Guidelines for a Successful Event
The Lectures Program staff recognizes that every event is unique, but to make each event the most successful, please follow these guidelines and pass along important notes to your campus collaborators and to your speaker.
Length of Event
Generally, a lecture-style event should be 45-50 minutes in length with 10-15 minutes of Q&A. If the event is a documentary, panel, or other format, it is important to note that in the funding application and on all publicity.
Welcome and Introduction
If an event is co-sponsored by the Committee on Lectures, specific information must be included in the welcome. If requested, a student member of the Committee on Lectures can be tasked with this or someone from the host organization may give the welcome. The introduction of the speaker may be done by the same person or a second student or representative.
The welcome should include:
- List of the event's cosponsors.
- Reminder to students that card scanning for class attendance will take place after the lecture concludes and explain where the attendant will be located.
- Mention the Q&A and explain the format.
- If the University Book Store is selling books, point out its book sales location.
- If there will be a book signing, mention it will take place and point out the location.
- If there will be a reception, mention it and the location.
- Share an upcoming Lectures-sponsored event.
Recording Services
Lectures routinely records the events it cosponsors and, with the speaker's permission, makes the recording available from its website. Presenters will be asked to return a signed copy of the Recording Permission Form in advance of the event when possible. For events held in the Memorial Union ballrooms, Lectures uses Panopto lecture-capture software and mounted cameras to record and synchronize audio and visual elements, including slides and/or video. A portable lecture-capture unit is available for use in other rooms in the Memorial Union. All recording videos include FCC and ADA-compliant English captions.
Lectures staff can assist with arrangements for professional videography upon request. The cost of video services varies by provider and is the responsibility of the hosting group. Advance scheduling is required.
Tips for Speakers on Engaging with the Audience
Lectures attendees come from a wide range of backgrounds and typically include students, faculty, staff, and community members. A few helpful suggestions:
- Use large, legible fonts for slides so everyone can see – even those in the back of the room.
- Use a microphone, even in small spaces, for those who may have trouble hearing.
- Always address and speak to the entire room.
- Use language the entire audience can understand – make your presentation approachable to people who may be less familiar with the topic.
Card Scanning
- There is specific language that we ask your group to share at the beginning of an event to give students instructions about card scanning to receive extra credit for attending.
- A Lectures student worker will attend the event to facilitate the card scanning. We require a table and chair immediately outside the event room or inside the room in an unobtrusive location.
Credit the Committee on Lectures as a Cosponsor
If your event is publicized by Lectures and/or card scanning will be provided for your event, we will include the Committee on Lectures as a sponsor and request that your group also acknowledge the Committee on Lectures.