Authors@UF Program and Project Management Guide: Program Activities

Library Liaison:

• Submit an author proposal to the Program Coordinator, including the author's works, awards, etc.
• Meet with Program Coordinator for a brief program orientation and to brainstorm about other library liaisons who can help with publicity.  
• Once approval is received, invite the faculty member, working with his/her schedule preferences and room availability, and set the date/time and book the meeting room (see Room Book tab, above).
• Submit the  WhoWhatWhereWhen plus book cover(s) to the Program Coordinator and Communications Director.
• Schedule  author for a READ poster and 2-minute promotional video with Communications Director and videographer.  
• Obtain permission for recording both short and full presentation and depositing in the IR@UF, using the "Consent for Use of Voice and Image" form.  
• Interview and videotape author.  
• Order all works of the author not in the collection and set aside at least one or more for autographing and depositing in special non-circulating collection.  
• Contact the author's department chair to alert him/her that a faculty member will be showcased and ask for departmental publicity.
• Encourage the author, and other faculty, to  schedule their classes to attend.  
• Identify local community groups interested in the program and send publicity.

Program Coordinator:

• Meets with Library Liaison to explain the program and its activities.
• Might reserve Library East 100 on lieu of library liaison.
• Send a calendar invitation to Library Liaison, Director of Communications, IT Guy, Meeting Room
• Requests an AdobeConnect session from IT to record the program in the Smathers Library 100 meeting room., and include a test with the author present a half hour before the start of the program
• Send email to Library Admin informing of need for the computer and software so the podium is unlocked 
• Facilitates an entry on the Authors@UF Bookshelf and the uploading of the promotional video by the Digital Library Center into the IR@UF Authors@UF Bookshelf by creating a GROVER for assistance from Randall Renner to create the entry and post the promotional video.  
• Requests refreshment funds and catering.  
• Requests book sales by the UF Bookstore:  Jake Bogue, 0779trd@follett.com
  • ​send information early, request confirmation, and check in with him periodically, especially a few days before program
  • recommend putting program title and date in the subject line
• Posts on facebook and sends to Gainesville Magazine facebook
• Sends publicity to the University Press of Florida
• Schedules the Library Dean, or Associate Dean, to introduce the program.
• Assists with the dissemination of posters to the campus and local community (Public Library Suzie Blaze: 2 - HQ, 12 - branches)
• Send electronic information (poster and link to Library's announcement) to Bookstore's Jake Bogue for further publicity dissemination
• Revises and requests the program evaluation form as needed.  
• Sends the program introduction script to the Dean and Library Liaison.
• Sends announcement to the college dean and requests additional publicity.  
• Sends information to Journalism Library Liaision to encourage coverage by journalism students.  
• Checks in with Jan Swanbeck to schedule 1 or 2 Library Ambassadors to help out with set-up, handing out evaluation forms at the door, and clean-up

Director of Communications:

• Creates the READ poster, program posters and fliers, Authors@UF website, and Libraries Homepage News. 
  • ​Prints 16 posters for the Program Coordinator:  2 for file and 14 for public libraries
  • Prints a few posters and a large mounted READ poster to use at the event and to give to author
• Disseminates the publicity to campus newsletters, academic college PR officer, student government, newspapers, email list.
• Orders/purchases refreshments as needed.  
• Sends out announcements to employees of Libraries.

Library Liaison:

• Confirms with author, and requests him/her to arrive a half hour early to conduct a test of the AV system and upload document to computer
• Sets up the meeting room according to author's preferences and anticipated attendance.
• Provides water bottle to author
• After the Dean's program introduction, liaison introduces the author
• Closes the program:  thanks author, invites participants to buy books and/or have book autographed, welcomes participants to stay, chat, and enjoy refreshments.  
• After program, tell speaker that the Dean would like to take him/her and guest out to dinner along with the liaison and program coordinator.  

Program Coordinator

• Confirms with UF Bookstore.
• Sends program introduction script to Libraries Dean.
• Sets up AdobeConnect recording.
• Greets attendees and passes out program evaluation forms.
• Request easel posters (READ & Proram announcement)  for welcome tabletop and for autograph table

Director of Communications

• Has banner hung on Humanities and Social Sciences Library and puts out sidewalk sign.
• Delivers evaluation forms.
• Provides and sets up refreshments.
• Provides an email sign-up sheet.  
• Takes photographs of event.

All work together to clean up room after the event.  It helps if the Library Liaison receives assigned staff help his/her Department Chair.  

Library Liaison:

• Meets with Program Coordinator to analyze and synthesize the feedback forms.  
• Thanks the speaker in writing, and attaches evaluation summary.
• Writes a short article about the event for the Libraries donor newsletter 'Chapter One'
• Attends thank-you dinner.

Program Coordinator:

• Requests scheduling of dinner appointment with Administrative Secretary.
• Thanks folks for their participation.
• Analyzes feedback with or without Library Liaison, being mindful of confidentiality (e.g., if there is only one faculty or community member present), and sends written evaluation summary to:
  • Library Liaison
  • Library Dean
  • Director of Communications
• Records evaluation feedback on Assessment Spreadsheet.
• Reports on attendance demographics, overall satisfaction, and feedback synthesis.  
• Keeps a record of program costs.
• Follows up with IT to provide link for full presentation and post in the Authors@UF Bookshelf.

Director of Communications:

• Provides refreshment costs to Program Coordinator.
• Posts links to presentations on Authors@UF website.