Conference Speaker FAQs
Promotion for Programs & Events
The Conference Committee has provided a Promo Kit [Need page]
to help guide you in your shameless self-promotion. We encourage you to promote your program sessions and events early and often -- through email, social media, and word of mouth! If you make a graphic for your program, feel free to email it to njlaconference@njlamembers.org, and we will post on the conference social media accounts. Our hashtag this year is #njla2025.
Dollars and Cents
Food, Lodging, and Travel
Workshop and Session Details
The Conference Committee has worked especially hard to be able to provide projectors AND laptops for all breakout program rooms. Please bring a flash drive with your presentation and/or be able to access it over the Internet. Google slides are preferred because not all computers will have PowerPoint. You will be able to share handouts and presentations with your attendees by submitting them through your speaker profile, and they can access through the app.
These are the specs for the laptops:
Hardware
- Dell Inspiron 15-3552 | 4GB RAM and Intel Celeron N3060 processor
- 2 available USB ports
- 1 CD/DVD +- RW Drive
- 1 SD card reader
- 1 HDMI video port
- 1 USB Ethernet dongle for wired Internet connection
Software
- Windows 10 Home
- Adobe Acrobat Reader
- PowerPoint Viewer
- LibreOffice 7.4
- Browsers : Chrome, Edge
Except for meal functions, rooms are set up theater-style and must remain that way. The quick turnover of programs throughout the day does not make it possible to change the arrangements of rooms. If you prefer to rearrange existing chairs and tables yourself anyway, you must leave the room as it was found following your program. You cannot necessarily get into a program room early, or stay in the room past the time slot for your program, to accommodate this. Please be courteous to the others that will be using that room who are expecting a specific set up.
Room 3 and 24/25 are set up with round tables. The Sea Isle Boardroom is a conference room with one large table.
Miscellaneous
Particularly if you are hosting a speaker who is not a librarian or familiar with the NJLA Conference and/or is from out of state, please treat them graciously. As a program planner and leader in the association, you are representing NJLA and NJ library workers.
- Confirm all details with them when they accept an invitation to speak. Upon approval from the Conference Committee, review the costs that NJLA will be reimbursing and the manner in which they will receive payment. Verify possible travel arrangements, arrival time, presentation needs, etc. Confirm details with the Conference Committee, and as appropriate, assure your speaker that these details are set.
- Keep in touch with your speaker periodically prior to the conference date to avoid confusion (or disaster). Confirm travel arrangements. Communicate confirmation of or changes to travel arrangements with the Conference Committee as soon as possible.
- Follow up on and confirm any presentation needs, such as photocopies or equipment. Such requests are not the responsibility of the Conference Committee, but we will assist if we can when given notice.
- Select a moderator for the program.
- Identify who, from your section or committee, will tend to the care and feeding of your speaker. Be sure that there is someone available to care for your speaker from arrival to departure, as necessary. Who will meet the speaker when they arrive to greet them and direct them to the registration desk for their badge? Many speakers prefer to have a quick tour of the conference site, see the room where they will be presenting, obtain a conference schedule, etc. to orient themselves when they arrive.
- Settle the details regarding meals for (and with) your speaker. Some professional speakers are self-sufficient. Some library colleagues prefer company when they dine. Some of your colleagues want to have the opportunity to spend more time with the speaker. Meal reimbursement estimates must be approved in advance by the Conference Committee.
- If your speaker is an author, be sure to coordinate with the Conference Committee to ensure all details of book signings. Assign an ‘author buddy’ during any signings. (Those hosting authors will receive more information about successful book sales and signings closer to the Conference date!)
- Follow up with your speaker soon after the conference. They can either give you receipts at the conference for you to submit for reimbursement or mail (or scan/email) them to you. The sooner they are submitted through you to the NJLA Office, the sooner they receive the check. Fill out the reimbursement form.
- Send a handwritten thank-you note!
- Enjoy the experience!
Speakers will be reimbursed for the following with prior arrangement and approval:
Travel
- Mileage at current IRS rate, plus tolls and parking with receipts; reimbursement issued by the NJLA office with receipts and reimbursement form
- Airfare: Flight reservations must be booked for coach seats (economy class) at least three weeks prior to date of travel, and itinerary shared with Conference Committee
- Train: Train reservations must be booked for economy class; itinerary should be shared with Conference Committee
- Car Service: Arrange through Conference Committee
- Car Rental: Arrange for reimbursement with Conference Committee
Incidental: Any unconfirmed expenses MUST be approved prior to the date of Conference.
Hotel: Conference hotel or equivalent. The need for a hotel room, with date(s), must be requested from Conference Committee, who will then reserve accommodation and arrange for billing to the NJLA master account. Neither you nor your speaker should make a reservation at the hotel. Reimbursements will NOT be issued for hotel costs for arrangements made directly by your or the speaker. When submitting for approval, simply include how many rooms/nights you expect should be covered.
Meals: Meals are not to exceed $65.00 per day; meals at conference events must be arranged in advance and will reduce the reimbursement amount. Receipts must be submitted with the reimbursement form after conference. Costs should be approved in advance by the Conference Committee. When submitting for approval, simply include how many meals/days you expect should be covered.
Requests for ALL expenses should be submitted with the program proposals. Confirmation of costs can be communicated by email with the Conference Committee. Travel arrangements should only be made after program approval is received from the Conference Chair. Reimbursement will be made after the Conference; reimbursement form must be submitted with original receipts to the NJLA office within 2 weeks after the annual conference. Once expenses are reviewed, they are forwarded to the NJLA Treasurer and a check is issued to be sent directly to the speaker.
Special requests to provide advanced reimbursement of travel costs at the Conference may be considered; requests and receipts for TRAVEL must be sent with the reimbursement form to the Conference Chair at least three weeks prior to the Conference.
NJ librarians are not reimbursed for participating as panelists or speakers (including meals, travel and accommodations). Speakers who do not officially register for the conference will receive special badges, valid only for the session or sessions in which they are speaking. Vendors are not normally reimbursed for participating as panelists or speakers.