School of Humanities

First step:

• Complete Humanities Event Form and submit for approval by Aviva.
• If bringing a foreign speaker, we must acquire authorization from the Foundation. Please work with Odile on this.

If funding is involved:

• Secure available funds from appropriate account (TBD with Aviva and Odile).
• Fill out all paperwork/contracts as necessary (Consult with office to determine necessary paperwork/contracts as necessary).
• Give paperwork to Odile for processing.

Selecting date:

• Select date and time to maximize attendance of desired participants.
• Check for conflicting events on College Calendar, with Humanities BOS, with HUM staff.

Booking space:

• Book room using RoomBook system.

Note that some spaces (e.g. rooms in the Library, Neuberger and PAC) must be booked with staff in those locations.

Equipment/set-up:

• Identify and secure necessary equipment and set-up needs.
• Create work orders as needed for CTS (equipment) and FMG (facilities)
• Arrange for refreshments, as necessary.

Publicity:

• Send Leah text and image to build and distribute Broadcast Email (BEM).
  • Please note that all BEMs must obtain approval – a process that can take up to 2 weeks
  • BEMs will be sent two weeks prior and the day of the event
• Hard copy fliers require approval from the Office of Residential and Student Life.
• If desired, ask Leah to create hard copy publicity flier based on BEM.
• If desired, arrange mailing. Please provide Leah with address list.
• Encourage attendance among your students and colleagues.

Day of:

• Secure event help from colleagues, students, and/or staff.
• Assure that set-up is scheduled and completed in a timely fashion.
• After event, ensure equipment secured or returned.
• Follow up to ensure payments/honoraria have been received.