TEI: Members Meeting Procedures

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This is the source.

16 September 2007 Converted to P5

Julia FlandersEncoded from notes

Overall rationale

This is a meeting for TEI members and subscribers, at which non-members, prospective members, and the interested public are welcome.

TEI members and subscribers attend for free.

Members of the host institution attend for free (but do not become TEI subscribers). The host institution should be a member of the TEI. [If it is not, it may join at the lowest rate?]

Invited speakers attend for free (i.e. their registration is paid by the TEI and they become subscribers for the remainder of that calendar year).

Others pay a registration fee equivalent to one year’s TEI subscribership. This makes them a subscriber for the remainder of that calendar year.

All events are open to anyone who is registered (i.e. TEI members, subscribers, speakers, those who pay registration fee, and members of local host institution).


In each case below, a minimum and an ideal specification is provided. The minimum is the basics necessary to run the meeting. The ideal is additional; the TEI usually should not pay for these extras, but if the local host can provide them for free, or if fundraising can cover them, they are highly desirable.

    Rooms needed

  • minimum: one large room for two days, to seat entire meeting group (~75-100 people); four small rooms on the second day for SIGs (~10 people each); one large open room on second day for poster/demo session; one small meeting room on the third day for board meeting (~15 people); space for coffee breaks.
  • ideal: one large room for two days, to seat entire meeting group (~75-100 people); six or more small rooms on the second day for SIGs; one large open room on second day for poster/demo session which is the same as or near to the space for coffee breaks
    Equipment needed

  • minimum: data projector in main room; internet access in main room; power for a dozen computers in poster session room; whiteboard or equivalent in smaller meeting rooms
  • ideal: the above plus internet access in poster session room, data projectors and internet in smaller meeting rooms
    Food needed

  • Coffee breaks: there should be morning and afternoon coffee breaks each day, and also coffee available at the start of each day unless there is coffee available for purchase very nearby
  • Lunch: typically lunch is not provided unless no adequate eating options are available within easy walking distance.
  • Reception: there should be a reception at the end of the first day; it will typically be sponsored by a vendor or by some other organization who receives publicity in exchange
Funding expectations

Ideally, the local organizer’s bid to host the meeting should include provision of funding for equipment, rooms, and coffee breaks. If funding can be provided to support speaker travel costs, that is even better.


[these dates are just for the sake of argument]

March of previous year: Issue request for bids

June of previous year: Bid deadline

July 1 of previous year: Decision/notification deadline

July of previous year: Form program committee and change list subscriptions

Immediately following notification, begin plans for fundraising

Fall of previous year: Speaker invitations (is it desirable to announce speakers for next meeting at the annual meeting? perhaps not)

At annual meeting of previous year: announce location (but probably not dates, since our competitor conferences haven’t set theirs yet by this time)

Shortly after the annual meeting of the previous year, announce dates (as a followup)

By January of the meeting year, should know who the invited speakers will be

March of the meeting year: Prod the SIG chairs to find out who will meet

Spring of meeting year: Reservations and logistical firming up

By May 1 of meeting year: Notification of TEI community re: location, date, registration details (and also post information at TEI web site) to allow for travel planning and funding by attendees

July 1 of meeting year: Registration opens (announcement of program, etc.)

August 1, September 1: Several more announcements and reminders…

Planning logistics

Registration method

The registration method used thus far has been email. Attendees register by sending email to membership@tei-c.org, with their name and institutional affiliation. Institutional members may send multiple representatives without a registration fee (this is easier to administer, and more of a membership benefit, than limiting the number of representatives who may attend from a single institution). Non-members pay a registration fee, which may be paid on arrival. Typically the registration fee is set to equal the individual subscriber fee for a single year.

It would be ideal if a database could be set up to handle registrations, so that attendees could register via a web interface. This would be more convenient and would have the added advantage that it would allow us to do better tracking of attendance, geography, and other factors, and also to maintain contact with attendees following the meeting.

Hotel information

The local organizer should if possible negotiate discounted rates at a local hotel. Hotel information is provided well in advance of the meeting. Members make their own reservations.


A web page with the meeting location, date, and instructions for registration should go up as soon as the venue is announced.

Travel details (shuttle service, map, location of event) should go up as soon as available and not later than two months before the meeting.

Meeting logistics

Before the meeting, the executive director should prepare the following (or see that this is done):

  • print name tags for all attendees and invited speakers
  • print checklist of attendees, members, subscribers, electors (one copy for admin use)
  • print program and business meeting agenda (sufficient copies for all attendees)
  • print ballots for election (sufficient copies for all electors)
    Logistics of registration

  • a table is needed outside the meeting venue
  • check off names as people arrive, hand out name tags
  • accept payment from non-members and non-subscribers (we need to consult with Daniel concerning whether such payments should be considered subscription fees–in which case the TEI should take receipt of them somehow and we need to know what method is convenient–or whether they should be considered conference registration fees–in which case there might instead be a place for them in the meeting budget)
Logistics of the poster session

The poster session should be held in a room which allows for at least twelve (and preferably more) poster or demo presentations can be set up, with room for circulation.

