Semester Outline

Date

To be finished by the end of the meeting…

January 25

All members…
   -Form committees
   -Organize meeting times
   -Brainstorm any panel ideas
   -Register for course and service learning
   -Hand in assigned Afterward articles
   -Sign up for preparations and working at BOB
Advertising…
   -Create a plan for BOB promotional materials for January 31
Facilities and Presenters…
   -Set up a time to write ORSP grant with Gloria and Jackie
Committee Chairs…
   -Organize meeting time

February 1

Advertising…
   -Brainstorm advertising ideas for promoting the Fest and guest speakers
   -Secure library display case for during or immediately before the Fest
   -Prepare and run publicity for BOB  
   -Look into public readings for publicity
 Community Outreach…
   -Return to workshops
   -Appoint a “Big Read” liaison and begin working with their staff
   -Create timeline for creating panels and publishing workshop book
Facilities and Presenters…
   -Contact Davies/LTS to verify requirements for AV equipment
   -Decide FINAL deadline for AV equipment
   -Write a call for papers and presenters to be sent to all English students
   -Finish writing and submission of ORSP grant by 5pm today
   -Create application and nomination forms for student presenters
Fundraising…
   -Establish a campus account
   -Update letter to businesses for ad sales
   -Plan 1-2 fundraisers for the semester, complete with timeline and advertising plans. Confirm fundraising ideas with Gloria, Jackie, and Mel before beginning finalized plans.
Print…
   -Decide advertised and final deadlines for including information (such as titles and panel abstracts) in the program
   -Complete rough layout for the Afterward; make significant progress editing articles
   -Meet with Lead Organizer and Facilities and Presenters chair to discuss scheduling
Webmaster…
   -Meet with Jackie and Gloria to discuss possible developments for the website

February 8

All members…
   -Volunteer for ad sales
Advertising…
   -Contact university about reserving table tents around Fest time
   -Create timeline for Fest advertising; confirm with Jackie, Gloria, & Mel
   -Create display in Hibbard display case
   -Begin creating Fest posters
Community Outreach…
   -Begin planning Big Read events & Continue workshops
Facilities and Presenters…
   -Contact prospective panelists about presenting at the Fest and (possibly) at a local middle school      
   -Contact Print for final deadline to book panels
   -Begin compiling “master lists” of presenters and rooms
Fundraising…
   -Begin ad sales  &   Plan fundraiser
Print…
   -Publish Afterward  &  Set up email account for panel descriptions
Webmaster…
   -Update guest speaker information, pictures, and meeting information
   -Move Web site to new location

February 15

Advertising…
   - Look into appearances (and volunteers to appear!) on TV 10, local TV and radio stations
   - Continue working on creating advertising for the Fest
   -Investigate creating t-shirts
Community Outreach…
   -Continue planning Big Read events  &  Continue workshops
   -Plan date for workshop public reading
Facilities and Presenters…
   -Work with Print to send a reminder letter to professors (and other panelists) about deadlines for rooms, AV request, and program inclusion program
   -Keep in contact with possible presenters
Fundraising&hellJanuary 26, 2007sales  &  Brainstorm possible fundraisers for next fall
   -Begin drafting a budget including common expenditures and incomes, based on previous years
Print…
   -Work with Facilities and Presenters to send a reminder letter to professors (and other panelists) about deadlines for rooms, AV equipment, and inclusion in the program
   -Work with Facilities and Presenters to smooth out transfer of information about time and room bookings
   -If necessary, begin workshops or training sessions with BITS to learn Quark or InDesign for program creation
   -Brainstorm any ideas for changing program layout

February 22

Advertising…
  - Continue working on creating advertising for the Fest
   -Bring information about t-shirt companies
Community Outreach…
   -Continue planning Big Read events
   -Continue workshops
Facilities and Presenters…
   -As panelists commit to presenting, book into rooms and remind them of AV request deadlines
   -As panelists are booked, send information to Print for the program
   -Send final reminder to professors about March 1 deadline for classroom
Fundraising…
   -Continue ad sales
   -Continue brainstorming future fundraisers and drafting a budget
Print…
   -As panelists commit, contact them to remind them of deadlines for title and abstract information
   -Contact Printing Services about how the program needs to be laid out to be printed as a booklet

March 1

Advertising…
   -Bring posters and advertising ideas to meeting for approval
   -Begin working on library display case materials
   -Create t-shirt design
Community Outreach…
   -Book dates for Big Read events
   -Continue workshops
Facilities and Presenters…
   -Continue collecting information about presenters and forwarding it to Print
Fundraising…
   - Bring final list of fall fundraiser ideas to Gloria, Jackie, and Mel for approval
   -Continue ad sales and drafting a budget
Print…
   -Create (or find a creator) for the program cover
   -Begin creating program layout

