STARS Keynote and Workshop Request for Proposals

Introduction

The STARS planning committee welcomes proposals from UIS departments for a keynote speaker/workshop combination program on the annual theme.

The theme for 2019 is Urban Sustainability, in cooperation with Earth Week. Proposals for speakers are welcome from any department, with a presentation focused on current research, and the application of knowledge through an accompanying workshop for faculty, staff, students, and members of the Springfield community.  For example, Computer Science could model Energy Management and Access or Transportation and Mobility; Visual Arts could discuss the role of public art in Neighborhood identity; in Business, the discussion could be on how to manage supply chains for addressing Waste and Recycling; science foci could include the areas of Water and Sanitation, Land and Natural Systems; History could describe the evolution of urban Housing; Criminology and Criminal Justice could explore ways to address Equity and Justice in cities; Public Health could address city systems for Global & Community Health.

STARS will take place on the UIS campus April 18 & 19, 2019.  Our tentative schedule is to have the keynote speaker on Friday, after lunch, with the workshop immediately following. There is some flexibility depending upon speaker availability.

Before you submit a keynote & workshop proposal, review the detailed information provided for STARS hosts and prospective speakers so you are aware of the roles and expectations associated with an approved STARS event.

The list of prior keynote speakers is available on the STARS website.

Proposal Submission

All STARS Keynote Speaker and Workshop proposals must be submitted electronically using this online proposal form. Proposals submitted in another format will not be considered.  If you have questions or experience problems with the form, contact Brian Moore at STARSymposium@uis.edu or 217-206-6664.

Electronic proposal forms are due by 3:59 pm CST on Friday, September 21, 2018.

Thank you for considering submitting a proposal.

Information for Host

When your speaker proposal is accepted, you are considered a committed host. The presenter(s) are your invited guests and you are expected to provide accommodating hospitality for them. Additionally, you are required to take an active role in facilitating the event.

The ECCE Host Information Guide (PDF printable version) provides sample detailed information for being an event and guest host.

The hosting department needs to identify a primary point of contact (POC) for facilitating communication among the department, presenter(s) and the STARS planning team.

STARS staff will assist with speaker contract and travel arrangements.

Hosting Your Presenter(s)

  • Assist STARS in submitting the ECCE Speaker Series application for co-sponsorship of the keynote.
  • Arrange (preferably provide) local transportation to and from the airport/hotel/campus as needed during their stay in Springfield
  • If you want your presenter to participate in additional activities on campus in addition to the STARS keynote and workshop, we encourage you to do so, but it is your responsibility as the host to coordinate “extras” such as classroom visits, meetings, and/or meals — STARS does not provide planning or funding for additional activities other than the actual event
  • Develop a detailed itinerary so presenter(s) know what to expect during their time in town and can plan accordingly — include what time you will pick them up from the airport/hotel, meal plans, etc.
  • Share itinerary with presenter(s) and the STARS planning staff

Hosting Your Event

  • Have your presenter(s) at the venue a minimum of 30 minutes before event start time for set up and sound check
  • Start the event on time
  • Welcome the audience and introduce the presenter — Provide background information on how / why you chose to submit a STARS keynote proposal and why you chose this particular presenter. Highlight how the event and what the presenter will talk about ties into the STARS theme. Refer back to your program proposal as you plan the event introduction.
  • Adhere to the approved event agenda and keep the event on schedule to allow plenty of time for a robust discussion
  • Moderate the discussion component of the event to engage audience in stimulating conversation about the event content
  • Invite the keynote audience to participate in the follow-up workshop.
  • End the event on time

Logistics and Planning

Date, Time, Location

STARS planning team will work with you to find the time and venue that works for you, STARS and the presenter(s). Best intentions will be made to accommodate your request, but we cannot guarantee your preferences will be granted due to scheduling complexities and limited venue options.

Room Set-up

Depending on the venue, there may be flexibility in seating and set up options. Discuss preferences with the presenter(s) and share your vision with the STARS planning team. There is no guarantee that we can accommodate last minute requests or changes.

Technology and Accessories

A range of technology and accessories listed below are available to support the keynote and workshop. There is no guarantee that we can accommodate last minute requests or changes. AV needs must be shared with the STARS planning team a minimum of six weeks before the event. The following AV equipment is available if requested in advance:

  • PC computer or laptop connection for a PC or Mac
  • LCD projector and screen
  • Internet connection
  •  PowerPoint
  • DVD / CD player
  • Lectern
  • Lectern light – must request electrical
  • Step stool behind lectern for presenters small in stature
  • Stage / Risers Microphone (podium, hand held, hands-free)
  • Laser pointer, remote presentation mouse, audience response system (clickers)
  • Easel, flip chart, whiteboard, markers, eraser

Sound check and technology assistance is required 30 minutes prior to event start time! This designated time allows UIS IT staff to assist with set up and problem solve sound, tech, or connection issues in advance.

Audience Engagement Component

Audience engagement is an integral part of STARS. Open discussion and participation are valued and required with each event. Presentation must include a discussion, question and answer, or other activity component that requires audience participation relevant to the topic and linked to the STARS theme.

If the audience does not come up with questions on their own, we ask that you facilitate the discussion by posing questions to stimulate audience engagement surrounding the subject matter of your presentation.

Collaborate with your presenter(s) to develop questions and a workshop that is relevant to the STARS theme.

Introduction and Closing Remarks

As STARS keynotes are recorded and/or close captioned, we do require that microphones are used by all audience members who participate during the discussion portion of the event. For this reason, we ask that, at some point during your introduction, a request is made of the audience to please wait for a microphone prior to speaking.

