Logistics

GENERAL SCHEDULE

January

• Check the department contacts for accuracy and changes
• Update and review the Department Reservation Form
• Send out Department Reservation Form & follow up conformation emails
• Send Newslink article reminding departments about Senior Legacy Symposium department reservations
• Check Room Reservations for symposium date including the layout for the reception

February

• Update and review the Student Information Request Form
• Send Student Information Request Form & confirmation email
• Start working on promotional materials such as posters, presentation room signs, program (if not using app), etc.
• Talk to departments about borrowing easels & backboards
• Contact person to give opening speech at the symposium reception
  • this could be Pestello, any department Dean, an involved faculty, alumni participant, etc.

March

• Update and review Student Submission Form & Volunteer Form
• Send Student Submission Form to selected students
• Send Volunteer Form via email & Newslink article asking for volunteers
• If departments do not allow easels and backboards to be borrowed or not enough, place rental order
• Start on department flyers + send these out so departments' faculty and students know who in their major is presenting
• Place medal order if needed
• Order food for reception

April

2 Weeks Before

• Finalize details for student presentations
• Send promotional flyer for each department out/generic flyer
• Decide on layout of symposium and assign spots to student presentations
• Send email to student participants with detailed information on check-in times/location, what they should expect, and include a copy of the flyer so they can invite others to see them
• Order signs of oral presentations schedules for each room
• Send digital signage out to all buildings
• Write Newslink article announcing symposium with dates/times/details

1 Weeks Before

• Notify volunteers of their role and details like when/where to meet
• Put together the reception powerpoint that will play in the background the whole time. This is usually just a list of the student presenters grouped in their departments/majors

Week Of Symposium

• Create sign in sheet for presentation portion
• Have enough room facilitator guidelines for each room/volunteer
• Create sign in sheet for reception. Signing in for reception is when they get their medal.
• Gather borrowed easels from departments

Day Of Symposium

• Check to make sure reception area is set up as it should be
• Meet with volunteers and set up all easels, backboards, tables, directional signs, room schedule sings, & label all easels with presenters name/easel number
• Give symposium volunteers schedule of room presentations & room facilitators guide, instructions for check-in table/sign in sheet, & reception medal sign in sheet
• Greet reception speaker and give them time to have a run through on the podium
• Have reception check-in volunteers in reception area with medals and sign in sheet at around 4:30 just in case of early arrivals
• At 4:45, walk through easel section of symposium and start ushering presenters into reception area
• Meet with easel removal crew and give them instructions on where to put collapsed easels
• Take pictures of all presenters in each college (e.g. Arts & Science, Parks College, etc.). 2017 pictures were taken on spiral staircase in BSC
• Thank all presenters for attending and their work & those who helped put on this event, announce the food is ready, and they can stick around for another half hour if they want but the symposium is over.

Day/Week After Symposium

• Send Newslink Article announcing how many presenters/attendees were there and other details.
• Send back rented/borrowed easels
• Email all presenters the feedback survey

DIGITAL SIGNAGE

Make sure you format Powerpoint to fit University screens:

• Click File, Page Setup…
• Under “Slides sized for…” choose “Widescreen (16:9)”
• Save and submit formatted Powerpoint to the following contacts:

Name Email Department

Ryan Baker bsc@slu.edu BSC (Director)

Rebecca Hyde rhyde1@slu.edu Pius Library

Kathy Michael michaelk@slu.edu CGC

Pam O’Day odaypj@slu.edu Medical Center

Stacy Duvall sduvall2@slu.edu Business School

Matt Fitzpatrick mattfitzpatrick@slu.edu Business School

Housing and Res Life reslife@slu.edu Housing and Res Life

Danielle Lacey dlacey2@slu.edu MarCom

*** All other digital signs are controlled by Marketing and Communication. For these screens, digital signage must be created by MarCom. Contact Jamie Klopymeyer to create digital signage. <jklopmey@slu.edu>

Once you have finished the digital signage, send it to each of the contacts with a message like this:

• I'm Annie Eveker, coordinator of the Senior Legacy Symposium. If you could display this digital signage for this event in your building that would be greatly appreciated! I have attached it to this email. Please confirm that you have displayed the sign so I can keep track of the places it is being marketed.

*Make sure you ask for confirmation when sending your digital signage, so that you are able to keep track of all the places your signage is displayed*

RECEPTION PLANNING

Make sure to invite the reception speaker well ahead of time so they have time to prepare and ask questions about the Senior Legacy Symposium. This also gives you time to find a replacement speaker if your original speaker is not available or declines.

The reception takes place immediately after the presentations are completed, roughly 5 - 6pm. The structure of the reception is pretty flexible. This is the order of how it went in 2017:

• Introduction (Thank you presenters/introduce speaker)
• Speech (see reception speaker notes in Materials)
• Final thank you to all in attendance & those who helped put on this event. Announce colleges for pictures & food.
• Call a college for their group picture & then they can go get food. All Colleges: Doisy College of Health Sciences, John Cook School of Business, Arts & Sciences, Parks College of Engineering Aviation & Technology, and College for Public Health & Social Justice.

The Reception Slideshow should be on a constant loop in the background of the reception.