ES -- Executive Secretary
LAC-- Local Arrangements Chair
RS -- Recording Secretary
VP -- Vice President/President Elect

1. There shall be an annual meeting of the Association at a place and time determined by the Executive Board.
2. As determined by WLA By-laws the dates of the meeting shall be decided by the Executive Board,.
3. The conclusion of the conference is defined as the conclusion of the last session of the conference.

1. A separate budget for conference will be submitted to the WLA Executive Board. All revenue will be credited to this, budget noting whether it came from registration, meals, exhibit fees, grants, donations, etc.
2. All expenditures for conference will come out of this budget whether for meals, speaker's honorarium and expenses, set-up expenses, etc.
3. Continuing Education Pre and Post Conference are self-supporting. If enough people don't sign up and pay the extra cost for the Continuing Education program, it will be canceled before the conference.
4. Sections do not pay for programs they sponsor unless the program is restricted to their section members. All general conference programs are paid from conference revenue.
5. If a section wishes to sponsor a program and the conference committee does not approve it within the conference budget, the section may appropriate money from the section to cover the cost of the program. This money would be considered a donation to the conference budget.
6. (Any revenue generated by a conference program such as the sale of books is a part of the general conference revenue.) Is this to be deleted and the following inserted here?
   Sections have the option of raising additional revenues through book sales, etc. at conference. Any associated activities are the sole responsibility of that section. WLA can, at its discretion, hold other fund raisers.
7. Within 30 days of the end of the conference, all of conference bills should be paid and all of the revenue received and accounted for. Any profit from the conference except $100 seed money for the next conference will then be credited to the WLA General Budget.

1. For all persons attending any annual or special meeting of the Association, there may be a registration fee to be fixed by the Executive Board at its December meeting following the previous conference.
2. Different registration fees may be set for different classes of registrants such as: members, non-members, students, trustees, etc.
3. For purposes of registration, WLA members are those with paid-up dues at the time they register for conference.
   Non-members are those not members of the association at the time they register for conference.
   Students are individuals with current activity cards or pre-registration confirmations at any high school or college.
4. Full registration refunds--less $10--can be made if written notice is received by the registration chair seven days prior to the conference. If notice is received by the end of the conference a 50% refund--less $10 processing fee--can be granted.
5. The hosting libraries will share ten passes for their staff members to use throughout the conference. These transferable passes would allow staff to attend programs without each person having to pay the registration fee. function must register for that day of the conference at least and pay for the meal. The exception to this would be programs paid for by a special grant. Invited Awards Banquet guests may be exempted from the registration fee to attend that one function.

1. The exhibits chair will be the ES and at the Executive Board meeting in December, the Board will set the fee for exhibits for the upcoming conference.
2. All exhibitor fees will be deposited in the conference budget as they are received.
3. Exhibitor Refunds. If an exhibitor wishes to cancel after his fees have been paid and if written notice is provided to the ES at least 60 days prior to the conference, all but $25.00 of the fee will be refunded. If a written request is received within 60 days prior to the conference, then all but $50.00 will be refunded. Any telecommunication fees associated with registration will not be refunded. In the event an exhibitor fails to appear or is unable to attend, no refund will be given except as provided above.

1. The VP shall serve as chair of the Program Council, and in this capacity, shall sign all conference contracts. The VP MUST sign ALL conference-related contracts. No contract will be honored without this signature.
2. The Executive Board has adopted a standard contract format (attached) which must be used for any and all binding agreements between the Association, including its sections and committees, and other parties.
3. All contracts must be executed in quadruplicate: one copy for the speaker, one copy for the VP, one copy for the WLA Executive Secretary, and one copy for the section chair or committee chair who arranged the program.
4. Some activities which may take place at conference are registration and collection of dues, exhibits, general sessions and business meeting of the Association, specials sessions and programs, continuing education pre and/or post conference workshops, and entertainment.
5. Although WLA members are not eligible for honorariums as presenters, expenses may be paid to member/presenters at the discretion of the conference chairs(s).

