TLA & ALA

We are getting to the time of year where we start thinking about library conferences. Unfortunately, this year we will most likely not have the funds we had in the past to send staff to conferences. This will mean a couple of things: 1) We will be sending fewer people and 2) Those who we do send may receive either full or partial stipends.

Decisions on who will attend will be based on a number of considerations. First priority will be given to staff who serve on committees, give conference presentations and conduct library business. This applies to the next two fiscal years. For the most part, staff will be limited to one conference per fiscal year unless they fall into one of the above categories. This is particularly important as we approach FY10 since we have multiple conferences occurring in that year. So, as you consider which conference you wish to attend, keep in mind these major conferences:

• July 2009 - ALA - Chicago, IL
• March 2010 - PLA - Portland, OR
• April 2010 - TLA - San Antonio, TX
• June 2010 - ALA - Washington, DC

I would also add that anything you can do to save money on a travel request will help.

For the immediate future, we are looking at the 2009 TLA Annual Conference here in Houston from March 31 - April 3, 2009 and 2009 ALA Conference in Chicago from July 9 to July 15, 2009. If you would like to attend ALA conference, paperwork needs to be turned in to NL Administration office by Friday, January 23. In order to coordinate our assignment of travel funds, please ensure that all interested staff have their TLA applications in to the Neighborhood Libraries office by Monday, February 2.

You will need to submit the "Travel and Attendance" request form along with a 206 Leave Authorization form. Both of which are available on the HPL Intranet. Once we receive these, the district managers and Regina Stemmer, Chief of NL will review requests and make decisions on travel approvals and what percentage will be funded.

As you fill out our paperwork, you can use the following figures as guidelines for each conference (Keep in mind anything you can do to cut down on these figures will help.)

TLA - Houston, TX - March 31 to April 3, 2009

This estimate below is based on a 3 day attendance. Please adjust the dollar amount to your individual attendance.

Airfare and Hotel accommodations are not allowed since TLA 2009 Conference is held locally.

*Registration:	$	185.00	Mail in registration deadline March 13, 2009 (for HPL to prepay)
Airfare:	$	0.00	Not Allowed
Hotel:	$	0.00	Not Allowed
Meals:	$	120.00	$40 per day for 3 days (includes tips for meals)
Ground Trans.:	$	36.00	Taxi, shuttle, subway or parking
Other:	$	15..00	Tips (, bell service, etc. – max of 15% each)
Total:	$	356.00	Average attendance expense

*You can register online at a discount rate of $170.00 and get reimbursed.

2009 ALA Annual Conference - Chicago, IL - July 9 to July 15, 2009

This estimate below is based on a 3 night stay. Please adjust dollar amount to your individual stay.

Registration:	$	190.00	Early Bird Interactive Registration ends March 3, 2009 (prepay or reimbursement)
Airfare:	$	500.00	Per Advantage Travel Inc, http://viaadvantage.com(prepay or reimbursement)
Hotel:	$	631.00	Based on average single occupancy rate for 3 nights at $183 per night
Meals:	$	150.00	$50 per day for 3 days (includes tips for meals).
Ground Trans.:	$	50.00	Taxi, shuttle or subway
Other:	$	50.00	Tips (cab fare, bell service, etc. – max of 15% each)
Total:	$	1571.00	Average Stay Expense

I greatly encourage NL manager and staff to look at TLA this year as an option. Since it is in Houston, it is much cheaper for us to send staff and we will be able to send more people. Further, if you do not want to attend the full conference and are interested in attending the exhibits only, there will be information forthcoming on how you can volunteer and receive entry to the exhibit. If you are interested in this option, please inform your district manager and we will make sure to keep you posted.

If you have any questions, please let your district manager know.

Thanks,

Shammi