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Lectures & Forums

Task Checklist for Lectures and Forums Events | Timetable and Checklist for Nakata Lecture Events

Task Checklist for Lectures and Forums Events

1. (Chair) Schedule meetings of the L&F Committee, make assignments, follow up, make budget requests
2. Correspond with invited speaker(s) – throughout the planning process
1. Topic proposals and CV
2. Dates of arrival and departure
3. Any media support needed including software & versions, platform, laptop, projector
4. Explain conventions for informal and formal sessions, if any
5. Tell speaker to reserve flights and hotel (if any, depending on the event) and save receipts
6. Offer honoraria, if any, and tell speaker how it will be paid, along with reimbursement for expenses.
7. One week before the event, request a copy of the presentation so we can test it on our equipment and make copies (optional)
8. Close to the event, confirm the details
3. Reserve meeting rooms
1. Find venues at both Daley Library and LHS, e.g., Special Collections, if possible
2. Get cost estimates from Jessica Canlas for refreshments, to hold coffee service for 20-25 at the informal session
3. Get costs of A/V equipment, movers to set up a Library room from Laura Castillo
4. Fill out PDF facilities request form if meeting to be held outside the Library
   http://www.vcsa.uic.edu/MainSite/departments/meetings_conferences/home/
5. Give completed form to Jackie Buckner to make the reservation
6. Closer to event, contact Meetings & Conferences Coordinator at SCE and SCW, if venue
4. Room setup
1. Ask Library Systems to set up the laptop and projector a few weeks in advance, and remind them before the event
2. Ask Jackie Buckner for conference calls to sites, speaker phone reservations
3. If needed, make Centra e-rooms reservation: http://e-rooms.uic.edu
4. One person assigned to arrive 1/2 hour before meeting to open room and make sure seating is appropriately arranged and equipment is set up.
5. Publicity (Varies by event)
1. Add event to the UIC campus calendar at http://www.uic.edu/htbin/eventcal/eventcal.fcgi
2. Add event in UICcal to Library faculty and academic staff calendars as calendar groups
3. Send in-house email announcements to Lib-ResearchDG AT UIC.EDU (1y and 2y cohort); lib-faculty AT uic.edu (Faculty) and send Ling Wang announcements to post on lib-academic-staff and Lib-Staff lists, stating in the Lib-staff announcement that persons wishing to attend should speak to their supervisors.
4. Write story for the Library News blog and send to Linda Naru for editing, then post the story on the blog and on ULIB (not Linda’s responsibility)
5. Write a similar announcement for the non-library mailing lists, send it to Linda for editing, then post it on Academy, MLS, and send it to friends at DePaul, Newberry, Chicago Public, ALA HQ, UIUC GSLIS (gslis@uiuc.edu), HSLI, Dominican, MEDLIB-L, UIC depts. of Sociology, Social Science Research, LAS, etc.; Rush, Loyola HS Lib, Loyola Lib, Northwestern Library and Galter HS Library, Cook County. More or less as warranted.
6. Print out a flyer and have copies made and delivered to mailboxes and posted in the Library
7. Within a few days of the event, send a reminder to in-house lists
6. Schedule the day of the event
1. Reserve restaurant for dinner if needed and decide who will escort speaker (optional)
2. Reserve restaurant for lunch and decide who will host and who will join us
3. Create a complete itinerary for the speaker
1. Contact info for who to meet and where, before the meeting
2. Times, addresses, room numbers, and main library phone (emergency contact)
3. Tentative plans for return trip, if any
4. Give a copy of the itinerary to the Admin office
7. Chair meeting
1. Establish friendly atmosphere in the room and make the speaker feel welcome
2. Introduce speaker
3. Be the timekeeper, if necessary
4. If no one asks questions, have a prepared question or use “plants” in the audience.
5. End the session and thank the speakers.
8. Followup and debriefing
1. Thank speaker for the visit in a formal letter with a copy to the Library Director (optional)
2. If necessary, remind the speaker to send back his/her receipts
3. Work with Library Business Office to get check mailed out with haste
4. Luncheon and dinner host(s) to submit reimbursement form for speaker’s meals
5. Schedule L&F committee meeting to follow up questions/actions that may arise from the presentation.

Timetable and Checklist for Nakata Lecture Events

September-December

• Chair of Lectures and Forums and Executive Committee liaison monitor selection of speaker and scheduling of Nakata Lecture

January

• Lectures and Forums selects two members (coordinators) to handle Lectures and Forums responsibilities for Nakata events
• Nakata coordinators meet with University Librarian to determine Lectures and Forums responsibilities for Nakata Lecture events

February - April

• Develop task list. Possible items:
  
  1. Events besides colloquium and lecture
  2. Number and type of colloquium participants
     
  3. Room reservation and space configuration
     
  4. Invitations
     1. List of invitees
        
     2. Form of invitations (e.g. print; e-mail)
     3. Timing
        
        1. Save the date issued
           
        2. Formal Invitation sent
     4. RSVP date
        
     5. Waiting List
        
     6. Day-before e-mail reminder
        
  5. Refreshments

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