Preparing for the Sehnert Lecture

Andy Long

What is the function of the dinner before the talk?

1. Get your speaker! Figure out what dates are good (ask the chair, so as to avoid unnecessary conflicts; you might check the university master calendar). We've tended to have the person in for two days: the first day is a talk for faculty, then dinner, and a talk for the general public. The next day could be for meetings with clubs, visits to other departments, etc.; or the talk to faculty could be moved to the other day.

   (For 2003, we've got Ed Burger (October 13 and 14, 2003). Monday night will be the big event.)

2. Get the dining space. If we try, we might be able to get the ballroom, but you have to get in about a year in advance. We usually get the cafeteria (call Terry Bridewell, X5760). We've got the ballroom for October 13th, 2003.
3. Get the Otto Buddig Theater reserved for the lecture. We've got that reserved too for the 13th. If that doesn't work, you can either use the ballroom (for a smaller crowd), or get BEP200 if you don't mind a talk in a cavern.
4. Contact faculty (full- and part-time, as well as all staff, etc.) to let them know about the event.

   In particular, get the event listed on the departmental web page.

5. Get the word out to High School teachers, asking them to bring a student or two. Gina has an email list; Steve Neuman can get list of names from his KEMPT project. Make sure that the deadline for them to RSVP is earlier than the food service's deadline!

   If the function of the dinner is to attract teachers and students, how can we do it better? Letters earlier, personal contacts (Gina, Linda)?

6. Write letters to scholarship winners, inviting them to the banquet and talk. Make sure that the deadline for them to RSVP is earlier than the food service's deadline!
7. Write letters to alumni (this year I did those for the last two years), inviting them to the talk and dinner. Make sure that the deadline for them to RSVP is earlier than the food service's deadline!
8. Arrange for catering to serve (I usually start at 60-100; they'll tell you that we have to let them know at least 3 business days in advance).

   Last year we ordered the luncheon menu (which was $8.45 per plate); this year we were required to order the dinner menu ($11.90 per plate). Mary, Helen, and Sue helped pick out the menu.

   Write that folks should arrive at 5:45, and that dinner will be served at 6:00 - or the like!)

9. Get someone to introduce the speaker at the banquet.
10. Get someone to introduce the speaker at the talk.
11. Publicity:
    • put signs up on the classroom doors;
    • get the event added to the sign (http://www.nku.edu/~conference/nku/esign_form.htm)
    • get the event added to the master calendar (http://www.nku.edu/www/calendar_request.html)
    • Send a notice to Midweek express (midweek@nku.edu)
    • ``If you want to hang fliers on campus, you can hang up to 100 (not on painted surfaces or windows, doors or on the sides of buildings.) These fliers must be stamped at the Information Booth in the University Center.'' (from the event guide)
    • Get the word out to other universities in the area
      • Mount St. Josephs
      • UC
      • Xaview
      • Cinci State University
12. Who pays? Phil Schmidt of CINSAM has promised half of the dinner expense, up to $750 this year. He will then spend a few minutes talking at the banquet, promoting CINSAM. The rest comes out of the Sehnert-Pugh fund, including things like the postage to send out the announcements.
13. Contact media services, and make sure that you have
    1. lapel mic
    2. computer, slide project, object viewer, etc.
    for the talk. Then check ahead of time, to make sure that it's all set up.
14. Schedule a math club event for the ``off'' day. Make sure that there are signs for all activities.

    Get cookies!

15. Schedule an afternoon activity for faculty (something a little more mathematical and specialized for faculty). For Ed, a teaching workshop would make sense!

    Get cookies!

16. Line up folks for lunches and dinners with the speaker
17. Other points to consider at: http://access.nku.edu/busaux/conferencepages/NKUeventguide.htm , including these:
    • Have parking passes been ordered for the off campus visitors? (from the Parking Office or Public Safety)
    • Has Physical Plant been notified of your event so that your room will be temperature controlled? (Contact Mike Scott, Physical Plant, scottmi@nku.edu)