[Answerland-summit] Oregon Reference Summit (5/29/2020)

Mon Dec 2 09:49:23 PST 2019

Hi all,

Since the second half of December isn't that great for meeting as a group, I'm wondering if it's possible to meet again this week to discuss Tamara's suggestions and hear others for the conference space.
I did not realize that the Reference Roundtable funds were replenished as slowly as they are, and that the $6,000 there now is all there currently is for all future events.

Another option that hasn't been presented (because it's sort of sad) is holding the Reference Summit every other year and skipping this year to build up more funding. I know that is something we discussed last year. But, I also think we could find ways to reduce costs...I just worry that past attendees have a certain expectation level from the summit ($50 registration, fabulous breakfast, lunch and snacks etc.).

Here is a Doodle poll for some times this week: https://doodle.com/poll/npg5yxa5v85hdfdg

I plan to let the event folks for The Center know that we are not ready to commit to the proposal they sent because of budgeting concerns, and that our planning team is working on some options (they asked to hear back from me by today).

-Natalie

Natalie Brant
(she/her/hers)
Reference Services Librarian
Government Information Division
Phone: (503) 378-5007
www.oregon.gov/library<http://www.oregon.gov/library>
Follow us: Facebook<http://fb.me/StateLibraryOR> | Twitter<https://twitter.com/StateLibraryOR> | Tumblr<http://www.statelibraryor.tumblr.com/> | Pinterest<https://pinterest.com/statelibraryor/>

[Title: State Library of Oregon]

From: Answerland-summit [mailto:answerland-summit-bounces at listsmart.osl.state.or.us] On Behalf Of Tamara Ottum via Answerland-summit
Sent: Tuesday, November 26, 2019 12:13 PM
To: Ref Summit Planning Team (answerland-summit at listsmart.osl.state.or.us) <answerland-summit at listsmart.osl.state.or.us>
Subject: Re: [Answerland-summit] Oregon Reference Summit (5/29/2020)

The $6500, as I understand it [Joanna/Natalie, correct me if I'm wrong], is basically the entire pot of money we have going forward. We may make about $2000 on the event, so if we spend the entire $6500 this year we won't have enough for future events. I'm thinking if we could get the total cost of the event down to $3-4,000 that would be ideal.

I'm trying to think of ways to reduce costs. Some ideas:

-          Scale back the number of rooms. Last year we barely received enough proposals to fill all of the slots. Maybe we could run just 2 presentations during each time slot; then we would only need the main room and one breakout room.

-          Eliminate some of the food; perhaps just offer lunch?

I'm also trying to think of ways to increase our revenue:

-          We could charge more than $50 for registration

-          We could ask presenters (and ourselves) to pay for registration (which we haven't done in the past)

-          We could put out calls for ads in our programs (SSD has an example I could share)

-          We could get sponsorships from other OLA units (I've put out a few feelers; units are interested but don't have a lot of money... a lot of us are in the same boat)

Other thoughts/ideas???

-Tamara

From: Answerland-summit [mailto:answerland-summit-bounces at listsmart.osl.state.or.us] On Behalf Of Natalie Brant via Answerland-summit
Sent: Monday, November 25, 2019 9:14 AM
To: answerland-summit at listsmart.osl.state.or.us<mailto:answerland-summit at listsmart.osl.state.or.us>
Subject: [Answerland-summit] FW: Oregon Reference Summit (5/29/2020)

Hi all,

The Center at Lane Community College is available for Friday, May 29th. I have attached the initial proposal from them, which includes the catering.

I requested a large auditorium that can fit 100 on round tables, 3 break out rooms that fit about 40 each, and the lobby where the catering would happen.

For catering their in house team looks quite good and they include gluten free, vegetarian and vegan options on all of their menus. I requested breakfast, lunch, an afternoon snack and coffee all day for this proposal which is $28 per person.

The current quote is $5375.00. So, that's less than what we paid for the site and catering last year by about $1000 ($6467).

Here is this the info for the space: https://www.lanecc.edu/center/main-campus-room-rates

And last year's budget for comparison: https://docs.google.com/spreadsheets/d/1l48-tFBC_dH09sdrDWHO9ge73QdsTF9NDHonFs3bDlw/edit#gid=265961861

As of right now, our total budget for 2020 is $6500.

Let me hear your thoughts!

-Natalie

Natalie Brant

(she/her/hers)

Reference Services Librarian

Government Information Division

Phone: (503) 378-5007

www.oregon.gov/library<http://www.oregon.gov/library>

Follow us: Facebook | Twitter | Tumblr | Pinterest

-----Original Message-----
From: Eila Sontag [mailto:sontage at lanecc.edu]
Sent: Friday, November 22, 2019 4:01 PM
To: natalie.brant at state.or.us<mailto:natalie.brant at state.or.us>
Subject: Oregon Reference Summit (5/29/2020)

Hello Natalie,

Thank you for calling in today!

Here is a proposal based on our conversation, and menus for your review. You will see Room 119 as a breakout with no room rental, but then a "misc" charge of $250 - this is due to a quirk in our software so I apologize.

I already sent the connection email to EVEN Hotel to you!

If you would like to move forward, I will issue a contract to secure your event and we'll finalize all details closer to date or when you are ready!

I look forward to hearing back from you soon!

Kind regards,

Eila Sontag

Sales Coordinator

Lane Catering | Center for Meeting & Learning

4000 East 30th Ave. | Bld 19, Room 202

Eugene, Oregon 97405-0640

D. 541.463.3521 | F. 541.463.4738

lanecc.edu/catering | lanecc.edu/center
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