Lecture Organization Procedures

Lecture Organization Procedures
 

Office of Responsibility: Dean's Office, ext. 4407

The Sponsoring Department (that is, the department hosting the event) is responsible for:

· Securing an appropriate speaker

· Collaborating with the speaker to develop the topic of the lecture

· Acting as the contact person for the speaker, including making arrangements for travel, hotel and other associated matters

· Ordering and picking up a gift for the speaker (the Communications department will arrange for payment of the item)

· Working with the Communications department to determine if a photographer is needed

· Receiving and managing the invitation responses

· Determining the size of the event

· Creating and printing programs for the event

· Arranging for a post-reception dinner with appropriate faculty, guests and students

· Handouts of the presentation if necessary

· Ensure attendees fill out a sign-in sheet

The Sponsoring Department is also responsible for working with the Communications Department to:

· At least two and a half months before the event, obtaining a photo of the speaker, their bio, the title of the lecture, and a synopsis of the lecture and provide it to the Communications Department

· Approve the invitations

· Supplying the Communications Department with mailing lists

The Sponsoring Department will work with the law school's Events Coordinator to arrange:

· The Lecture

o Microphones

o Projector

o Screen

o Video taping

o Set up of the lecture room (podium, chairs, tables, banners, etc.)

o Special parking for speaker, guests

 

· The Reception

o Food

o Refreshments

o Flowers

o Set up of reception area

o Written instructions and distribution of instructions to Food Service, Building & Grounds, Security

The Sponsoring Department is also responsible for working with the Continuing Legal Education Department to:

· Determine if CLE credit will be offered at the lecture

· Six months before the event, inform the CCLE Department what the title, time and location of the event will be so they can begin marketing the event

· Two months before the event:

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o Determination of number and type of credit earned (skills, ethics, practice) by attending the program.

o Obtain materials from the speaker including: Outlines, Biographical sketch, Copyrights, Handouts

· On the day of the lecture the sponsoring department must ensure CLE attendees fill out sign-in and sign-out sheets

· At the end of the program, hand out certificates

· Provide completed evaluation forms and sign-in and sign-out sheets to the CCLE Department

The Communications Department is responsible for:

· Creating and printing invitations

· Mailing out invitations

· Creating posters

· Working with the Dean of the law school and the Dean for Students to inform the faculty and students about these events

· Managing the lecture series budget

· Arranging for a photographer

· Supply the sponsoring department with sign-in sheets

In addition, the Communications Department will manage all public relations associated with the event including:

· Writing a press release and sending it out to local newspapers and legal publications

· Personally contacting particular media correspondents and inviting them to cover the event

· Arranging with the speaker a time to meet with the press for questions and photos

· Ensuring that the lectures are listed in the calendar of events in local papers

· Posting the press release on the law school website

· Creating a new section in the News and Events portion of the site dedicated to each lecture and event.

The Dean's Office is responsible for:

· Preparing a formal written invitation to the speaker

· Preparing a formal written thank you letter to the speaker

If CLE Credit is offered, the Continuing Legal Education Department is responsible for:

· Confirming the receipt of speaker packet information

· Include the Lecture in all marketing materials

· Track all registration for CLE attendees

· Print out speaker packets

· Supply the sponsoring department with evaluation forms to be filled out by CLE attendees on the day of the event

· Provide the sponsoring department with sign-in and sign-out sheets

· CLE must verify all program attendees and speakers in database

· Email database to the Development Department to attribute in Millennium

· CLE will provide annual credit reports for all speakers and attendees

· CLE must archive all program materials, evaluations, rosters, etc. for four year

· CLE will provide speakers with Certificates of Participation and copies of evaluations