LectureCaptain < Main

---+ Directions for Lecture Captain

The Lecture Captain is in charge of assuring the whole lecture and stargazing event goes off without a hitch, but his/her main responsibilities are in Hameetman setting up, and organizing the lecture and Q&A.

---++++++General Responsibilities

   * Emcee the lecture, including introducing the Lecturer, and give announcements
   * Coordinate directly with the Lecture Volunteers to set-up and run the lecture and post-lecture talk/panel/Q&A
   * Coordinate directly with the Telescope Captain before and during the lecture
   * Select and distribute astro swag
   * Answer attendee questions on astronomy, physics and science
   * Close down the lecture hall at the end of the two hours
   * Positively represent the Institute, the Department, and our profession

---++++++ Week Prior to Lecture

   * Contact Caltech Landscaper to assure that there won't be sprinklers on the North Field during the lecture or during telescope training.
   * Contact the Lecture Volunteers to remind them of their responsibilities: meet 30 minutes before lecture, ready to Q&A, etc.

---++++++ Day Prior to Lecture (or earlier)

   * Exchange phone numbers with Telescope Captain to enable you to coordinate during event
   * Confirm that computer/projector/microphones are all working in Hameetman
   * Acquire video recording remote/equipment from Patrick Shopbell for turning on recording system
   * Check the supply of handouts for the lecture (outreach schedules, skymaps).  If running low (<50), make additional copies.

---++++++ 45 Minutes before Lecture

   * Get the Lecture Captain box from Cameron's office (Cahill 323) containing badges, outreach signs, tally counter
   * Select appropriate swag from Cameron's office
   * Get copies of handouts
   * Contact security office requesting that they come unlock the main doors in the NE corner of Cahill and the locked gate at the NE corner of the North Fields
   * Meet the Lecture Volunteers and put up direction signs
   * Station one Lecture Volunteer at the entrance to Hameetman to hand out materials and surveys if we're doing surveys that month.  Use tally counter.
   * Help set up speaker in Hameetman. Use wireless microphone for them, handheld microphone for you to make announcements.
   * Turn on video recording system with remote; reposition video camera to zoom out at full scene;
   * Find out details about Lecturer for short introduction (2-3 sentences; where they're from, research focus, something unique?)

---++++++ Lecture Start

   * The video recording will start automatically at the appointed event start time.  I usually wait about a minute for people to settle into their spots.
   * Stand in front of the audience with the microphone and people will start to quiet down.  
   * Announcements
      * Thank everyone for coming
      * Announce the schedule for the night: 30 minutes lecture, then 90 minutes of Q&A Panel and 90 minutes of Telescope Observing
      * Announce observing status: clear, cloudy, uncertain.  Telescope targets.
      * Point out flyers, swag, and handouts
      * Remind people that no food, drink, smoking, pets, are allowed in Cahill or on the field.
      * Announce how to identify volunteers with their badges
      * Remind people of lecture next month
   * Introduce Lecturer

---++++++ During Lecture
   * I usually go to the back of the lecture hall or to a side location out of the way
   * Surreptitiously count attendees in the audience and record/remember
   * Be in texting contact with the Telescope Captain regarding whether observing is clear enough to observe, status, etc.
   * Enjoy lecture

---++++++ Immediately After Lecture

   * If needed, help facilitate Q&A for the speaker. Limit questions to 5 minutes.  Stand up at front to signal the end of questions.
   * Inform the audience that they will have an additional opportunity to ask questions of the speaker after you make a few announcements.
   * Announce the weather conditions (you should have received a text message from the Telescope Captain) and directions to the fields.
   * Announce the post-lecture talk/panel Q&A will begin in 5-10 minutes.
   * Remind people about the next lecture/stargazing
   * Thank people for coming, and invite anyone with additional questions for the speaker to come forward.


---++++++ Panel Q&A or Slideshow

   * This is pretty free form and up to you.  If you want to have a pre-planned informal slideshow or demonstration, you can.  Default is to have Lecture Volunteers act as a panel Q&A for attendees.
   * There are chairs inside, chalk board, and you can grab a table from Cahill Lobby to bring in if you want to do a panel Q&A
   * After 5-10 minutes, you or the Lecture Volunteers should start whatever you want to do.

---++++++ After two hours (or when the audience leaves, whichever comes first)

   * Announce that the two hours are up, and that the event is over.
   * Shutdown the projection system, store the microphone, and erase the chalkboards.
   * Have the Lecture Volunteers collect *all* the building signs.
   * Bring the Lecture Captain box, extra swag, fliers, badges, AV remote, etc. back to your office or Cameron's office.
   * Record how many people attended
   * Help Telescope Captain bring in telescopes
   * Contact security to have them lock up Cahill and the gate to the North Fields

---++++++ The Day after the Lecture (IMPORTANT TO FOLLOW UP ON THIS)

   * Write a short blog post on the event (i.e. a paragraph or two) for the outreach website. Include # of attendees.  For examples, see: past events. 
   * Send this description to Cameron Hummels, who will post it.
   * Return Lecture Captain box to Cameron.
   * Return AV supplies to Cameron or Patrick.
This topic: Main > WebHome > Schedule > LectureCaptain
Topic revision: r2 - 2016-04-10 - OutreachAdmin