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.
• Confirm that the AV equipment is working to record the lecture automatically.

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.
• Make panelist nametags consisting of name and specialty of each panelist

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 (x4701 or 626.395.4701) 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: one on back patio door, one on entrance to Hameetman, two on Cahill Lobby facing out, one on gate to North Fields.
• Close all doors to hallways and from stairwells on 1st, 2nd, and 3rd floors, so public cannot explore Cahill
• 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?)
• Hand off extra badges (~5) and tally counter to Telescope Captain

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
  • Introduce yourself
  • 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, handouts, and Q&A box
  • 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
• Put up nametags for each panelist
• After 5-10 minutes, you or the Lecture Volunteers should start whatever you want to do.
• Remember to introduce each panelist

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 (x4701 or 626.395.4701) 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.