Conventions
8.a Convention Budget

MLA will apply for state tax exemption in states where a convention is being held. Application should be made well in advance before the convention budget is prepared. (Minutes, 02/1992, II.5) This application is made by the Administrative Officer.

The Convention Manager submits a final convention budget to the Board via the Fiscal Officer four weeks in advance of the spring Board meeting. The Fiscal Officer apprises the convention budget officer four weeks in advance of the date the budget is due. (Handbook, II.E.12.d)

Convention speaker and equipment requests will be submitted to the Program chair, who will forward them to the Convention Manager. The Convention Manager will determine the cost of equipment and incorporate them into the Convention budget.

The Program committee may request travel, lodging, and honoraria for plenary session speakers who are not MLA members during the annual meeting. The request is to be made for the Spring board meeting and becomes part of the Convention budget. (Minutes, 02/2008, IX.F.1) This request should be made through the Convention Managers.

MLA may offer honoraria of up to $250 to non-MLA speakers at non-plenary program sessions. This request is to be made by the Program Committee for the Spring Board meeting and becomes part of the convention budget. (Minutes, 02/2008, IX.F.1) MLA does not reimburse travel and lodging costs for non-plenary speakers.

Individuals who are invited to speak at the annual meeting and are not MLA members may be given a gratis registration not to include the banquet. (Minutes, 09/2012, IX.M.1)

MOUG provides MLA with a subvention (currently $1,000) to offset administrative cost of the annual meeting. (Board minutes, 10/2003, XV.A) MLA also bills MOUG for its share of registration costs, as determined by the Business Office.

8.b Exhibits and Exhibitors

Fees for exhibits and advertising for the annual meeting are set by the Board at the Spring Board meeting.

If a cancellation is received prior to the published cut-off date for receiving reservations, or prior to the date MLA becomes contractually obligated to pay for the table(s), whichever is earlier, there is no cancellation fee. If a cancellation is received after the published cut-off date for receiving reservations, or after the date MLA becomes contractually obligated to pay for the table(s), whichever is earlier, the cancellation is subject to a cancellation fee of twenty-five percent (25%) of the fee per table. This remains in effect up to 30 days before the opening reception, at which point there will be no refund. (Minutes, 02/2013, 09.g)

The fee for each exhibit table includes at no additional charge one regular registration (including the banquet) that provides a nametag, conference program and packet, registration desk services, and enables the exhibitor to participate in program events throughout the conference. Up to two (2) additional individuals from the same exhibit table may register as exhibitors at no additional charge. These registrations provide name tags, conference programs and packets, and allow the individuals to participate in program events throughout the conference, but they do not include the banquet. Tickets for the banquet may be ordered at the cost stated on the registration form.

If more than three individuals are registering for a single exhibit table, the first three individuals register in accordance with the preceding sections. Each additional exhibitor pays a reduced fee that is fifty percent (50%) of the regular MLA member fee. This fee does not include the banquet. Tickets for the banquet may be ordered at the cost stated on the registration form. (Minutes,
02/2002, IX. C.1.d)

8.c Program Book

If a cancellation is received prior to the published cut-off date for submitting orders for advertising
and the ad can be removed from the program booklet, the cancellation is subject to a cancellation fee of twenty-five percent (25%) of the cost of the order.

If a cancellation is received after the published cut-off date for submitting orders for advertising and the ad can be removed from the program booklet, the cancellation is subject to a cancellation fee of fifty percent (50%) of the cost of the order.

If a cancellation is received after the published cut-off date for receiving orders for advertising and the ad can NOT be removed from the program booklet, there is no refund. (Minutes, 02/2002, IX. C.1.d)

8.d Registration Fees

Students who are MLA members shall be charged a reduced fee at annual meetings. (Handbook, II.A.5.e)

8.e Silent Auction

The funds from the Silent Auction will first cover the costs of the auction tables and any remaining funds will be considered unrestricted. (Minutes, 02/2013, 09.g)

8.f Accompanying persons

The Accompanying Person conference registration rate is available to non-MLA members only. (Minutes, 02/2013, 09.g)

People registered as Accompanying Persons are eligible to attend all events at the Annual Meeting. (Minutes, 02/2013, 09.g)

8.g Workshops (Education Committee)

The Committee submits a preliminary budget for the workshop to cover the registration fee and appropriate expenses. This budget is submitted to the Finance Committee following the procedures and deadlines established by the Fiscal Officer. These budget requests are normally solicited by the Fiscal Officer eight weeks prior to the annual Finance Committee meeting in May or June of each fiscal year. The budget requests normally have a submission date deadline of four weeks before the

Spring Board meeting. The committee submits a final budget to the Finance Committee for approval at the fall Board meeting.

It is considered that members of the Association will participate in the program of the workshop without reimbursement by the Association. In the event that a non-member can provide a perspective to the program of benefit to the registrants, expenses may be authorized by the Board. (Handbook, VI.H.3.b.2)
Contact

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About MLA

The Music Library Association is the professional association for music libraries and librarianship in the United States. Founded in 1931, it has an international membership of librarians, musicians, scholars, educators, and members of the book and music trades. Complementing the Association’s national and international activities are eleven regional chapters that carry out its programs on the local level.