http://www.anu.edu.au/mac/content Support and advice from Marketing & Communications Division categorised by Public Lectures en Jessica.Angwin@anu.edu.au Copyright 2009 2009-02-11T23:08:57+10:00 http://www.anu.edu.au/mac/content/support_advice/page/equipment_for_hire/ http://www.anu.edu.au/mac/content/support_advice/page/equipment_for_hire/#When:05:39:04Z {satopic_overview}Available Items The following are available for loan from Marketing and Communications Division.  ANU free standing banners x 4. These are the slim line, 2m high, 1m wide pull up banners. They are easily transportable. Large ANU PVC banners x 2 Large ANU exhibition stand that comprises of three 3m sections. Lighting is available. However please note that this structure is best suited for large events. ANU lectern ANU lectern sign How to Hire If you wish to use any of this equipment, you need to complete a MAC Equipment Hire Form (DOC, 78.5KB) and return it the contact listed below. Suggestions If you regularly require an item not listed above, please advise for consideration in purchasing by MAC. Branding and ANU Logo, Event Management, Public Lectures, VIP Events, Visits and Protocol 2008-08-27T05:39:04+10:00 http://www.anu.edu.au/mac/images/uploads/Equipment_Booking_form.doc http://www.anu.edu.au/mac/images/uploads/Equipment_Booking_form.doc#When:05:26:05Z {satopic_overview} Event Management, Public Lectures, VIP Events, Visits and Protocol 2008-08-27T05:26:05+10:00 http://www.anu.edu.au/mac/images/uploads/July_12CT.pdf http://www.anu.edu.au/mac/images/uploads/July_12CT.pdf#When:06:23:41Z {satopic_overview} Advertising, Public Lectures 2008-08-12T06:23:41+10:00 http://www.anu.edu.au/mac/images/uploads/Press_0807020_Ishizakav2.pdf http://www.anu.edu.au/mac/images/uploads/Press_0807020_Ishizakav2.pdf#When:05:58:03Z {satopic_overview} Public Lectures 2008-08-12T05:58:03+10:00 http://www.anu.edu.au/mac/images/uploads/Licence_and_Release_form_audio_and_visual_July_2008.doc http://www.anu.edu.au/mac/images/uploads/Licence_and_Release_form_audio_and_visual_July_2008.doc#When:05:38:56Z {satopic_overview} Event Management, Public Lectures, VIP Events, Visits and Protocol 2008-08-12T05:38:56+10:00 http://www.anu.edu.au/mac/images/uploads/Licence_and_Release_form_audio_July_2008.doc http://www.anu.edu.au/mac/images/uploads/Licence_and_Release_form_audio_July_2008.doc#When:05:11:50Z {satopic_overview} Event Management, Public Lectures, VIP Events, Visits and Protocol 2008-08-12T05:11:50+10:00 http://www.anu.edu.au/mac/content/support_advice/page/sponsorship_for_anu_public_lectures/ http://www.anu.edu.au/mac/content/support_advice/page/sponsorship_for_anu_public_lectures/#When:04:44:32Z {satopic_overview}Sponsorship Available MAC has secured sponsorship to assist in the promotion of public lectures and key events. Any event that is sponsored receives the full assistance of MAC, both financial and non-financial. There are two types of sponsored events and lectures: Toyota-ANU Public Lecture Series: Broad-interest lectures in Canberra. Around 20 per year Blake Dawson Seminar Series: Targeted lectures on business, government and law issues in Canberra, Sydney and Melbourne (4 per year) Toyota and Blake Dawson reserve the right to approve or decline sponsorship of any public lecture. Benefits of Sponsorship Sponsorship will cover promotional costs associated with each lecture including: Advertising Design and printing of flyers and invitations Signage Photography Recording of lecture to be podcast via the ANU webpage Postage Non-monetary benefits of having your event sponsored include MAC assistance (where required) in: Project management (before, during and after event) Email and web promotions Evaluation and feedback Criteria for Sponsorship To be eligible for sponsorship, lectures must meet the following criteria: Objectives of the lecture must be consistent with the ANU marketing plan The lecture must be relevant and interesting to target audience and have a good/prominent presenter If media coverage is an objective, the presenter must be willing to speak to media before, during or after the event and provide 24 hour contact details Speaker must willingly give signed authorisation for ANU to professionally record public lecture and make available as a podcast and or vodcast via the ANU webpage. The speaker must fill in either the ANU Licence and Audio Release Form (audio only) or the ANU Licence Audio and Visual Release Form (audio and visual). A minimum of three weeks notice is required to arrange promotion and publicity for all public lectures Toyota and Blake Dawson reserve the right to approve or decline sponsorship of any public lecture Public Lectures, Sponsorship 2008-08-12T04:44:32+10:00 http://www.anu.edu.au/mac/content/support_advice/page/planning_and_running_anu_public_lectures/ http://www.anu.edu.au/mac/content/support_advice/page/planning_and_running_anu_public_lectures/#When:04:02:49Z {satopic_overview}Steps in planning a public lecture 1. Set objectives for the event/public lecture 2. List target audience 3. Confirm speaker, date and time 4. Book venue - check AV equipment, laptop facilities, microphone and any video equipment you require. Contact MAC for assistance if needed 5. If you are thinking of inviting a VIP to your lecture such as a politician/diplomat, contact the VIP protocols office on x55003 6. Determine catering, photography, and contact relevant people on campus 7. Determine if you want the lecture professionally audio or visually recorded (MAC can assist in organising this) 8. If you do decide to have the lecture professionally recorded in either an audio or visual capacity you must ensure you have the speaker sign an ANU Licence and Release form prior to the lecture and give a copy to MAC.  