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General
Question: What is the Charleston Conference?
Answer: The Charleston Conference is a unique annual gathering of publishers, vendors, librarians, electronic resource managers, consultants, and others interested in the world of scholarly information, its collection, preservation, pricing and archiving. The Conference began in 1980 and has grown from the initial 24 to over 1,200 (2010). The Charleston Conference is informal and does not have exhibit opportunities during the Conference. It is intended as an opportunity for the stake-holders to have time to interact on a level playing field.
Q: When is the Charleston Conference?
A: The 2011 Conference will begin on Thursday, November 3 and end on Saturday, November 5. The conference always begins on a Thursday morning and ends on Saturday afternoon. Preconferences and the Vendor Showcase will be held on Wednesday, November 2.
Q: Where will the Charleston Conference be held?
A: The 2011 Charleston Conference will be held in Charleston, South Carolina. The Conference will be held in three hotels in downtown historic Charleston. The Francis Marion Hotel, 387 King Street (this is the main conference hotel), The Embassy Suites Historic District , 337 Meeting Street, and the Marriott Courtyard Historic District, 125 Calhoun Street. The majority of the Conference will be held in the Francis Marion Hotel but many concurrent sessions and lively lunches will be held in the Embassy Suites and Marriott Courtyard Historic District. Some concurrent sessions may also be held in College of Charleston facilities, such as the Addlestone Library.
Q: Are maps available online of the conference locations?
A: Yes. A map of the meeting rooms at the Francis Marion is available here, facility information for the Embassy Suites is available here, and facility information on the Marriott is available here. A campus map of College of Charleston is available here, and the floor plan for Addlestone Library is online here. Maps will also be provided in our program book.
Q: Are there Preconferences?
A: Yes. The Charleston Conference has several preconferences that run on the Wednesday before the main conference. This year the preconferences will be held on Wednesday, November 2nd. There will be morning and afternoon presentations. Preconferences are planned on specific issues to allow more time for content and discussion. Fore more information, see the Preconferences section of the FAQ’s.
Q: How about the Vendor Showcase? Is this a preconference?
A: No. The Vendor Showcase is an opportunity for companies, vendors, publishers, and the like to show products of interest to librarians purchasing or leasing such materials. The Vendor Showcase for 2011 will take place on Wednesday, November 2 from 11 AM until 6 PM. Attendance by librarians at the Vendor Showcase is free. It is the only exhibit opportunity for vendors, and takes place prior to the main conference.
For information on exhibiting at the Vendor Showcase, please contact Toni Nix at justwrite@lowcountry.com.
Exhibitors at the Vendor Showcase MUST REGISTER separately to attend the Main Charleston Conference. The registration website for the main conference is http://www.katina.info/conference/registration.php
Q: Will there be a Rump Session? What is the Rump Session?
A: Yes, there will be a Rump Session from 4 to 6 PM on Saturday. The Rump Session takes place after the Charleston Conference is over. It is Saturday afternoon from 4-6 PM and is an opportunity for those who are still in Charleston to continue to discuss important issues in Book and Serial Acquisition. The topic of the Rump Session has not yet been finalized but should be posted shortly.
Q: How do I get to downtown Charleston?
A: Downtown Charleston is approximately 20 minutes from the airport. Taxis and vans and rental cars are available at the airport.
Q: What’s the weather going to be like?
A: Hmmm. This is getting harder and harder to predict. In fact, one year, we had all four seasons in four days! The average temperature in Charleston at this time of year is 60 degrees; however one year we had 40 degree temperatures, and another year we had 88 degree temperatures. We suggest that you bring layers of clothes that you can add to or subtract from as the weather demands. Also, be sure and bring an umbrella (it will probably rain at least once) and a comfortable pair of walking shoes. Downtown Charleston is a great place to walk.
Q: How should I dress?
A: There is no dress code. Dress comfortably or the way you like to dress. Don’t worry about wearing a necktie or getting too dressed up unless that is the way you dress normally. Since the temperature in the meeting rooms is hard to predict, it is a good idea to wear layers of clothing that can be changed to stay comfortable.
