Department

Library Administration and Electronic Services

Purpose

To guide the general planning timeline for the annual VSCW event.

Overview

The following documents the annual VSCW reception timeline and program planning.

Required Knowledge/Skills

Access to EMS calendar, Catertrax, and the Library's shared drive

Safety Issues/Precautions

n/a

Equipment/Supplies

Excel

Procedure

18-9 Months Prior to Event

• Room Reservation:
• Contact union reservations to schedule the Community Room for the event- place event on the CCLIR Events/Programming Calendar along with confirmation number
• 18 months in advance
• Save-the-Date sent to President
• Fill out request for the event to be placed on the President's calendar
• 12 months in advance (early May)
• Save-the-Date and Keynote Invitation sent to Provost
• CC both the Provost's Administrative Assistant and Library Administrative Assistant 
• 9 months in advance (mid-September)
• Save-the-Date sent to Deans
• CC Administrative Assistants, Library Administrative Assistant
• 9 months in advance (mid-September)
• Request for Library Dean to emcee event
• CC Library Administrative Assistant
• 9 months in advance (mid-September)

5-2 months Prior to Event

• Food Order
• Work with Library Administrative Assistant to place a tentative food order
• 5 months in advance (early January)
• Contact Photographer
• Obtain availability and quote for prices
• 5 months in advance (mid-January)
• Prepare Submission Form via Google Forms
• Update Forms to reflect current year
• 5 months in advance
• Confirm Deans Attendance
• Send reminder email for reception to those Deans who may not have responded at first Save-the-date
• 4 months in advance (late January/ early February)
• Save-the-Date and Submissions Email
  • Send request to Associate Provost's office to send submissions email faculty and staff
    
    • Typically has a 24-hour delay from request to sent
    • Request that the email be sent from requester
  • 4 months in advance (early February)
• Manual Submissions
  • Record any submissions that are sent via email instead of the form
• Submissions Reminder and Invitation Email
  • Send the Monday after Spring Break (approximately the 3rd week of March)
• News submission to Campus Chronicle
  • Within week after Spring Break (approximately the 3rd week of March)
• Manual Submissions (part 2)
  • Record any additional emailed submissions leading up to event

1 Month Prior to Event

• Close Submissions
• 1 month prior (early April- a soft deadline)
• Send email to authors for ineligible submissions
• Put on 2021 google form (early April)
• Manual Submissions from Campus Chronicle
• End of first week of April 
• Close google form
• End of first week of April
• Email RSVPs to book authors/editors and remind them to sign book
• Early April
• Meet with Library Administrative Assistant
• Finalize Food order, tie up loose ends
• 1 month prior
• Prep lists for Deans’ Review
• End of first week of April
• Order books
• Select best bookcover
• 1 month prior
• Sign up sheet for committee
  • Circulate sign up sheet to Scholarly Communications Committee for help with set-up/tear-down

Days Leading Up to Event

• Revise lists based on Deans’ Feedback/Additional Citations
• 10 days before event
• Facts/Statistics to Provost
• 5-6 days prior out
• Create Reading Deans’ Reading Copies
• Email copy 4 days prior, print copies to take to event
• Citation List of Dean’s publications for Provost to read
  
  • Email copy 4 days prior, print copy to take to event
• Reminder email to book authors and editors
  • 3 days prior
• Create Complete Citation Lists (APA)
  • Print copies 2 days prior
• Create Citation Slideshow
  • 2 days prior
• Set-up for Reception
  • Pens
  • Library Tablecloth (should be in supply closet in tech services)
  • Book Stands (in supply closet in tech services)
  • Camera
  • Extra battery for microphone
  • Check for winners
  • Write Posters (from Faculty Lounge)
• Check to make sure room configuration is correct
• Items to Bring for set-up
• Assign someone to review food order/consumption to determine ordering for next year (take pictures for visuals)
• Clean-up from Reception
• "Write" Posters Scheduling Email