There are two forms the ANU Licence Audio Release Form (Doc, 30.5KB) which is used for just auido recording and the  ANU Licence Audio and Visual Release Form (Doc, 32.0KB)  used for audio and visual recording. 9. Determine invite list, send invitations 10. Organise a publicity flyer. MAC will create the flyer once the necessary information has been received. See an example ANU Public Lecture Flyer (PDF, 511KB). 11. Create a running sheet for the lecture - includes time of speaker arrival, MC talk time and length of lecture/Q&A 12. Organise to hire any equipment from MAC such as ANU banners. MAC Equipment Hire Form (DOC, 77KB) 13. Promote the event (see promoting the event) Promoting the event internally Mail-out: MAC will distribute printed copies of the flyer to be displayed on the majority of Campus-wide notice boards. MAC displays copies of the flyer at the front counter of MAC. You should also display copies in the area(s) involved in organising this lecture. Email-out: MAC will email (with text details of the lecture and web link to the promotional flyer) the University's internal Group Email lists - Deans and Directors (including Admin Divisions), Business Managers, School and Faculty Secretaries, Department and Divisional Administrators, Heads of Academic Departments and Heads of Admin Departments. You should send this same text and link to all staff members of the area(s) involved in organising the lecture. Academics should pass this on to students if the topic is relevant. You should also send an event email to all of your own internal email lists. Billboard: MAC will post details of your lecture on the Billboard at http://staff.anu.edu.au/billboard Promoting the event externally Mail-out: MAC will post printed copies of the flyer to: the Canberra public, ACT colleges & high schools, bookshops, national institutions and public libraries You should also post a copy of the flyer to area (and target market) specific mailing lists. Email: MAC will email (with details of the lecture and web link to the promotional flyer) the ANU Public lectures distribution list. The database contains people who have actively joined our mailing lists, representing a wide range of members of the general public, public service, private sector, representatives of government and other organisations, including ANU staff. Advertising: For Canberra lectures, MAC will ensure details of your lecture appear the weekend before your event in the ‘ANU Events Calendar' ad, which runs weekly in Saturday's The Canberra Times.  See an example ANU Public Lecture Canberra Times Advert (PDF, 146KB) . Additional adverts can be arranged upon request. Media The ANU Communications and External Relations Office reviews all lecture flyers and will notify the media where appropriate. It is helpful if contact details for the speaker or someone hosting the speaker on the day of the lecture can be supplied. At the lecture Set up equipment, ensuring that everything has been tested before the lecture is due to start Put up any additional signage in the building (ANU display banners are available from MAC) Reserve seating for special guests (signs are available from MAC) Ensure that suitable brochures are on display to promote ANU (available from MAC) MAC will notify you if we are aware that media will be attending A MAC staff will happily attend the lecture if you require assistance After the lecture Inform MAC of attendee numbers and any problems or issues at the lecture If MAC organised for a professional audio or visual recording of the lecture on your behalf MAC will make it available for download on the ANU website Return any equipment hired from MAC Event Management, Public Lectures 2008-08-12T04:02:49+10:00 http://www.anu.edu.au/mac/content/support_advice/page/promoting_public_anu_lectures/ http://www.anu.edu.au/mac/content/support_advice/page/promoting_public_anu_lectures/#When:07:41:04Z {satopic_overview}Required Information Once you have time, date, speaker and venue locked in, we can begin working on the promotion of your public lecture. For this MAC will need the following: The title of the lecture 150 word summary of lecture 150 word biography of speaker high-resolution j-peg image of speaker Promotion Includes  MAC will take care of the promotion of the event, which includes: Design and printing of a promotional flyer Email to all public lectures subscribers Mailout of promotional flyer across campus Mailout of promotional flyer to schools, libraries and other institutions The placement of an advert in The Canberra