Q: How far away is the Battery?
A: The Battery, the part of Charleston that is most featured during hurricanes-the tip of the Charleston peninsula where the Ashley and Cooper Rivers meet to form Charleston harbor-is straight down King Street (south) about nine blocks. If you put on your walking shoes and it's not raining, it's a nice walk and takes about 20 minutes to walk one way. Many conference attendees have been known to jog on the Battery in the early morning.
Q: Is it safe to walk around by myself?
A: Generally it is, but DO NOT walk around alone after dark. We recommend walking in groups if at all possible.
Q: Can I visit the new College of Charleston Library?
A: Yes. The Addlestone Library is located about two blocks down Calhoun Street (turn right, head west, from the Francis Marion). When you reach Coming Street, the library is on the left side of the street on the corner of Coming and Calhoun Street.
Q: How about the Medical University of South Carolina Library? How can I visit there?
A: MUSC Library is located about six blocks down Calhoun Street (turn right, head west, toward Coming Street). When you reach Ashley Avenue, turn right and MUSC will be about two blocks down to your left. The Library is on the second floor of the administration building behind the MUSC sign, between the main hospital and the Basic Sciences Building.
Q: How about the public library?
A: Charleston County Public Library is at the foot of Calhoun Street (headed east toward the Cooper River), across from Gaillard Auditorium. It is a beautiful facility and parking is available under the building.
Q: I’m a vendor, publisher, or aggregator. How can I get information about exhibiting at the Vendor Showcase on Wednesday from 11 am - 6 pm?
A: Contact Toni Nix at justwrite@lowcountry.com and additional information regarding the Vendor Showcase can be found on the Charleston Conference website here.
Q: Are there any other sponsorship opportunities? I would like to support the Conference.
A: Yes. Leah Hinds at leah@katina.info is coordinating sponsorship and advertising opportunities at the Conference. Click here for more sponsorship information.
Q: Will there be Internet access to check email?
A: Yes. There will be two small CyberCafe areas in the Francis Marion Hotel. Free wifi is provided in the Francis Marion lobby and in all Embassy Suites meeting rooms. The Addlestone Library at the College of Charleston has computers that are restricted for student and faculty use only, but the Charleston County Public Library (68 Calhoun Street) has computers for public use.
Q: How can I leave a message for someone at the Conference that I want to meet or get in touch with.
A: There will be a message board near the information desk. Messages can be posted on the board at any time. Remember to check the message board in case someone is trying to get in touch with you.
Q: Will pads, pens be provided?
A: Yes, a pad of paper and a pen will be provided in your conference tote bag. This is also a sponsorship opportunity for our Vendors and publishers.
Q: If I still have questions after reading this FAQ, who should I contact?
A: You can contact the following people:
Leah Hinds at leah@katina.info or Beth Bernhardt at beth_bernhardt@uncg.edu for general questions about the conference.
Contact Regina Semko at regina@katina.info for questions about your registration.
Contact Leah Hinds at leah@katina.info about sponsorships and JPDF.
Contact Michael Poupore at mpoupore@clientsourceinc.com for information on hotels.
Contact our Charleston Conference Mentors, Ginny Gilbert (ginnyagilbert@frontier.com) and Shirley Davidson (davidsons@cofc.edu), for information if this is your first time at the Charleston Conference.
Q: Is there a mentor program for first-time attendees?
A: If you are attending the Charleston Conference for the first time, you might want to contact Ginny Gilbert (ginnyagilbert@frontier.com) and Shirley Davidson (davidsons@cofc.edu) who are mentors for new attendees.
Q: How can I talk to the Conference Directors? Who are they?
