Guidelines for the SAM Planning Document
Please fill out and return the SAM Planning Document at least 4 weeks before the proposed event date. The planning document encourages SAM members to plan high quality events that are well thought out, that dovetail with our course material, and that generally prepare our members to be well-informed professionals and leaders in their chosen fields. The purpose of the document is to begin a dialogue with the SAM officers as event planning continues. Please refer to the following guidelines as you fill out the planning document. Also, review the reporting requirements that have been established to update SAM on the progress of planned events.
- The planning document will be reviewed by all the officers at the next-scheduled Officer’s Meeting. These meetings are held bi-monthly. The schedule appears on the SAM Events web page.
- The SAM officers may have questions about planning, budget, and issues related to the event. These questions are meant to encourage a dialogue about the event and solidify planning, and integrate the event into the life of the University and CLIS.
- As many events as possible will be selected and scheduled for the benefit of the SAM and CLIS community. However, due to time constraints, budget limitations, duplication of ideas, speaker availability, etc., it is possible that not all events may be taken on by SAM. (This purpose of this is not to limit or restrict programming, but to use SAM as a way to promote archives issues as best it can to the regional professional community working within our financial and human resources.)
- Review the reporting requirements that have been established to update SAM on event planning.
- Officers will notify the event coordinator(s) as soon as possible about the results of the review, and if membership consideration is required.
Once the event has been accepted by the officers and/or the general membership, the event coordinator(s) will be responsible for detailed reporting of and documenting the event’s progress. The reports should be used to inform the SAM officers about an event, identify key contacts, outline budget requirements, and address the status of the event planning stages. SAM has an obligation to the college to provide documentation of our events, and future students can benefit from our records. The officers request that event coordinators:
- Provide SAM officers with a weekly status report.
- Identify planning steps completed and those yet to be done.
- Identify members of your committee/helpers, if one exists, and their roles.
- Outline budget proposals.
- Identify key contacts (names and addresses).
- Respond to officer questions and requests.
- Consult the program calendar to make sure dates are available.
- SAM values cross-disciplinary events, topics, and speakers both within the archival profession, and across disciplines.
- Consider the steps that will be taken in planning the event.
- Propose a budget for the event. Please consult with the SAM Treasurer if you have questions. As the program planning continues, be sure to collect receipts and turn them into the SAM Treasurer.
- Consider invitations that may need to be extended to the speaker(s) and guests, and how to notify the SAM President that official contact, correspondence, and invitations may be necessary.
- Identify how the event will be publicized, including:
- Fill out the form as fully as possible and return the form to one of the officers. The officers will be back in touch as soon as possible.
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