Times on the Saturday preceding the lecture (additional ads can be arranged upon request Billboard list - ANU Webpage Please note that MAC requires 3 weeks notice for a public lecture to promote it successfully. Associated Costs Printing of flyers approximately $200 for 350 flyers Advert in The Canberra Times approximately $200 (this cost will vary depending on how many public lectures are advertised) Photographer for the event approx $160 (optional) Digital recording of event to be made available as a podcast online approximately $320 (optional) Venue Hire - most venues across campus are free or have minimal costs. If you wish to take this lecture off campus, venues can cost from $500 -$3000 depending on requirements Catering - depending on needs, host area will usually organise directly  Public Lectures 2008-08-11T07:41:04+10:00 http://www.anu.edu.au/mac/content/support_advice/page/anu_public_lectures_frequently_asked_questions/ http://www.anu.edu.au/mac/content/support_advice/page/anu_public_lectures_frequently_asked_questions/#When:06:20:41Z {satopic_overview}What is the ANU Public Lecture Series? The Public Lecture Series is an outreach program designed to give interested members of the public an opportunity to learn from ANU researchers and from distinguished visitors to the University. The series targets an internal and external audience. How do I stage a lecture as part of the series? By contacting the Marketing and Communications Division. Professional MAC staff will help you find a venue and promote your event. There is an ANU Public Lecture Series coordinator at MAC and they are your first point of contact. T: 02 6125 4144 E: events@anu.edu.au Will there be a flyer to promote the lecture? Yes. MAC staff will produce a flyer to promote your lecture and circulate it to members of the public and ANU. The flyer is effectively the beginning of your lecture and should present information that can readily be understood by a lay reader. Please refer to the resources and templates section for an example promotional flyer. How is the flyer created? You need to provide the following:  150 word summary of the lecture. 150 word biography of the speaker. Details of lecture title, time, and venue. A high-resolution jpeg photograph of the speaker (minimum 150 DPI)  MAC staff will then prepare a flyer in the ANU style, which is designed to optimise public awareness of your lecture. The flyer will then be returned to you for approval. MAC will then print and distribute the approved flyer. What information should I supply?  The information should clearly outline the key points of the lecture, paying particular attention to whatever is new, timely or surprising about the topic. The title for the lecture should also be as brief as possible. A small amount of biographical information should also be supplied. All that is needed is the speaker’s name, current position and perhaps a couple of previous accomplishments, awards or jobs. There is no need for a complete employment history or to list the speaker’s past publications.  People who are interested in the topic will understand technical terms, so why does the flyer have to be written for a general audience?  More people will read the flyer and come to the lecture if the wording is accessible and engaging. The more clearly a topic is explained the larger the potential audience becomes.  If those attending the lecture will need more than a lay understanding of the topic it is probably unsuitable for the Public Lecture Series.  It is also important to consider that the flyer will have a broader impact on the public’s perception of ANU. If a layperson is put off by impenetrable language, he or she may develop a negative impression of the University, its publications and events. Does the flyer need to be approved? The Public Lectures team will ensure the flyer is signed off by all the relevant people. You will also get the chance to check the approved flyer before it is printed. What if the speaker insists on writing the flyer?  The flyer is an official ANU publication and must be approved by the Director of MAC or the director’s delegate. We will work with you to ensure the flyer produces the best outcomes for all concerned. What about other promotional avenues? MAC will also send out an email to its public lecture mailing list one week before the lecture and will post your lecture on billboard. If you wish MAC can arrange to have the lecture advertised in the Canberra Times through the Event's Calendar on the Saturday preceding the lecture. You will have to pay for the advertisement and costs can vary depending on how many events are advertised in the calendar. Therefore please   ensure you include the advert in your budget. To see an example of a public lecture advertised in the Canberra Times Event's Calendar please refer to the resources and templates section. What about media coverage? The ANU media office reviews all lecture flyers and will notify the media where appropriate. It is helpful if contact details for the speaker or someone hosting the speaker on the day of the lecture can be supplied. Public Lectures 2008-08-11T06:20:41+10:00