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.