When your event proposal is accepted, you are considered a committed host for your event. 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 your event.
The Host Information Guide (PDF printable version) provides detailed information for being an event and guest host.
Hosting Your Presenter(s)
- 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 Speaker Series event, we encourage you to do so, but it is your responsibility as the host to coordinate “extras” such as classroom visits, meetings, workshops and/or meals — Speaker series 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 Speaker Series Academic Program Coordinator
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 Speaker Series proposal for this event and why you chose this particular presenter. Highlight how the event and what the presenter will talk about ties into the ECCE themes. 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 as it relates to the central ECCE themes — Establish key questions ahead of time and discuss them with your speaker(s)
- End the event on time
Logistics and Planning
Date, Time, Location
Speaker Series will work with you to find an event date, time, and venue that works for you, Speaker Series 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 program coordinator. 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 your event. There is no guarantee that we can accommodate last minute requests or changes. AV needs must be shared with the program coordinator 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 ECCE Speaker Series events. 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 ECCE .
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. As part of their course assignments, UNI 301 students must relate the content of the events in which they attend to the central themes of engaged citizenship previously mentioned. Framing questions around the main theme(s) of your event reinforces student learning and is highly encouraged. Refer back to the discussion questions you posed in your event proposal.
Collaborate with your presenter(s) to develop questions and complete an action plan for leading a discussion that is relevant to ECCE themes. For tips to help your audience engagement component run smoothly, review Leading an ECCE Speaker Series Discussion (PDF printable version).
Introduction and Closing Remarks
In the welcome, announce that audio or video recording of the event without expressed written consent is prohibited and ask the audience to put away such devices.
As most Speaker Series events 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 Speaker Series student assistant will be passing the microphone to audience members as needed throughout the discussion portion. The Speaker Series student assistant also needs to set up to swipe students out after the event. In order to give the student assistant time to transition from the discussion to setting up swipe out, 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 program coordinator. 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 Speaker Series events. If you do request your presenter’s 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.”
If your presenter wants to sign books at your event, make arrangements with the program coordinator and include this in your event agenda.
Book sale / signing requests along with book title and publisher must be shared with the program coordinator a minimum of eight weeks before the event to ensure book orders will arrive on time.
Media Availability
If media outlets choose to cover your event, you will be contacted by the program coordinator at the cell phone number 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.