It is best if the poster/demo session can be held in a location near where the meeting sessions are taking place, where materials can be set up in advance and left in place for several days; this allows for longer viewing of the posters. Ideally, the location would be close to the area for coffee breaks (or even in the same location) so that people can view posters during the breaks.

Minimum equipment: tables or easels on which to display materials

    Ideal equipment

  • easels for display of posters
  • tables for laptops
  • power and internet connectivity
    Logistics of the SIGs

  • equipment (minimum, ideal, optional/special requests)
  • timing and duration (when they should typically be scheduled and how long they should typically be given)
  • SIG reports
Logistics of the business meeting

The business meeting traditionally occupies the afternoon of the second day (from 2:00 pm till 5:00 pm). It includes several required activities and several optional activities.

The required activities are:

  • certification of meeting
  • designation of a minute-taker
  • affirmation of non-payment of officers
  • treasurer’s report
  • chair’s report
  • council report
  • elections)

The optional events traditionally have included:

  • SIG reports (held during the counting of votes)
  • one other report or presentation during vote-counting

There is also latitude to include additional optional events as may be determined.

Logistics of the election are described separately (see TEI web site).

Materials needed for the election:

  • name tags
  • checklist of attendees
  • checklist of members
  • checklist of electors

Funding and Sponsorship

Because the TEI does not have a large budget for this event, we seek various kinds of support, including institutional support from the host, grant funding, and sponsorship from vendors and other organizations.

Institutional support

As part of the local organizer’s bid to hold the meeting, some commitment of institutional support is desirable (and is taken into account in evaluating the bid). Institutional support may include free meeting rooms, provision of equipment (projectors, computers for demonstrations, wireless connectivity), coffee breaks, receptions, funding for speaker travel.

Grant funding

The TEI and the local organizer should seek sources of grant funding to cover the expenses of the meeting, particularly speaker travel funding and the cost of room rental and catering. If funding can be found to support the travel costs of the TEI board members, that is also very desirable.


Sponsorship from vendors, organizations, and other entities is welcomed, in the following forms:

  • support for receptions
  • provision of equipment (e.g. support for the poster/demonstration session)
  • funding for speaker travel

Sponsorship will be acknowledged at the meeting. At an event for which sponsorship is provided, the sponsor may distribute brochures and other materials, and may provide display materials (e.g. posters, signs). Product demonstrations and presentations of a commercial nature are strongly discouraged. Vendors may be invited to give presentations as part of the TEI meeting, but these presentations should be intellectual in content and relevant to the topic of the meeting, and should not constitute a sales presentation. Vendors may be invited to give demonstrations as part of the poster/demonstration session, at the discretion of the program committee. The product or service should be relevant to the content of the meeting.

Appendix: Call for Bids

The request for bids (revised version from last year below for critique; more work is needed on this)

Call for Bids: TEI Members Meeting, 2006

Deadline: August 1, 2005

The annual TEI Members’ Meeting takes place every year in October or

November. We are now seeking bids to host this event in 2006.

The meeting this year (2005) will take place in Sofia, Bulgaria on October 28-29. The previous meetings have


Baltimore, USA, October 22–23, 2004, hosted by Johns Hopkins University

Nancy, France, November 7-8 2003, hosted by ATILF.

Chicago, USA, October 11-12 2002, hosted by the Newberry Library and Northwestern University.

Pisa, Italy, November 16-17 2001, hosted by the University of Pisa.

The site of the meeting has typically alternated between Europe and North America, but that is not a fixed rule. We welcome proposals from other parts of the world, and in particular from areas where new TEI communities are arising.

The meeting is a two-day event, with approximately 70-100 attendees. The first day is an eclectic mix of presentations and discussions from invited speakers and participants. The second day includes meetings of the TEI Special Interest Groups, a poster session and tools demonstration. The TEI business meeting is held on the afternoon of the second day, with reports on the TEI’s work and the annual elections for the TEI Board and Council.

The TEI Consortium has a budget to cover the direct costs in connection with the meeting, but TEI is an organisation with limited financial resources, and any contribution from the host is very welcome.

Bids should be sent to info@tei-c.org by August 1, 2005, and should include the following information:

The name of the institution(s) making the bid

The name, address, email, and telephone number of the contact person

A brief description of the facilities available for the event (rooms, equipment, technical support, food)

An indication of what financial support, if any, the hosting institution is prepared to give (for instance, sponsoring a reception or a pre-meeting workshop; payment of travel expenses for a plenary speaker; etc.)

Any other details that may be useful in assessing the bid (e.g. the presence of a conference on a related topic at the institution around the time of the meeting; the launch of a new TEI-related initiative at the institution, etc.).

All bids will be reviewed by the TEI board, which makes the final decision. Bids will be assessed on the basis of a number of factors including level of support offered, location, …[more]

Thank you very much!


Chair, TEI Consortium