1. The Executive Board
   
   
   1. Determines the time and place of the conference and announces it in the WLA Newsletter.
   2. Sets registration and exhibit fees.
   3. Negotiates contracts with other organizations.
   4. Approves general budget including the conference budget.
   
   
2. President
   
   
   1. Writes the agenda and presides at all general sessions and business meetings.
   2. Presents an annual report and submits it to the Recording Secretary at a general session.
   3. May preside at programs of general interest to the membership.
   4. Installs the new officers.
   
   
3. Vice President/President Elect
   
   The VP, as Program Council chair, will solicit ideas for conference programs from Section Chairs, Committee Chairs, and the general membership at least six months prior to the conference date. From the ideas submitted, the VP and Program council will build a conference program taking into consideration a balance of all sections and committee interests, the time slots available, and the anticipated revenue.
   
   
   1. Serves as chair of the annual conference.
   2. Appoints local arrangements chair.
   3. Inspects conference facilities and provides the LAC with information concerning room size and arrangement, equipment, refreshments, etc.
   4. Determines seating arrangements, head table protocols, etc.
   
   
4. Program Council responsibilities include:
   
   
   1. Selects the conference theme and arranges programs of general interest.
   2. Schedules the conference programs and events.
   3. Recommends a conference budget, including registration and exhibit fees, to the Executive Board.
   4. Provide the LAC with a final conference schedule to be printed in the program.
   5. Provides the LAC with a list of approved guests and the necessary arrangements of each.
   6. Designs convention program evaluations, tabulates them and passes them along to the next VP.
   7. Compiles names, addresses and contributions of all persons who should receive letters of appreciation and forwards these to the Recording Secretary.
   
   
5. Recording Secretary
   
   
   1. Records minutes of the general sessions and Executive Board meetings and submits these to the WLA Newsletter for publication.
   2. Receives annual reports from all officers, and section chairs.
   3. Prepares letters of appreciation as requested by the President and VP. The outgoing RS submits these letters to the outgoing President for his/her signature.
   
   
6. Executive Secretary
   
   
   1. Receives membership dues or designates a representative to do so during conference.
   2. Counts the election ballots and tabulates the results during the week of the conference and presents the results to the President and VP prior to the first general session of the conference.
   3. Receives all funds and conference statistics from the registration subcommitee within two weeks after the close of the conference and deposits them in the special conference account.
   4. Receives vouchers within one month of the close of the conference and pays all authorized expenses from the special conference account and pays the bills in a timely fashion.
   5. Submits a financial report and other statistics to the Executive Board at its next regular meeting.
   6. Serves as recording secretary for the Program Council.
   7. Serves as Exhibits chair.
   
   
7. Section Chair Elects
   
   
   1. Are responsible for section activities at the conference. Arranges section programs and meetings and submits any plans to the Program Council for final authorization and scheduling. If there are speakers, prepares contracts and submits them the VP for signature. Provides VP with the information on what is needed for the section's program speaker such as hotel accommodations, meals and transportation.
   2. Provides the Program Council with information concerning room size and arrangement, equipment, etc. that is needed for section meetings and programs.
   3. Submits conference vouchers to the ES within two weeks of the close of the conference.
   4. Provides the outgoing Section Secretary with the names and addresses of persons who should receive letters of appreciation and signs the letters.
   
   
8. Section Chairs
   
   
   1. Presides at section meetings and programs.
   2. Prepares a written annual section report and submits it to the RS at the general session.
   3. Submits minutes of section meetings to the RS and Communication Committee webmasters.
   
   
9. Committees or Special Groups
   
   Any committee or special interest group may request time during or in conjunction with the conference for meetings or programs. The Program Council will determine the feasibility and scheduling of such requests. For any approved program, the committee chair(s) or group representative has the same responsibilities as a section chair-elect.

