Faculty Speakers Program
Requirements and Helpful Hints 2007 - 2008
In planning your speaker event, you may find our Timeline Form (PDF format) helpful.
The NU Club agrees to:
- Book a venue for the event (no later than 10 weeks prior to scheduled event)
- Arrange catering and cover costs of:
- venue rental, if any.
- equipment needed for speaker's presentation (i.e. microphone, overhead, LCD projector, etc.) - please note that many speakers require a LCD projector for their presentations - please check with venue regarding costs in advance.
- catering and refreshments that are provided (if the event does not include lunch/dinner, the club is strongly encouraged to take the speaker out following the event).
- Create an event listing in the "Electronic Tool Kit" which will generate a request for a calendar listing and online registration. The event listing should be posted when the speaker is confirmed and the online registration form must be completed at least eight weeks prior to the event.
- Receive reservations. The club is responsible for a minimum of 50 attendees at any faculty speaker event. In the case that this minimum is not received, the club will be responsible for contacting alumni in the given area until the minimum number of attendees is reached. Clubs are also encouraged to utilize e-mail lists and to send e-mail blasts. Please note: if the minimum quantity of participants is not met, the event is subject to cancellation and eligibility for future speakers will be evaluated.
- Contact the local regent, regional director, and other local NU-affiliated club leaders to inform them of the upcoming event and involve the local club board in the event.
- Provide and approve needed copy for the postcard eight weeks before the event to allow for editing, printing and mailing, as well as time for people to register. The Alumni Education office will only be able to do a postcard mailing if information is submitted at least eight weeks prior to the event date.
- Provide the Alumni Education Office with the number of attendees pre-registered for the event one week prior to the event.
- Provide greeters and hosts, registration table staffing, and designate a person to drive the speaker to and from the event, if necessary.
- Complete the best practices form and upload a list of those who attended into the "Electronic Tool Kit" or email it to the Alumni Education office within 10 days of the event.
Please note: if these requirements are not met, eligibility for future speakers will be evaluated.
The Alumni Education Office agrees to:
- Maintain the Faculty Speakers Directory and make suggestions for speakers to Alumni Clubs.
- Serve as the liaison between the club and the faculty speaker prior to the event. Clubs should request a faculty speaker through the Alumni Education in order for a speaker request to be honored.
- Produce a postcard that is mailed to all alumni and parents of current students within the club's geographic region.
- Cover the cost of the flight, one night in a hotel, rental car for the event day, and other incidentals such as meals or parking for the event day and make all travel and accommodation arrangements.
- Provide a bio of the speaker to the club contact to use to introduce the speaker at the event.
Who do I contact when...?
Clubs Team: Contact your clubs liaison (Jeff Velis or Amanda Sloan) during the event planning process if you have questions regarding your on-line event listing, "Electronic Tool Kit" programming questions or suggestions, or if you need help thinking of ideas to raise your attendance.
Alumni Education Team: Contact the Alumni Education office with questions regarding the speaker, speaker suggestions, or the postcard mailing or to report your numbers and submit attendance lists with e-mail addresses.
Other Helpful HintsAll faculty club speaker events (including coaches, deans, or other administration) are handled by Northwestern Alumni Association's Alumni Education Office. This is a sponsored program for which only a select number of clubs are eligible. Eligibility is determined by the number of alumni in a geographical area and if the club meets the faculty speaker requirements from year to year. A list of eligible clubs can be found here.
By August 1, you should submit a completed interest form stating what time of year your Club would like to have a speaker. After that, an official request, including speaker, topic and date, for Fall events should be submitted by July 15, for Winter events by October 15, or Spring events by December 15. Requests for a faculty speaker must be presented at least three months prior to the anticipated event date.
Faculty speakers can be booked throughout the academic year - generally from October through May. All events are subject to faculty availability.
If you have any other questions or need more information please contact:
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