A: You can reach them by email. Please thank them for all their hard work. The 2007 Charleston Conference was planned by a committee that included these Directors:
Beth Bernhardt, beth_bernhardt@uncg.edu, (main director)
Glenda Alvin, galvin@Tnstate.edu
Adam Chesler, adam.chesler@cox.net
Cris Ferguson, cris.ferguson@furman.edu
David Goodman, dgoodmanny@aol.com
Chuck Hamaker, cahamake@uncc.edu
Heidi Hoerman, hoerman@sc.edu
Tony Horava, thorava@uottawa.ca
Ramune Kubilius, r-kubilius@northwestern.edu
Heather Miller, hmiller@uamail.albany.edu
Jack Montgomery, jack.montgomery@wku.edu
Audrey Powers, apowers@lib.usf.edu
John Perry Smith, jps@totalinformation.com
Anthony Watkinson, anthony.watkinson@btopenworld.com
Katina Strauch, kstrauch@comcast.net
Q: How can I get involved with future Charleston Conferences?
A: We welcome new people and ideas. It takes a lot of people to organize and host the Conference each year. Just tell us your ideas and make yourself known to us. As we said, we are not formal and do not have a million forms to fill out. We want as many people involved as possible. Get in touch with one of the Directors or email any of us with your suggestions, offers of help, questions, and comments. We look forward to hearing form you.
Q: What if I have a disability request?
A: Please contact Regina Semko at <regina@katina.info> or 843-795-3394 by September 15, 2009.
Q: What happens if there is an emergency and the Conference has to be cancelled?
A: The conference organizers may change activities, topics and presenters when necessary. The organizers shall not be liable for any loss caused by cancellation of the conference due to Force Majeure (including, but not limited to acts of God, hurricane, earthquake, flood, acts of war, terrorism, or other acts of enemies; government regulation; curtailment of transportation facilities; strikes; civil disorder; or other emergency or event beyond the control of the orgranizers), thus making it inadvisable, unsafe, illegal or impossible to provide required accommodations and/or meeting facilities, hold the meeting or travel to the meeting.
Registration
Q: What are the rates for registering for the conference?
A: Conference rates are posted here. The rates are the same for all attendees to underscore the Conference tenet, that we are all equal and that we are on a level playing field of ideas.
Q: How do I register?
A:We prefer and encourage you to register online. You can register online and pay later with a check or a credit card to take advantage of the Early Bird rate. If you are using a purchase order, please be proactive and register on-line. It is best not to assume that your institution will send your registration in the mail. You may also register by downloading and emailing or snail mailing your registration if necessary.
Q: What forms of payment do you accept?
A: We accept Visa, Mastercard and American Express credit cards, checks, purchase orders from institutions or Electronic Transfer of Funds. We do NOT accept Discover cards.
Q: How do I register for the Preconferences or the Vendor Showcase?
A: You can register for them both when you register for the main conference. The Preconferences require a fee, however the Vendor Showcase is free for all non-exhibitors to attend.
Q: What if I forget to sign up for something when I register?
A: Please e-mail Regina Semko <regina@katina.info> with your registration number (if possible) and a description of the changes to be made. She will contact you to confirm the changes.
Q: Can I sign up for stuff once I'm here? I may have changed my mind about what I want to do.
A: That's okay. We will do our best to accommodate you. Just bear with us and ask at the registration check-in desk in the Francis Marion Hotel lobby.
Q: My institution can't get a check cut by the early bird deadline. Can I still register at the early bird rate?
A: Yes. You must complete the online registration form on or before the deadline to qualify for early bird rates even if the check will not arrive until after that date. Your registration will be pending until payment is received and processed.
Q: I am presenting a program. Do I have to register?
A: Everyone, including presenters, attending the conference must register. Presenters for the main conference programs pay for the main conference at the early bird rate.
Q: Can I register for just one day of the conference?
A: The one day registration rate is strictly for attendees who are not able to attend the main conference more than one day. You can register for the preconferences only without attending the main conference. There is not a one-day fee for Wednesday, however the preconference fees apply.
Q: Are there any opportunities for scholarships or help with registration payment?
A: Yes. There are scholarship opportunities posted on our Scholarships page. If you have a special circumstance that you feel would qualify you for reduced rates, please contact Katina Strauch at kstrauch@comcast.net.
Q: Will I receive a badge in the mail?
A: No, you will pick up your badge and other conference information at the registration check-in desk in the Francis Marion Hotel main lobby. Registration check-in hours are Wednesday, Thursday, and Friday from 7 AM until 6 PM.
