LectureOrganizer < Main

---+ Directions for Lecture Organizer

The Lecture Organizer is a new position created since Cameron is going on leave.  This role serves as the person ensuring that a single Lecture/Stargazing event is advertised, staffed, and then concluded properly--essentially that it goes off without a hitch.

---++++++Several weeks to a month before the event

   * Create a poster for each event (weeks/months prior to event)
      * I use keynote to create the posters.  I have templates.
      * This is usually pretty straightforward just changing text and finding an appropriate background image.
      * Export to PDF and jpg, keeping both under 500k filesize
   * Advertise the event poster (weeks/months prior to event)
      * Print out 1 color copy of the poster and post it in Cahill Lobby several weeks prior to lecture.
      * Post a copy on the outreach website: http://outreach.astro.caltech.edu
      * Create a Facebook event for each lecture/stargazing event
         * Can be done through the [[https://www.facebook.com/CaltechAstro][Caltech Astro Facebook account]]. Ask Cameron for permissions.
         * Use [[https://www.facebook.com/pg/CaltechAstro/events/][past events]] as a template.  Just swap out the dates and image.
   * Get volunteers for the event
      * Volunteers usually sign up at the semi-annual volunteer meeting
      * Emailing the outreach-volunteers list about opportunities to sign up
      * If still missing people, walk around the department and talk to people directly.

---++++++Week before the event
   * Email all of the volunteers, speakers, and MC reminding them of their commitments
   * If anyone is unable to participate, then find a replacement
   * Ensure that the box of materials for the lecture is ready for the event, and includes:
      * ~100 copies of schedule
      * Swag
      * Surveys
      * HDMI cables, audio cables, HDMI adaptors
      * Remote control
      * Badges
      * Tally counter
      * Signs
   * Get the box of equipment to the [[LectureCaptain]]
   * Ensure that telescopes, eyepieces, and tarp are present and ready for event.

---++++++At the event
   * It isn't strictly necessary that you attend the event, but it would be good to have you there.
   * If you attend, you can act as a backup [[LectureCaptain]] or [[LectureVolunteer]] or additionally photograph the event

---++++++After the event
   * Move event from [[Schedule][upcoming events]] to [[PastEvents][past events]] pages 
   * Give notes on how it went and attendance numbers
   * Update the website to show the next event and poster: http://outreach.astro.caltech.edu
   * Post the photos taken at the event
      * Sort through your photos and cull them down to only the best ones.  We don't need 15 images of the exact same shot.
      * Upload them to our [[https://www.flickr.com/photos/143414768@N07/albums][flickr]] page
      * Create a new album for them following the format from previous albums.
      * Name the event: YYYYMMDD - Lecture & Stargazing: SPEAKER
      * Add in the description the speaker and talk title & abstract
      * Arrange the photos in chronological order (oldest first)
      * Include the poster image in the album.
      * Post these to our social media accounts
   * Make sure all equipment is put back in Cameron's office and is not a mess
      * Ensure that we have all the equipment / materials you gave to the [[LectureCaptain]]
         * All badges
         * Telescopes put away
         * Tarp put away
This topic: Main > WebHome > Schedule > LectureOrganizer
Topic revision: r1 - 2019-06-17 - OutreachAdmin