Host an event or visitor

Invite people at least 1 week before the event 

1. Create a Google Calendar event. Add colleagues as guests of that Calendar event. Select "More actions" and select "Copy to IARC Events." 

2. Set up your Zoom meeting. Don't forget to check your security settings if you are advertising on websites or social media. We recommend requiring participants to register in advance to receive the Zoom link. 

3. Submit your event to the internal IARC newsletter. 

4. Send "All-IARC" emails the week before, the day before, and a few minutes before the event, to UAF-iarc-all@alaska.edu. Include all of your event information in the email (don't attach a flyer).

Start planning as far in advance as possible. 

1. Reserve your room. If the event is at IARC, please coordinate with Staff Services for questions and room reservations.  

2. Create a Google Calendar event. Add colleagues as guests of that Calendar event. Select "More actions" and select "Copy to IARC Events." 

3. Set up your Zoom meeting. Don't forget to check your security settings if you are advertising on websites or social media. We recommend requiring participants to register in advance to receive the Zoom link. 

4. If event is open to the public: Coordinate with Comms Team to submit your event to Cornerstone / UAF Events Calendar / social media. 

5. Create a print flier to hang on bulletin boards (templates). 

6. Submit your event to the internal IARC newsletter. 

7. Send "All-IARC" emails the week before, the day before, and a few minutes before the event, to UAF-iarc-all@alaska.edu. Include all of your event information in the email (don't attach a flyer).

People's attention spans are short—so get to the point quickly and explain complex information so that understanding is effortless. Do the work so readers don't have to.

Say it simply

• Use active, not passive voice. It is better to say "We discovered that ..." rather than "It was discovered that ..."

• Use short sentences and paragraphs. 

• Vary your sentence structure and language to make your writing sound more natural and interesting.

• Read your writing out loud. Check the rhythm, find awkward or repeated words and phrases within and between sentences and paragraphs.

• Avoid filler words that are vague and meaningless. Here are some words to avoid.

If your event will include minors, training is required. All authorized adults are required to take two trainings annually:

• Protection of Minors-Duty to Report: Mandated Reporter, located on myUA in the Learning Library.

• One additional training chosen from this list 

Safe contact and privacy rules:

• Avoid one-to-one virtual contact with a minor. 

• UAF recommends that at least two adults be online during live programs.

• No private direct messaging, texting, chatting, or personal emails between a minor and a program supervisor/online teacher is permissible. Group messages and posts are acceptable and must be viewable by all participants and supervisor/online teacher.

• Minors may not engage in activities involving hazardous materials (chemical, biological, radiation) or work with mechanical tools at home during an online program.  For questions about whether a proposed activity can be done safely, please contact EHSRM.

• Parents/guardians must be provided with access information to all online meetings and programs.

• Review the UA Code of Conduct in the BOR Policy for reminders on behavioral expectations.

See more information about the protection of minors