Q: How do I know if I am registered?
A: When you finish your online registration, you will receive an e-mail indicating that you completed the registration process. If you believe that you have completed the registration steps and do not receive an e-mail within 24 hours, contact Regina Semko regina@katina.info. If you send your registration by mail or email, you will receive a paper confirmation in the mail within two weeks time.
Q: Who should I contact if I have other questions about registration?
A: Contact Regina Semko <regina@katina.info> or Katina Strauch <kstrauch@comcast.net>.
Q: What is the cancellation policy?
A: Written requests for refunds for the main conference must be postmarked or electronically submitted by October 1, 2011, 8:00 PM EST. There is a $125 processing fee for cancellation. Send in writing to: Regina Semko, Charleston Information Group, LLC, MSC 98, The Citadel, Charleston, SC 29409
Or electronically to: regina@katina.info (a confirming response will be sent).
Q: How many people have registered and will I get a roster of participants?
A: You will receive a list of conference participants in your packet at the registration check-in desk.
Pre-Conferences
Q: What are preconferences?
A: The preconferences are four hour-segments on the Wednesday before the conference (November 2, 2010) on specific topics of interest to those attending the main conference. The preconferences deal with specific topics in more depth than is possible during the main conference.
Q: How do I sign up?
A: You can register for preconferences when you register for the main conference. There is an additional fee associated with registration, however you can come to the preconferences without signing up for the main conference..
Q: Why are some Preconferences more expensive than others?
A: Some preconferences are produced by other entities who set their own rates. The Charleston Conference does not have input into these rates. Preconference sponsors are listed on the website and can be queried individually.
Q: What is the difference between the Preconferences and the Vendor Showcase?
A: The Vendor Showcase is a free exhibit of products of interest to librarians attending the Conference. It takes place from 11 am - 6 pm on Wednesday afternoon, November 2. Approximately 72 companies will be exhibiting. The Vendor Showcase will be held in the Carolina Ballroom of the Francis Marion Hotel. The Preconferences are sessions that occur on the day before the Conference begins. They are planned on specific issues to allow more time for content and discussion, and require registration and a fee.
Meals & Social Events
Q: What meals are included in registration?
A: There are no sit-down meals included in the Conference registration. There are continental breakfasts each morning, including a breakfast buffet on Saturday during the Fast Tech Talks. These are sponsored events. Refreshments will be available during morning and afternoon breaks. There are Lively Lunch Discussion sessions on the program for both Thursday and Friday afternoon. Attendees may purchase a lunch to-go from any of the surrounding restaurants and bring them into the sessions. Conference attendees may attend a Lively Lunch session with or without a lunch.
Q. What is a Lively Lunch Discussion?
A: The Lively Lunches are one and a half hour sessions on both Thursday and Friday. The Lively Lunches are on particular topics of interest to the attendees. Attendees can bring a lunch from one of the many nearby restaurants or simply attend the discussions without purchasing a lunch.
Q: When is the Charleston Conference Reception?
A: The 2011 Charleston Conference Reception will be held on Thursday, November 3, at the College of Charleston School for Sciences and Mathematics building (located at 202 Calhoun Street)
in the atrium and courtyard. It is a sponsored event and is free to all Charleston Conference attendees, spouses or significant others.
Housing
Q: How do I get the Conference rate at the hotel?
A: Be sure and state that you are with the Charleston Library Conference. Please register by October 1 to ensure a room nearby. If you encounter problems, please contact Michael Poupore, mpoupore@clientsourceinc.com. (For more information, please see our Travel & Accomodations page.)
Q: What do I do if the conference hotel is already full?
A: This year we have negotiated with several hotels in the Charleston area. A listing of these hotels can be found on the website. Be sure to note that you are a Charleston Library Conference participant when speaking to these hotels. (For more information, please see Travel/Hotels)
Q: How do I cancel my hotel reservation if I need to?
A: Call the hotel and cancel as soon as you know that you will not be using your reserved room. Cancellation policies differ at each hotel.
