Super Conference Event
Governance Policies and Procedures
Policy Number: G 4.6 | Policy Type: Corporate and Organizational | Approval Date: May 2025
Introduction
Definition
Super Conference is an annual multi-day education event involving all associations and Sectors of the Ontario Library Association, sponsored by the OLA Board of Directors.
Procedures
Date and Location
The Super Conference may be held in any place in Ontario, which has the necessary meeting facilities, exhibit space, delegate accommodation, catering capabilities, ease of transportation and volunteer personnel suited to mounting an event of the anticipated size. The date and location are determined by OLA staff and brought to the OLA Board of Directors as information.
Financial Control
The Treasurer of the OLA Board shall be deemed to be Conference Treasurer acting on behalf of the OLA Board of Directors. The budget for the conference is set within the overall budgets process of the Association.
Conference Operational Structure
Each Super Conference shall be under the direction of two conference coordinators, known as Co-Chairs. These Co-Chairs must be OLA members in good standing from two different sectors. The term of office shall be two years. Appointments shall be staggered to ensure that there is continuity and time to develop expertise.
The Co-Chairs or their designate shall report regularly to the current President of the Association and to meetings of the OLA Board of Directors on the status of the event. The Super Conference coordinators shall chair a Super Conference Planning Committee composed of the following members:
Program Planners
Representing each of the five (5) OLA Sectors, as well as each of the thematic streams (e.g. Indigenous, Careers). All planners will be compensated by OLA with accommodations, travel, meals, and full registration. At any time, planners are encouraged to liaise with the various OLA Committees for feedback or ideas. For financial purposes, the number of planners compensated should reflect the proportion of programs developed, not to exceed three. For planning purposes, any number may participate as each group sees fit.
Role: To develop plans for the education sessions and to advise on the overall shape and feel of the event.
The President of the Ontario Library Association (ex officio)
Role: As host of Super Conference, the President provides ideas and endorsement for the overall theme and for the plenary sessions.
Council Presidents (ex officio)
Role: To provide association support and direction to the designate conference planners for their Sector.
Individuals who handle specific operational activities such as:
- Volunteer participation, social events
- On-site services for members
Role: To recruit and coordinate volunteers for special functions necessary for the conference’s smooth operation.
OLA Staff
Led by the Director, Education and Impact
- Executive Director
- Deputy Director
- Director of Member Engagement
Role: To support the conference coordinators and the planning team, by providing the logistics necessary for the operation of the program, contract negotiation for registration, audio-visual and space rental, plenary speakers, fund development for individual events, coordination of communication and marketing, and other services.
Contractual Arrangements
Contract arrangements for space rental, bedroom rates, registration, audio-visual services, commercial participation, catering, and any arrangement that exceeds the limits of this policy are the responsibility of the Association’s central office unless other arrangements are made between the OLA Board of Directors and the Executive Director.
Fees
Registration
- The governing Board of Directors shall approve a registration fee schedule before summer. A discount of at least 30% of the regular registration fees must be offered to members as a benefit of membership. The discount must be no less than 125% of a full membership.
- Incentive discounts for early registration and for new members may be offered.
- Discounts must be offered to all OLA members whether they are members of a sponsoring unit or not. Discounts may also be offered to members of co-sponsoring organizations or to organizations who have provided significant financial or other support to the program.
- Special fees may be offered to non-salaried members of the Association.
- Special fees for individuals not involved with the library field nor receiving financial advantage from the library field may be approved by the OLA Board of Directors from time to time after due consideration of the impact on the field and on the ability of the conference to meet its financial goals.
- If incentives and discounts are offered, they must not undermine the principles outlined in this policy and should be made with due consideration of the impact on all Association programs.
Optional events
- Meals and other social events should be ticketed at a fee at least sufficient to cover costs. Meals and other social events need not be ticketed if sponsorship or subsidies cover anticipated costs.
- Pre- and post-conferences are not subject to this policy.
- Board, Sector, Council or Committee meetings operate under a pre-approved budget and are not subject to this policy.
Compensation
No person shall have authority to offer or contract to pay any fee, honorarium, or expense as compensation to any person for participating in the program of the conference, except as authorized in advance by the Ontario Library Association’s Board of Directors. Compensation to specific groups contributing to the conference is as follows:
Organizers and Planners:
All persons filling roles as defined under Article 4 (Conference operational structure) are entitled to
- complimentary registration in whole or in part, in accordance with their level of responsibility and involvement.
- complimentary accommodation, travel and meal events necessary for proper representation and smooth operation of the program.
Speakers and Panelists:
Speakers and panelists who work in Ontario libraries, trustees who set policy in public libraries and those who derive their livelihood from Ontario libraries are entitled to
- speaker registration fees set annually by the OLA Board of Directors.
Recompense for travel, accommodation and meals are not paid.
Reimbursement for the hiring of occasional teachers to cover a speaker or panelist is not provided.
Speakers and panelists from outside Ontario, as well as those living in Ontario who are not closely associated with libraries or who do not derive their livelihood from libraries may be entitled to:
- Travel, accommodation and meals (within the claim levels established for OLA meetings)
- Speaker registration fees set annually by the OLA Board of Directors.
Since keynote and spotlight speakers are guests of the Board of Directors, they will be provided with complimentary registration for the full conference, notwithstanding the above limitation.
Session Convenors:
Convenors do not receive complimentary registration unless they play a significant role within the program as a panelist or speaker, in which case they may receive the compensation listed for those groups.
Third Party Contractors:
Recompense for contract employees will be limited by the terms of the contract.
Expense Claims
Expenses and honoraria approved within the budget must be claimed within forty-five days of the conference completion. The claim must be made on the approved form and signed by the session speaker. The verification of expense claims is the responsibility of the coordinators of the participating Sectors.
Refunds and Related Policies
Requests for refunds must be made in writing and received by mail, e-mail or other form of written communication a minimum of seven days in advance of the event.
An administration charge, approved by the Board of Directors, will be applied to all refunds. The cancellation of a conference workshop will not be considered grounds for a refund. Charges on NSF cheques will be charged back to the person issuing the cheque. Registrants with outstanding debts with the Association will not be serviced until such debts are paid.
Public Relations
Publicity and public relations are the responsibility of the Director of Education or designate, as negotiated with the Super Conference Planning Committee.
Authority
Contracts and agreements with any corporate body on behalf of the Association or its parts must be signed by the President or Treasurer of the Ontario Library Association Board of Directors and/or the Executive Director, Director of Education, or Deputy Director. Any liaison and negotiation with contracted bodies and with individuals whose demands fall outside the terms of this policy remains the responsibility and prerogative of the Executive Director throughout the development and implementation of the Super Conference, subject to the advice and need of the OLA Board of Directors.
Agreements with non-corporate bodies, such as speakers, may be negotiated and confirmed by any member of the Super Conference Planning Committee.
Exceptions and Appeals
Requests for exceptions to this policy should be forwarded to the Executive Director who will take the decision to the OLA President, the OLA Treasurer and the Super Conference coordinators for assessment and ruling. Approval will be based on the perceived value to the Super Conference and to the Association.
Appeals for reconsideration of rulings must be addressed to the OLA Board of Directors through the President or Treasurer of the Association within thirty days of the event.
Notwithstanding
If decisions outlined in this policy are not taken in a given year, the policy established for the previous year will be valid and the basis for decision-making and marketing.
Revised: March 2025
Date for Review: 2028; Every 3 Years