The STARS staff will be passing the microphone to audience members as needed throughout the discussion portion. In order to give the audience members time to transition from the keynote discussion to the workshop, we also ask that the moderator announce when the last question is being asked prior to closing remarks.

Book Sale / Signing

If your presenter requests to sell books at your event you must make these arrangements with the STARS staff. Unless you expect your event to draw a large audience from the general public, hosting a book sale at your event is not recommended. If you do request your presenter’s book to be sold at STARS, note the UIS (Follett) Bookstore is the only authorized vendor permitted to sell books and other merchandise on the UIS campus. Per University policy, no external vendor can sell books or merchandise on the UIS campus. The current UIS contract with Follett states:

“The University of Illinois Springfield contract with Follett provides them with the exclusive rights, with respect to bookstores serving the University’s Springfield campus, free from any alternative bookstore source endorsed, licensed or otherwise approved or supported by the University (whether on campus, by catalog or through electronic commerce, including hyperlinks to alternative sources) to buy, sell, distribute (including the right to select vendors) merchandise and services traditionally offered in college and university bookstores…  Follett also has the right of first refusal to fulfill any distance learning instructional and ancillary materials required by the Springfield campus of the University of Illinois.”

If your presenter wants to sign books at your event, make arrangements with the STARS staff and include this in your event agenda.

Book sale / signing requests along with book title and publisher must be shared with the STARS staff a minimum of eight weeks before the event to ensure book orders will arrive on time.

Marketing

The STARS keynote and workshop will be marketed by STARS, along with the rest of the event. Your responsibility is to help with marketing through your departmental contacts in the community. Also, it is expected that you will help recruit students to meet with the presenter(s) and attend the keynote and workshop.  For example, you could incorporate the event into your departmental curriculum.

Media Availability

If media outlets choose to cover your speaker, you will be contacted by the STARS staff at the cell phone number your POC provided. Media requests typically come at the last minute (depending on the news of the day) and require a quick turnaround, especially if reporters want to capture a highlight for the 5:00 pm or 6:00 pm news.

Information for Prospective Speakers

The ECCE Presenter Information Guide (PDF printable version) provides sample detailed information for Prospective Speakers.

Audience

The primary audience for the STARS keynote are UIS students (undergraduate and graduate). Our events are free and open to the public, so campus constituents and community members are welcome to attend as well. Size of the audience may range from 80-200 depending on interest in the topic and size of the venue.

Presentation Length

The STARS keynote lecture should fall within the range of 45-60 minutes followed by 15 to 20-minutes of productive Q&A or discussion. Additionally, an interactive workshop related to the speech should immediately follow, coordinated by the hosting department.

Audience Engagement Component

Student engagement is the cornerstone of the STARS keynote. Open discussion and participation are valued and required. Presenters must structure their presentation to include a discussion, question and answer, or other activity component that requires audience participation relevant to the topic.

If the audience does not come up with questions on their own, we ask that you work with your event host to facilitate the discussion by posing questions to stimulate audience engagement.

Technology

A range of technology and accessories listed below are available to support your event. There is no guarantee that we can accommodate last minute requests or changes. The following AV equipment is available if requested in advance:

  • PC computer or laptop connection for a PC or Mac
  • LCD projector and screen
  • Internet connection
  • PowerPoint
  • DVD / CD player
  • Lectern
  • Lectern light – must also request electrical
  • Step stool behind lectern for presenters small in stature
  • Stage / Risers
  • Microphone (podium, hand held, hands-free)
  • Laser pointer, remote presentation mouse, audience response system (clickers)
  • Easel, flip chart, whiteboard, markers, eraser

Sound check and technology assistance is required 30 minutes prior to event start time!   This designated time allows UIS IT staff to assist with set up and problem solve sound, tech, or connection issues in advance.

Book Sales / Signing Request

If your wish to sell and sign books at your event, you must make these arrangements with the STARS staff well in advance.

Unless you expect your event to draw a large audience from the general public, hosting a book sale at your event is not recommended. Students seldom buy books at STARS. If you do request your book to be sold at your event, note the UIS (Follett) Bookstore is the only authorized vendor permitted to sell books and other merchandise on the UIS campus. Per University policy, no external vendor can sell books or merchandise on the UIS campus. The current UIS contract with Follett states:

“The University of Illinois Springfield contract with Follett provides them with the exclusive rights, with respect to bookstores serving the University’s Springfield campus, free from any alternative bookstore source endorsed, licensed or otherwise approved or supported by the University (whether on campus, by catalog or through electronic commerce, including hyperlinks to alternative sources) to buy, sell, distribute (including the right to select vendors) merchandise and services traditionally offered in college and university bookstores…  Follett also has the right of first refusal to fulfill any distance learning instructional and ancillary materials required by the Springfield campus of the University of Illinois.”

Consent to Record

In order to provide a common experience for online students, STARS will ask that speakers sign a consent agreement to have their presentation webcast and recorded and made available on our video on demand website.  Students may view archived recordings of live events as part of their curriculum.

Payment / Reimbursement

Presenter must be established as a vendor in the University of Illinois system before payment or reimbursements can be processed.  Presenter must complete a Vendor Information Form and submit signed form to the STARS staff support, Brian Moore prior to the event.
Fax: 217-206-7623
Email: STARSymposium@uis.edu

Paperwork for payment will be processed after services are rendered. Expect 6-8 weeks for your check to arrive in the mail.