Q: Who do I talk to if I have problems or questions about housing?
A: Contact our conference manager, Regina Semko <regina@katina.info> or Michael Poupore at <mpoupore@clientsourceinc.com>
Programs
Q: What types of programs will be offered?
A: The main conference program will include approximately 150 one-hour sessions presented by various librarians, publishers and vendors. Program formats vary and in the past have included panel discussions, single or multiple presenter sessions, lively lunches, concurrent sessions, and many other formats. Sessions are proposed to the program committee and are vetted for content and applicability. Single vendor presentations are discouraged.
Q: How will I know what is happening and where?
A: When you come to Charleston, please stop at the check-in/registration desk in the Francis Marion Hotel lobby where you will receive a final program booklet. Please look it over carefully because we have had to make some last minute changes. The main Charleston Conference begins at 8 AM every day. Most sessions will be held in the Francis Marion Hotel (387 King Street). Some concurrent sessions will be held in the Embassy Suites Historic District Hotel and the Holiday Inn Historic District within walking distance less that one block away.
Q: The Conference is tightly scheduled. Can I get up and move around during the Conference?
A: We will have brief breaks generally between every speaker, and fifteen minute breaks throughout the day. However, the Charleston Conference is an INFORMAL gathering, so don't hesitate to get up and walk around at any time. We have as few rules as possible. In fact, we don't like rules. Feel free to get up, move your chair around, sit on the floor, whatever.
Q: Will handouts be available?
A: Some program materials will be available online. Some materials will be distributed during the Conference or in the Conference program booklets or totes.
Q: Where will handouts/powerpoints be posted?
A: Handouts and powerpoints, as provided by speakers, will be posted on the conference website as they become available. If you have specific questions, please contact Ramune Kubilius at rkubilius@northwestern.edu or Leah Hinds at leah@katina.info.
Q: When will the preliminary program be available?
A: The tentative program for 2010 will be posted in July. Presentations will be updated frequently, so check back with us often until the program has been finalized.
Q: Is it too late to propose a program?
A: The deadline for proposing programs is July 31, 2010. If you have a topic you want to discuss or information you wish to share, we suggest that you propose it to us using our online Call for Papers form or by emailing a Conference Director.
Q: Who do I contact with other program questions
A: Contact either Beth Bernhardt beth_bernhardt@uncg.edu or Leah Hinds leah@katina.info.
Juried Product Development Forums
Q: What is a Juried Product Development Forum?
A: "JPDF’s” are focus groups designed for publishers and vendors to gather market input from librarians on the development of a particular product or service, and for librarians to discuss market issues with publishers and vendors invited to participate in a forum.
Q: Who can attend?
A: The Forum sessions are intended for library staff and will be closed to other publishers and vendors. There will be a staffed sign-up table at the Conference for attendees to register on-site. In addition, publishers & vendors may invite their customers to sign up for this event. Distributors, consultants or individuals from other companies will be admitted if the participating publisher or vendor has added their name to the list of attendees for their session.
Q: When and where will the Forums be held?
A: The Forums for the 2010 Charleston Conference will be on Wednesday, November 3rd and Thursday, November 4th at 5:30 -6:45 pm. Room locations will be announced to registered attendees and will be available at the JPDF Desk at the Conference.
Q: I want to host a JPDF; how can I apply?
A: Any publisher or vendor with a product in development or going through a substantial revision is asked to submit an application to a committee of librarians. The committee reviews the proposals and selects the ones that best meet the criteria for a JPDF,
given the space available. Applications are available online and are due by August 13, 2010.
Q: I want to host a JPDF; how do I know my competitor will not be in the room?
A: Only librarians currently working in libraries or attending library school will be offer the opportunity to register for the sessions. A monitor will be at the door to compare nametags with the registration list. Only registered names will be allowed to enter the room.
Q: I want to host a JPDF; can I serve refreshments?
A: No. We will have water available in each room. The sessions are only 75 minutes long and to make the best use of the time we do not want food and drink distractions.
Q: Who can I contact for more information?
A: Leah Hinds at leah@katina.info or (864) 353-1181. |
