Preparation

Six months in advance:

• We reserved a room for 50 persons at the University Center six months in advance, after checking with the LAUC President, who polled the Executive Board. Cost was $500. We also asked the president for a tentative list of equipment needed. Room configuration: rectangle table with enough seats for the board and delegates, chairs around room for other attendees. We requested tablecloths for the meeting table, a microphone for the head table, a hand-held mike for use by conference attendees, and four easels.
• We had a separate room set up for lunch and morning break. Afternoon break was set up during the meeting.
• We reserved a meeting room in the Library for the LAUC Executive Board, which meets the day before the Assembly (usually in the afternoon).

Three months in advance:

• In January, we issued a call for volunteers from UCSB librarians. We used this list whenever we needed help on a project.
• A volunteer constructed a web page for the Assembly Other Assembly web pages:
  • UCSC 1999 Fall Assembly
  • UCR 1999 Spring Assembly
• Catering arrangements were made, and a menu selected.

Two months in advance:

• Local LAUC Chair sent notice of Assembly to LAUC Executive Board for distribution to membership.
• Web page went live.
• Volunteer notified campus parking services before putting parking details on our web page.

One month in advance:

• Reminders were sent by the LAUC Chair to the LAUC Board for distribution to membership two weeks before and three days before deadline. Deadline was two weeks before the Assembly.

One week in advance:

• Airport/Train Transportation: The web page had a section to be completed by attendees requesting to be picked up and dropped off at airport or train stations. One week before the Assembly, the volunteer coordinating drivers sent an email to each of these attendees, verifying that we had arranged for this service and checking information and times.
• We bought folders and name badges. Badges were stick-on with names and campuses printed (see registration). There are pin-on badges in the LAUC Assembly box, but we decided not to use them.

Week of the Assembly:

• Folders were assembled with agenda, campus map, committee reports, and resolutions. Separate folders for the Executive Board included the agenda of their meeting the day before the Assembly.
• Parking volunteer called campus parking services to make sure entrance points were aware of the Assembly.
• Volunteers made directional signs, and asked for campus permission to post.

During the Assembly

• Assembly coordinator was available to cover details, such as directing speakers, conferring with catering, fielding questions, connecting drivers and riders, etc.
• Volunteers placed directional signs, then stood by parking lots and the University Center to direct attendees.
• Two volunteers staffed the registration table, checking off names, handing out packets with receipts and name tags attached, and collecting checks from late registrants (see Registration).

Registration

The registration form for the LAUC Spring Assembly 2000 was available on the web. Participants had the option of filling out the registration form online and mailing a check separately or printing the form and mailing it with the check. Checks were made out to UC Regents. Credit cards were not accepted. Once received, I acknowledged the registration with an email. For double measure, a paper copy of all registrations was kept as well as the email copies. Checks were given to the Associate University Librarian for Budget and Planning as they arrived.

MicroSoft Access Using the predefined Membership Database Microsoft Access Database Wizard, I created a database for registration and receipt purposes. Because the Membership Database did not completely meet the registration needs, I modified several aspects of the database. For example, the inventory report became the receipts and creating a label report allowed for printing name tags. The database also allows for sorting and printing lists of participants.

Registration Day During the registration period, I checked off participants names and handed out packets with receipts and name tags attached. I also collected checks from late registrants.

Meals

• Morning Break: $4/person
• Lunch: 3 choices: $9.50/person
• Afternoon Break: $3.50/person
• Total: $17/person: based on 50 est., $850
• Collected $10/person: $500

Payments

LAUC has a fund of $1000 for the Assembly. The $1000 almost covered the cost of the conference room and breaks, and the cost of the lunches was covered by the $10 lunch fees collected by UCSB (plus UCSB used its own funds to cover a small additional amount.) Suggestion: either increase lunch fee for attendees to $12, or call $10 a registration fee and charge all attendees.

The bill from the University Center for conference room, breaks, and lunch was $1600. The Library submitted a check request to UCSB campus accounting, which issued a check for that amount to the University Center. $1,000 of that amount was directly charged to the Systemwide LAUC account. Contact: Julie Chen telephone 510-987-9454. (The check request requires UCOP approval and Julie Chen must sign; copies of vouchers and ledgers must be attached.)

The $600 remainder was charged to the UCSB Library. Since the Library collected only about $500 in lunch fees, the $100 balance was covered from Library funds.

• Total cost for room, breaks, lunch $1,600
• Funding from LAUC Systemwide - 1,000
• Funds collected for lunch attendees - 500
• Balance covered by UCSB Library - 100

To pass from Assembly to Assembly:

Questions? Please contact Sherry DeDecker Telephone 805-893-3713

Last modified: July 26, 2000