Library and Information Association of New Zealand (LIANZA) 2009
Library and Information Association of New Zealand (LIANZA)
Conference 2009
NO. ON ORGANISING TEAM: Committee of 10 dedicated
committee members and four Conference Innovators staff.
PAX: (attendees) 665
BUDGET: Top Secret!
WHAT YOU DID: Conference Innovators (CI) commenced working
closely with the organising committee 14 months prior to the 2009
Conference, creating a promotional video which was played at the
end of the 2008 Conference.
Over the following 12 months CI was involved in all aspects of
managing the conference, delegates, venue, speakers, exhibitors and
sponsors.
With over 60 exhibitors it was important to ensure all the
requirements were met including the extensive internet
requirements. Extra lines were organised in the Convention
Centre to ensure there would be no access issues.
The LIANZA committee and delegates are very tech-savvy and kept
in touch with the LIANZA community through Tweets, blogging and
even created a fictitious Facebook character called Libby Church
who travelled the world attending Library Conferences and toured
Christchurch with interesting snippets of information about the
area.
On-site, Conference Innovators ensured the event ran smoothly,
allowing the committee to enjoy the experience. The numerous
special dietary requirements were handled exceptionallywell by
Vbase who, in addition to catering for their specific needs,
allocated a staff member to assist at each catering time.
Even when ice creams were handed to each delegate as they left the
last Conference session, there was special gluten free ice cream
available.
SPECIAL TOUCHES: A specially created LIANZA garden
welcomed delegates to the Convention Centre. Ellerslie Flower
Show award-winning floral designer Patricia Proctor cleverly
included Canterbury products and materials into the design and
incorporated the Conference logo into the final
creation.
The committee were keen for the Conference to consider any
environmental initiatives and this was done in a number of
ways:
- Reduce
the amount of paper given to delegates
- Use of
Ecostar or recycled paper
- Use of
lanyards made from bamboo
- No
printed registration brochure
- All
registrations received on-line
- No
Conference satchel given to delegates
The Outwits performed at the start and end of the Awards
Ceremony and entertained the delegates with their funny,
well-researched show. The delegates loved it and their
involvement ensured that an otherwise quite dry Awards Ceremony was
well attended and fun.
Over recent years the number of people choosing to attend the
traditional Conference Dinner had fallen. The 2009 committee
decided to try something new and take advantage of the wonderful
facilities available in SOL Square. Each delegate was given
the opportunity to purchase a SOL Square card, loaded with cash
they could spend at a number of bars and restaurants in SOL
Square. Some establishments offered discounts to LIANZA
delegates who had pre-purchased the card and a booklet listing the
special offers was provided.
Over 400 delegates descended on SOL Square on a lovely clear
Tuesday evening and let their hair down in the trendy area.
The feedback was excellent with delegates enjoying the experience
and freedom to be able to spend their SOL Square cash in any
establishment of their choice!
A collection for the victims of the Samoan Tsunami resulted in
over $1000 being donated to the appeal.
CHALLENGES: The committee decided not to give delegates
satchels. CI needed to ensure that delegates still had access
to important programme, social and sponsorship information that is
normally put in the satchels.
One of the Keynote Speakers was keen to avoid staying in hotels,
preferring to be home hosted but included a list of very specific
requirements regarding the type of home and facilities he
required.
OVERCOMING CHALLENGES: All the essential and relevant
information was made to fit into the name badge pocket.
Delegates loved having their hands free during the social events
and how easily they could access information.
A "Green" Screen was used to advertise sponsors' products and
show photos taken the previous day.
A very generous local librarian agreed to host the Keynote
Speaker and his partner.
CLIENT'S COMMENT: The Library and Information
Association of New Zealand Aotearoa (LIANZA) conference held at the
Christchurch Convention Centre October 2009 was a resounding
success. The team from Conference Innovators led by Megan
O'Brien, Arna Wahl-Davies and Helen Shrewsbury provided the local
LIANZA Committee with guidance and support during the development
phase and attended to every detail in the registration and
administrative phase. The three day event was executed
without a hitch, any last minute requirements were met with a 'can
do attitude' and no detail was left to chance. Sponsors,
exhibitors and delegates all contribute to making a conference
enjoyable, relevant and engaging but having the foundation of a
highly skilled professional conference organiser at the helm is
essential.
Alli Smith, Executive Director, LIANZA
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