1. Previews and recommends changes of the conference registration form composed by the conference committee prior to its publication in the WLA Newsletter and/or as a general mailing if required.
2. Receives registrations by mail and prepares name specific registration packets containing badge, tickets, etc.
3. Establishes hours and schedules staffing for an on-site registration desk.
4. Collects registration fees, sells meal tickets and distributes packets.
5. Makes tickets and provides a ticket count to the Meals subcommittee and chair of any ticketed function.
6. Gives all fund collected the ES to be deposited into the special conference account.

1. Chair
   
   
   1. Reports to the Program Council
   2. Serves as the official liaison with the conference hotel and other local functions.
   3. Appoints subcommittees for housing, meeting rooms, hospitality, publicity, exhibits, meals, transportation, packets, etc.
   4. Coordinates the work of local arrangements subcommittee.
   5. Arranges for printing of the conference program handbook.
   6. Gives the ES the names and addresses of the individuals who should receive letters of appreciation.
   7. Submits conference expense vouchers to the ES within two weeks of the close of the conference and advises the ES if any voucher will be delayed.
   
   
2. Subcommittees
   
   
   1. Housing
      Prepares a list of hotels and motels with their locations and rates and assists the conference chair(s) as requested.
   2. Meeting Rooms
      Assumes responsibility for checking the physical arrangement of the meeting rooms prior to each meeting.
      Provides and places necessary signs for all sessions, meetings, programs, exhibit areas, registration desk, etc.
      Arranges for security of rooms when meetings are not in session.
   3. Hospitality
      Does everything possible to provide an enjoyable atmosphere. A budget for hospitality may be negotiated with the conference chair(s) and may be supplemented by local libraries, donations, etc.
      Activities which have been partly arranged by this committee include social hours and mixers, hospitality suite, decorations and favors, door prizes, library receptions, bulletin board for messages and job notices.
   4. Publicity
      Works with the Program Council to be certain that sufficient information is received from sections, committees, etc. to prepare the conference program and press releases.
      Prepares publicity for local newspapers, television and radio stations and send press releases to libraries in Wyoming for local release as appropriate.
      Arranges for local coverage of the conference.
      Coordinates interviews, photographs, etc. as necessary.
   5. Exhibits/ES with local contact
      Extends invitations to potential exhibitors for conference as soon as possible.
      Collects exhibitor fees and sends money to the ES upon receipt for deposit in the special conference account.
      Arrangers a floor plan for the exhibit area, provides for tables, tablecloths, signs, security, telephones, outlets, etc. Is the liaison between the hotel and individual exhibitors.
      If telephone service is not available in the hotel, the exhibits committee directs the exhibitor to the service. WLA does not assume responsibility for installation, fee, etc.
      Prepares a list of names of exhibitors and companies two weeks prior to conference.
      Sends list of names of exhibitors and companies for name tags to be made.
      Picks up name-tags from Registration Chair and distributes them to the exhibitors.
      Introduces exhibitors at designated functions.
      Supervises exhibit area cleanup.
      Sends letters of appreciation to exhibitors.
   6. Meals
      May, at the direction of the Program Council, select locations, plan menus, and determine costs for meals and coffee/juice breaks.
      Relays the meal count from the Registration Committee of the hotel.
      Collects meal tickets at the door and counts the number of persons at each meal function and confirms the count with the LAC.
      Assists the VP in making arrangements for head table seating, signs, floral pieces, etc., as requested.
   7. Transportation
      Provides transportation as requested by the Program Council.
      Arranges special parking if necessary.
      Works with the hospitality committee to arrange tours to local libraries and points of interest.
   8. Packets
      Solicit local materials, stuffs packets, and provides the packets themselves to the registration subcommittee.
      Works with the registration subcommittee to be certain that packets are properly collated and available at the registration desk.
   9. Audio-Visual
      Provides special equipment as requested and checks to see that it is functional.