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Site Selection Committee
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Site Selection Committee

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  • Surveys potential sites for annual conferences for Executive Board approval
  • Negotiates contracts with the approved sites for Executive Board approval. May work with a site selection vendor as an agent of record if approved by the Executive Board.
  • Secures sites for future annual conference maintaining a venue at least 2 years in advance but not more than 5 years in advance. No more than a two year contract at any single site.
  • If an agent of record is used, site selection committee provides the executive board with an evaluation of the work done

Committee Members: 

Site Selection Chair – This position is held by the past conference committee chair. This is a 1 year commitment.  The candidate serves as chair the first year and may remain as a member on the committee as an option.

The site selection chair will appoint two members from the conference committee to be on the site selection committee. 

The committee must have a minimum of 5 official members from any of the following Associations and Divisions:

  • CAL President Elect
  • CoPLA representative
  • CoALA representative
  • CASL representative
  • CoASL representative
  • CATS Division representative
  • LibTech Division representative
  • Paralibrarian Division representative
  • TSAD Division representative
  • Trustees Division representative
  • A vendor representative
  • CAL Staff member

Documents required for site selection that should be maintained from year-to-year:

  • Contract from the previous site
  • Financial records from the previous conference
  • A copy of the current RFP sent for proposals
  • All proposals from sites that can accommodate the group
  • Current Demographics from CAL staff:
    Members and their location
    Members who attended CAL and their location
    Member breakdown by type of library who attended the previous year’s CALCON
    List of vendors
    List of vendors on the waiting list
  •  A rubric for committee to use during site visits with minimum requirements


  • October: New chair is appointed
  • November: All Documents are sent to the chair  from the previous chair and the management group
  • January: A new RFP is sent to sites for the next venue
  • March 1: Proposals are due from the vendors
  • March: The committee meets to schedule visits and eliminate non-potential sites
  • April–May: Visits are made to potential sites
  • June: Committee meets to select sites for the executive board for a vote
  • July: Executive board votes for a site
  • July–August: Site selection committee or agent of record negotiates the contract with site selection vendor
  • September: Board votes on the contract and the next site is reserved
  • October: Cycle begins again 




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