March  8

   Advertising…
  - Continue working on creating advertising for the Fest
  - Send t-shirt design in for creation
   -Update information in Hibbard display case
Community Outreach…
   -Continue planning Big Read events
   -Continue workshops
   -Book date for workshop presentation
Facilities and Presenters…
   -As panelists commit to presenting, book into rooms and remind them of AV request deadlines
   -Send final list of class presentations to Print
   -Work with Print to send reminders about deadline dates
Fundraising…
   -Finish ad sales
   -Finish budget and submit to Gloria, Jackie, and Mel
   -Prepare another fundraiser for after spring break
Print…
  -Finish program layout
  -As panelists commit, contact them to remind them of deadlines for title and abstract information
   -Work with Facilities and Presenters to send reminders about deadline dates
Webmaster…
   -Update Web site

March 15

Advertising…
   -Create Fest table tents
   -Finalize plans for appearing on TV or radio shows
   -Look into putting press releases into campus and local newspapers
Community Outreach…
   -Continue planning Big Read events
   -Continue workshops
Facilities…
   -Follow up as needed with presenters, reminding them of deadlines
   -As panelists commit to presenting, book into rooms and remind them of AV request deadlines
   -As panelists are booked, send information to Print for the program
Fundraising…
   -Sends ads to Print
Print…
  -Create template for signs listing the panels being held in each room
  -Start inserting information about classes into program
  -Email professors whose classes are presenting for titles and abstracts, if necessary

March 22

SPRING BREAK—NO MEETING

March 29

Advertising…
   -Finalize plans for library display case materials
   -Create list of all planned Fest advertising methods
Community Outreach…
   -Continue planning Big Read events
   -Continue workshops
Facilities and Presenters…
   -Work with Print to send reminders to professors and students about student presenter deadline, deadlines for AV equipment and titles/abstracts
   -As panelists commit to presenting, book into rooms and remind them of AV request deadlines
   -As panelists are booked, send information to Print for the program
   -Send AV equipment deadline reminder to all booked presenters
Fundraising…
   -Finish planning fundraiser
Print…
   -Put ads into program
   -Finish adding class information into program
   -As possible, add other presenter information to program
   -Work with Facilities and Presenters to send reminders to professors and students about student presenter deadline, deadlines for AV equipment and titles/abstracts
Webmaster…
   -Update Web site

April 5

Advertising…
   -Begin producing final posters, advertising, etc. for the Festival
   -Finalize plans for putting press releases into local and campus papers
Community Outreach…
   -Begin compiling list of students interested in presenting
   -Continue workshops
   -Finalize Big Read event plans
Facilities and Presenters…
   -Work with Print to send a last reminder about deadlines for AV equipment and information for inclusion in the program
   -Start reviewing requests for student presentations and booking times and rooms
   -Create a final presentation schedule and confirm with Print
Fundraising…
   -Run fundraiser
Print…
   -Work with Facilities and Presenters to send a last reminder about deadlines for room bookings, AV equipment, and inclusion in the program
   -Input as much presenter information as possible into the program

April 12

Advertising…
   -Put together materials for library and Hibbard display case
Community Outreach…
   -Create any publicity for workshop readings
   -Continue workshops
   -Continue Big Read event planning
Facilities and Presenters…
   -Reserve AV equipment requests with Davies and LTS
   -If necessary, learn to use all requested equipment in case of questions
   -Finish reviewing student requests for presentations and forward final schedules to Print
Fundraising…
   -If necessary, begin any planning for fall fundraisers with approval from Gloria and Mel
   -Help other committees as needed!
Print…
   -Put information into program
Webmaster…
   -Update Web site

April 19

All members…
   -Sign up to be “tech help” during Fest days
Advertising…
   -Final push to make and print Fest posters, and fold table tents
   -Write press releases for papers, if necessary
Community Outreach…
   -Finalize list of interested workshop presenters
   -Send out publicity for workshop presentation
Facilities and Presenters…
   -Confirm AV reservations with Davies and LTS
   -Confirm AV requests with panelists and professors
Fundraising…
   -Compile list of car wash volunteers
Print…
   -Input student information
   -Publish program
Webmaster…
   -Update Web site
   -Publish program on site

April 26

All members…
   -Sign up to be “tech help” during Fest days
   -Hang posters, chalk sidewalks
Advertising…
   -Hang posters, put out table tents, chalk sidewalks
   -TV/radio appearances
   -Press releases appear in local and campus papers
   -Fill library display case
   -Update Hibbard display case
Community Outreach…
   -Final preparations for Big Read events
   -Finish workshops
   -Create programs and publications for workshop
   -Final preparations for workshop readings
Facilities…
   -Create final list of tech workers
   -Create list of where equipment needs to go each hour, to be passed between tech workers
  -Sends reminders/confirmations of rooms and times to panelists; also directions as needed
Fundraising…
   -Finalize any needed preparations for next semester’s fundraisers
   -Help other committees as needed
Print…
   -Put information in room signs
Webmaster…
   -Last minute updates to Web site

April 30–May 4

EnglishFest…good luck!

May 10

Possible evaluation and wrap up meeting
All members…
   -If taking the Fest for credit or service learning, turn in coursework to Gloria
   -Submit any comments or suggestions to Jackie, Mel, or Gloria
Committee Chairs…
   -Submit grade reports to Gloria
   -Attend final chair meeting and review session
Community Outreach…
   -Give contact information and make plans for next year
Webmaster…
   -Upload pictures from the Festival to the Web site