All in-person group meetings are initiated and planned by the groups themselves.
The purpose of these meetings varies depending on the group’s type and its role within the BIG Collection. Some groups meet in person for networking and information sharing, while others may meet in person to focus on strategic work related to the BIG Collection.
BTAA does not have dedicated funding for group meeting planning or hosting. Travel, lodging, and meal expenses are typically covered by participants’ home institutions, in accordance with local policies and available resources.
Attendance by institution may vary and is typically shaped by local travel policies and available resources.
Given the current budget climate, groups may find it helpful to plan at least a year (or close to a year) in advance to allow time for participants to request institutional funding.
When feasible, offering a remote participation option can help support broader engagement.
Meeting Host Responsibilities
In-person Peer group meetings are member organized and hosted. BTAA staff are generally not involved in planning or coordinating local arrangements, unless the BTAA Center for Library Programs convenes a group for a specific BIG Collection initiative or strategy.
The host institution is responsible for:
- Securing the meeting space
- Coordinating hotel room blocks and group rates
- Arranging meals and nametags
- Collaborating with co-chairs on agenda and programming with input from group members
- Providing support for remote participants
BTAA Support for Meetings
The staff liaison/s and other BTAA staff may attend as guests and share updates or engage with participants.
BTAA can provide swag and sponsor one group meal during an in-person meeting. Swag is mailed to the host institution prior to the meeting. Group co-chairs are encouraged to contact the Center for Library Programs helpdesk (
library@btaa.org) at least two months in advance to request swag and meal sponsorship. This lead time helps ensure sufficient time for any necessary venue arrangements for group meals, if applicable.
For the sponsored group meal, if a BTAA staff member is in attendance, they may use a BTAA travel card to cover the expense when applicable. Alternatively, the host institution could cover the cost of the meal and request reimbursement from BTAA after the meeting.
- For reimbursement, the host institution should contact payables@btaa.org and submit the invoice and the following supporting documentation: itemized receipt for the group meal, list of attendees, and meeting agenda showing sponsored meal.
Group Meetings at the Big Ten Center
Member libraries may reserve the Big Ten Center at no cost for meeting space and AV use. Due to high demand, the Center requires that booking requests be submitted exactly one year in advance; this is a fixed requirement of the facility. The group host is responsible for submitting the reservation request.
As BTAA does not serve as the official host for most group meetings (unless a meeting is sponsored or externally funded), logistical responsibilities are managed by the host institution and meeting participants.
The Big Ten Center can provide catering for breakfast and lunch; however, catering costs are covered by the host institution.
BTAA is able to sponsor one group meal, as outlined in the previous section.
For lodging, BTAA can sign the hotel contract and establish a room block, typically at the Aloft or DoubleTree hotels. Participants are responsible for booking and paying for their own accommodations using the reservation link provided.
Parking is arranged and paid for individually by meeting participants.
Group Meetings at ALA or Other Conferences
Individual groups may choose to meet in person at conferences if they wish. Any such meetings would be determined by the group, with participation subject to individual institutional approval processes.