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| Select Speaker | Present possible speakers to the Chair of the Boston/Cambridge
Chapter, or at a Chapter meeting. Once the Chair apporves you may proceed
to organize the event. Special consideration should be given to fulfilling
the Caucus' regular lecture series:
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| Make Initial Contact with Speaker | Determine speaker's interest and availability, and explore what honorarium and expenses would be involved. | |
| Determine Possible Honorarium | Honorarium is obtained from the Open Gate. Confirm with Hugh Russell ([email protected]) that the speaker and amount seem appropriate - the Caucus is not required to submit a formal grant request. Honorarium is not paid for speakers who are on book tours. Rule of thumb is $200 for the honorarium and up to $250 for expenses, although these figures are somewhat flexible. Another idea is that the cost of an event should not exceed $10 per expected audience member. | |
| Select a Date | Select possible dates, usually Tues., Wed. or Thurs. A good lecture time is 7:30 p.m., though afternoon events (3 p.m.) are also possible. Speakers generally lecture for one hour and allow 2 hour for question and answers. Check our web calendar, http://www.actwin.com/cgi-bin/calendar/index/qHarvard, and other sources to avoid event conflicts. Note that the students usually plan a busy schedule of events in April. Confirm with speaker. | |
| Advance Planning |
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| Explore ACo-sponsorship@ with other Harvard Groups (Optional) | Other Harvard GLBT, student or school groups (e.g., KSG / Institute of Politics, "Pizza and Politics", BGLTS Resource Center), may be interested in co-sponsoring the speaker. Co-sponsorship with student groups helps serve the student population, gives wider support, and allows on-campus postering. Students may also be willing to organize the reception. This is not required (except that a student group must authorize any posters put up on campus). | |
| Getting a Room | Most HGLC lectures are held in Emerson Hall Room 305 through the generous assistance of Professor Warren Goldfarb ([email protected]). Other locations, however, are acceptable pending availability. It can take days or weeks to confirm availability of a room. Don't advertise until the room is confirmed. | |
| Determine Book Availability | If books are to be present for sale / autographing, determine who will provide them. Usually We Think the World of You Bookstore in the South End, owned by Paul Rehme, a Caucus Member. We usually don't pay an honoroarium if books will be sold so this should be discussed with the speaker. | |
| Formal Invitation (Optional) | If deemed appropriate, send a formal invitation to the speaker. | |
| Advertise | Once the date and location are confirmed, the advertising
process can begin - the success of the event depends on wide and timely
advertising. Bob Mack can give you examples of prior press releases and
e-mail notices. HGLC talks are generally free and open to the public.
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| Posters (Optional) | Posters can be put up on campus if a student organization authorizes them. Mike McGrath at the Design School - [email protected] - is often willing to make a poster. He prefers working from a publicity photo. When they are complete, pick them up and deliver them to the rack outside the BGLTSA Resource center in the basement of Holworthy Hall (in the Old Yard near the Science Center). Send a message to the Mothership, Resource Center and Tutors lists to ask for help with putting them up. | |
| Dinner With the Speaker (Optional) | A dinner before the talk for the speaker, HGLC members and students is usually arranged at a convenient restaurant, with the speaker=s dinner paid for by the attending HGLC members. This can be set up a week or two before the event. Send out initial dinner invitations to local Caucus members and students via E-mail. Modest cost and convenient location are important - we often choose Siam Garden Restaurant at 45 1/2 Mt. Auburn St. | |
| Audio-visual Equipment | Arrange for any audio-visual facilities required. This can take a few weeks, and can cost around $50. | |
| As The Event Nears | Miscellaneous small details will present themselves as
the event nears. Continue to ensure thorough coordination with all parties
involved.
You can pick up a check for the honorarium from Hugh Russell. We prefer to reimburse for expenses against receipts but an advance can be made if required. |
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| E-mail advertise again | One week before the lecture, and the day before the lecture, send E-mails about the talk, and about the dinner if there is one. | |
| The Lecture | Make sure water is available for the speaker and that the room is ready. We usually start about 7 minutes after the stated time to allow for stragglers. The introduction should include a description of the Caucus and an invitation for Harvard affiliates to join. If the talk qualifies as one of our regular lecture series, mention this. It is sometimes necessary to help bring questions to an end, usually by suggesting that he speaker take two more. Don't forget to mention the reception if there will be one. At the end, thank the speaker for giving the talk and thank the audience for attending. | |
| After the Lecture | Send an appropriate Athank you@ signed by the HGLC Chair and the Lecture Series Coordinator. | |
| Throughout . . . | Keep the Boston/Cambridge Chapter Chair and others updated on necessary details and changes as appropriate. |
Fax Telephone Numbers:
Bay Windows ATTN: Editor 266-5973
Boston Globe 929-2813
Boston Phoenix 859-8201
Cambridge Chronicle 629-3381
Cambridge Tab 433-8202
HARBUS News ATTN: John Barabino 495-8619
Harvard College Gazette 496-9351
Harvard Crimson ATTN: Editor 576-7860
Harvard Independent 495-7877
Harvard Law School Record 495-8457
Harvard Magazine 495-0324
IN Magazine 426-8264
One in Ten WFNX 595-3810
South End News 266-5973
[You may also want to include newspapers at other schools - Bob Mack
[email protected]
has a fax list. He also has lists of e-mail addresses.]