ACRL's RoadShow workshops are an affordable way to bring high quality training directly to your campus community. Below is a breakdown of costs associated with hosting in person and virtual workshops, as well as potential options to help recover these costs.
Hosting Fees
Both in-person and virtual RoadShow workshops that are hosted by institutions require hosts to pay a license fee. RoadShows able to be delivered by one presenter have a smaller license fee and may have a smaller maximum audience size. ACRL organizational members enjoy a 10% discount off the hosting fee!
License fees for specific workshops are listed below:
Assessment in Action
In-Person Workshop
Up to 40 participants: $3,500, one presenter
41-100 participants: $6,000, two presenters
Off-RoadShow Virtual Workshop
Coming soon
Building Your RDM Toolkit
In-Person Workshop
Up to 100 participants: $6,000, two presenters
Off-RoadShow Virtual Workshop
15-60 participants: $6,000, two presenters
Engaging with the ACRL Framework
In-Person Workshop
Up to 100 participants: $6,000, two presenters
Off-RoadShow Virtual Workshop
Up to 24 participants: $3,500, one presenter
25-60 participants: $6,000, two presenters
Larger groups can be accommodated. Contact us for more information.
OER & Affordability
In-Person Workshop
Up to 100 participants: $6,000, two presenters
Off-RoadShow Virtual Workshop
15-60 participants: $6,000, two-four presenters
Scholarly Communication
In-Person Workshop
Up to 100 participants: $6,000, two presenters
Off-RoadShow Virtual Workshop
Coming soon
Standards for Libraries in Higher Education
In-Person Workshop
Up to 40 participants: $3,500, one presenter
41-100 participants: $6,000, two presenters
Off-RoadShow Virtual Workshop
Up to 24 participants: $2,500, one presenter
25-60 participants: $4,500, two presenters
Other Expenses to Consider
In addtion to the license fee, host institutions are responsible for covering the costs associated with hosting a professional development event either on their campus or virtually for their community. Below are additional expenses to consider when planning your event's budget:
Travel Costs (in-person only)
Host are responsible for covering presenter travel expenses associated with the workshop, including:
- travel expenses to/from the host city (economy airfare, mileage/gas, etc.)
- local transportation (airport shuttle, taxi/rideshare, parking, etc.)
- up to two nights' lodging for domestic workshops and up to four nights' lodging for international workshops, depending on schedule and flight availability
- meal per diem of $50/day/presenter
Travel costs can vary widely, depending on flight costs for the presenters based on their locations in relation to host sites, and the lodging options made available. ACRL makes every effort to be as economical as possible with regards to presenter travel expenses. We have found that costs for past workshops usually land in the ballpark of $800-1,200 per presenter, but can inch a bit higher on rare occasions. Because of this, we recommend a $1,000* budget total per presenter for these expenses in addition to the license fee.
*Note: travel cost estimates reflect domestic travel and may be higher for international workshops.
On-site expenses (in-person only)
As you plan, you'll want to also consider expenses associated with:
- Marketing the workshop to your community
- Producing name badges and printing handouts
- Food/Beverage
- A/V rental
- Interactive materials (flipcharts, markers, etc.)
- Staffing
Virtual expenses (online workshop only)
As you plan, you'll want to also consider expenses associated with:
- Virtual meeting platform license (Zoom preferred)
- Marketing expenses (if any)
Cost Recovery
While the RoadShow program is designed to be an affordable model for delivering high quality professional development to your library or organization, we know budgets can vary widely. Here are some options to help cover your costs that you may consider exploring as you begin the budgeting process:
- Registration fee for participants or participating institutions. Please note, RoadShows are not intended to serve as profitable events for hosts, so we do not recommend charging a registration fee that exceeds cost recovery.
- Partnering with another local institution or organization to split costs, such as a library consortium or your state chapter or association.
- Funding from your library friends group or an individual donor who has made a commitment to the organization in the past.
- Local vendors (e.g. a printer, caterer, or someone similar with whom you routinely do business and have a good relationship). Please note, hosts may not seek funding from a national vendor of library products/services, including your local sales representative of a national vendor. In part, this is because ACRL approaches these same organizations to fundraise for our conference and other programs. But largely, it is because of our desire to ensure that there is local commitment.
- Another professional/staff development funding mechanism at your institution.
- Including the workshop as one part of a larger grant that advances community and institutional priorities. Here are some resources from national organizations and institutions to get you started:
- Institute of Museum and Library Services (IMLS) grants
- National Endowment for the Humanities (NEH) grants
- grants.gov - a database of grants from all grant-making agencies of the federal government