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Library Event and Conference Planning

Use this guide to help you create an event plan, manage your budget or fiscal processes, order food, reserve hotel rooms, etc.

Miscellaneous

Exhibits and Displays:

Consider creating an associated exhibit within the conference location.  Exhibit and display cases are found in most library locations.  For more information on planning an exhibit: https://exhibitions.uflib.ufl.edu/.

 

IR@UF and Conference Materials:

Consider utilizing the IR@UF for preserving conference presentations and papers. Be sure and have your speakers sign the Speaker Release Form. 

Supporting Your Speaker

Communicate with your speaker in advance about the details

  • What time should they arrive?
  • How long is the talk?
  • What is the structure of the event?
  • If a Zoom, what time will you open up the event to the audience? 
  • Details to mention to the audience, if relevant:
    • Provide language that welcome's attendees and, if in Zoom, potentially ask where people are joining from.
    • Communicate Zoom guidelines or provide information on where the bathrooms are located, if a face-to-face event
    • Are you prioritizing underrepresented or student voices?  If so, ask them to begin their question with an asterisk (*).
    • Share links related to the talk during the session (have someone assist you)
    • If interested in collecting feedback on the event, talk to Laura Spears for assistance. 
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