All ANSO majors, including those who may not have completed their SIPs in the ANSO department, are expected to present their SIPs at the Hightower Symposium. In addition, non-majors who completed their SIPs in the ANSO department, are also expected to present their SIPs at this symposium.
This manual is designed to help ensure that the two-day event proceeds smoothly. It outlines the roles and responsibilities of those students who have volunteered to help organize the event. Broadly, this includes: co-chairs who oversee the whole process and four committees (program, tech, publicity and refreshments) who help oversee specific areas.
The general mission of the Co-Chairs is to work with ANSO faculty to identify a key-note speaker, work with the committee chairs to make sure that the committees are staying on track with their tasks, and to MC (or identify MC’s for) the Symposium itself.
- Immediately: Work with Symposium participants and ANSO Chair to make sure a key-note speaker is identified, invited and appropriate arrangements are made for travel, lodging and honorarium.
- Immediately: Work with Office Coordinator and the ANSO Chair to understand the parameters of the Hightower budget so that it can be shared with committee chairs
- Organize participants into “trios” or “pairs” for mutual introductions of presenters, assistance with audio-visuals as needed, critiquing of trial presentations, and general support.
- Get information about the Keynote Speaker that you will need in order to introduce him/her at the time of the Symposium itself.
- Decide upon details of the process to help those doing lectures be aware of the passage of time, to know when to terminate the presentation, to know when to terminate the question and answer period. Communicate this to presenters, and make time cards and signs as needed.
- Complete artwork and layout for programs, flyers, digital promotional images, and t-shirts
- Herd people into the Recital Hall or other designated room for each session.
- Officially “open” the Symposium and offer a brief welcome and thank all those involved.
- Briefly introduce the Keynote Speaker
- Pick up the “thread” after the Speaker finishes and transition the group into whatever follows on the program.
- At the end of the Symposium, thank all participants, guests as well as presenters.
The mission of the Program Committee is to plan the program for the Symposium. This will involve getting all relevant information from students (poster vs. lecture, title of SIP, time preferences/constraints, etc.), to design, print, and distribute the written program.
- Look at previous years’ programs (on website) and make copies for all committee members.
- Convene committee, identify Chair, review tasks, review previous years’ programs.
- Collect correct author designation and SIP title from all Hightower participants. Participants include all ANSO senior majors who have done a SIP, regardless of the department in which they did it, plus all others who did SIPs in ANSO. (NOTE: Non-majors are asked to do poster presentations.) Office Coordinator or DSA can provide the list of participants.
- Collect participants’ preferences for doing a lecture or a poster. Communicate the following to students before they make their decisions: typically, the length of lectures is 15-20 minutes (depending on the number of participants) plus 5 minutes of Q&A; posters cost $35 and must be paid for by the student. The ANSO Department does not have funds to help with poster costs.
- By the end of Winter Quarter: Have a tentative program ready. Consider getting this program out to participants for correction of any details through the group e-mail.
- Week 1: Convene committee to make any necessary plans, identify needed corrections and changes to your program, and explore printing and paper possibilities.
- Number of programs: You will need programs to give to the Publicity Committee for distribution to participants and faculty beforehand, and to have programs available for attendees on the day of the Symposium. Based on past experience, 75 is sufficient.
- By end of Week 1: Share electronic copy of the program with the Publicity Committee so they can get fliers and poster-size copies made, for their purposes.
- Week 2: Get programs printed and give them to the Publicity Committee for distribution: Work with Office Coordinator Amy to get the programs printed. Avoid last minute requests!
The general mission of this committee is to arrange for the technical equipment needed both for practice and for the Symposium itself and to provide steady technical assistance both to those students doing posters and to those doing lectures. This includes arranging for and/or providing technical help both during practice times and during the Symposium itself.
Suggestion: If anyone in the group works for Media Services, ask them to be in this committee.
- Meet early in winter quarter, review charge, divide up tasks as needed, choose convener/contact person.
- Talk to Media Services, tel: 7138, about the media tech support needed for the Symposium.
- Let the Graphics Multimedia Designer know how many posters need to be printed by March 15.
- Students will use PowerPoint for their presentations. Graphics Multimedia Designer (or their student workers) will be students’ resource for any technical issues that arise with the poster or PowerPoint presentation.
- Plan a session with Graphics Multimedia Designer for students doing posters, which will include a short talk about the communications potentials of posters and expectations regarding the construction of a good poster. Get some samples of posters from the Media Center to show students. Send an email to all participants who are doing posters to submit their posters to the Graphics Multimedia Designer by the end of week 2.
- Plan another session with Graphics Multimedia Designer for students doing presentations, to go over the ins and outs of PowerPoint.
- Reserve all media equipment needed for both practice sessions and the Symposium itself through Media Services.
- Reserve easels (through Media Services) to put student posters on, as well as additional easels for big posters of the Hightower program.
The general mission is to disseminate information to all relevant publics about the Symposium and to maximize attendance at all sessions of the Symposium. Media for advertising the Symposium include Index coverage, giant program posters posted around Campus prior to the event and in the Fine Arts lobby during the event and distributing programs.
- Convene committee, review tasks, identify convener/contact person, and determine division of labor.
- Meet to review and assess progress on key tasks:
- Index Publicity: Consult with Index staff to find out the best timing for an article. Write an article or have article written by Index staff.
- Program Posters: Coordinate with Program Committee and Media Services to have poster-size blow-ups of the Symposium program produced. A week or so before the Symposium post these posters in appropriate places in Dewing and elsewhere you decide. Move these to the Symposium venue at the time of the Symposium.
- Publicize and re-publicize the Symposium to junior ANSO majors and minors. Use the fact that they want to know what to expect next year when it is their turn to get them interested in the process. Find out if any of them want to volunteer to help during the actual symposium.
- Publicize the symposium to the larger student body using social media.
- During the Symposium: Maintain supplies of regular sized programs at the entrance to the Recital Hall and, during the poster sessions, around the FAB lobby.
The mission of the Refreshment Committee is to organize, purchase, prepare, serve, and clean up after refreshments during the various phases of the Symposium. This is where you might want to ask for help from the Junior ANSO Majors.
- Meet to review tasks, food lists from past years, budget, etc.
- Review “Things to make decisions about” (see below) and decide how you will go about getting these things done.
- Convene Committee; review tasks and division of labor within your committee.
- Get volunteers to sign up for:
- Helping out with refreshments
- Overseeing the entrance ways to the Recital Hall during the Symposium
- Giving out programs to late arrivers and encouraging people in,
- Keeping non-participants from eating the food, etc.
Things to make decisions about:
- How many people are likely to attend each session, and how much will they eat? See last year’s account to get an idea of what they used.
- What specific work will ANSO juniors be responsible for? How to get them organized to actually do it?
- Overall schedule of refreshments to provide, within budget constraints
- Food to purchase: how much, where, when, by whom, how to pay for it. The Office Coordinator can help you figure out options for paying for it up front.
- Who’s going to prepare what food when?
- Arrange for two long tables (more if you need them) for serving refreshments.
- Clean-Up: There needs to be a special clean-up detail. In the past we’ve gotten into trouble and have had to pay extra money because of a failure to leave the areas cleaned.