Elect Luncheon
  3. Council of Chapter Presidents Annual Business Meeting
  4. Scheduling a Function at an AALL Annual Meeting
  5. Chapter Registration Awards for the AALL Annual Meeting
  6. Activities Area: Chapter Displays at the Annual Meeting
  7. Annual Meeting Chapter VIP Program

Chapter Presidents and Vice Presidents Leadership Training Session

AALL sponsors a yearly training session that includes Chapter Presidents and Vice Presidents, through the Council of Chapter Presidents. Chapters are an integral part of AALL and it is to the benefit of both the chapter and AALL for Chapter Presidents to know how AALL operates and how to find out information. In addition to Chapter leaders, the training also includes SIS and Committee leaders. The training is a facilitated program, with a focus on the role of leaders in a non-profit professional association. Chapters are asked to send their incoming President and Vice President/President-Elect. The training is typically held on the Saturday of the Annual Meeting. Depending on the geographic location of the Annual Meeting and the time the training is scheduled to begin, this may mean that attendees will need to arrive at the Annual Meeting on Friday.

In addition to this live training event, virtual trainings will be offered in the early fall on topics ranging from AALL budgets and financial operations to meeting planning and education program development. All of these trainings will also be audiotaped for archival purposes.

Chapter Presidents/Vice Presidents and SIS Chairs/Chairs-Elect Luncheon

A luncheon bringing together Chapter, SIS, and Committee leadership is typically scheduled the same day as the Leadership Training, which is traditionally held on the Saturday of the Annual Meeting. The focus of the function is to provide an environment for Chapter, SIS, and Committee leaders to informally meet and get to know one another during lunch. The luncheon has traditionally been offered at no charge, but there is always the possibility it will have to be changed to a ticketed event, depending on the then-current finances of AALL.

Council of Chapter Presidents Annual Business Meeting

The Bylaws of the Council of Chapter Presidents (COCP) require that the Council meet once a year at AALL's Annual Meeting. The COCP Annual Meeting is traditionally scheduled on the same day as the Leadership Training, which is typically the Saturday of the Annual Meeting. The Council Chair will solicit Council members for agenda items and create the agenda for the meeting. Obviously, the nature and amount of business to be conducted varies with the particular membership of the Council for any given year. While both the incoming President and Vice President of each chapter are encouraged to attend and participate, each Chapter has only one vote. If neither of these two officers can attend, Chapter Presidents are encouraged to name an alternate delegate, preferably from the ranks of the Chapter's current officers or committee chairs. Of course, the meeting is open to any interested Chapter member who wishes to observe.

Scheduling a Function at an AALL Annual Meeting

All Chapter Presidents will receive a notification in the fall explaining how to schedule a Chapter function at the next AALL Annual Meeting and giving the deadlines for reserving space. This notification will include options for room set-up and billing, as well as the dates and times available for functions.

Chapters will be contacted by AALL headquarters to confirm their plans in the spring. This confirmation mailing will include menus and costs for meal functions, the costs of audio-visual equipment, information on the last possible date to make changes in plans, and the date by which a final guarantee of attendance for meal functions is required.

Chapter Registration Awards for the AALL Annual Meeting

Each Annual Meeting, AALL underwrites one free full registration for ten chapters. It is the intent that the award is presented to newer members of AALL who meet whatever other criteria the awarding Chapter may determine.

By providing an opportunity for a newer member to attend an annual meeting, everyone benefits—the member, the Chapter, and AALL. AALL's goal is to provide an enriching and valuable experience as the member learns and networks with colleagues from across the country. The result for the Chapter and AALL is a member who supports and participates in her or his professional association, both locally and nationally.

Recipients receive recognition in the Awards Brochure. Chapters receiving awards are typically notified in February and have until April 1 to select a recipient.

Activities Area: Chapter Displays at the Annual Meeting

The Association provides space at the Annual Meeting for Chapters, SISs, Committees and Caucuses to display materials illustrative of their work and accomplishments. This is a display area only; sales are not permitted.

  • AALL headquarters contacts each Chapter President regarding participation in the Activities Area.
  • Chapters are encouraged to provide items such as brochures, Chapter publications, reports of projects, posters, etc. for their display.
  • Materials can usually be mailed to the Convention Center in advance of the Annual Meeting, or arrangements can be made to deliver the materials to the Activities Area the day before the area opens. Shipping instructions are sent to the Chapters that reserve tables.
  • Chapters are responsible for setting up, dismantling, and staffing their display during the Annual Meeting.
  • At the present time, Chapters are not charged for space, table, or freight. Chapters will be billed for electrical hookups and equipment rental.