 
Coordinators Information
Osher Lifelong
Learning Institute
at Indiana State University
(812) 237-2336
Coordinator’s Responsibilities
1)
Contact speaker to coordinate date, time,
location, maximum or minimum attendance and information for program
guide. If a program will take place at Indiana State University and
you need assistance with room reservations please contact the
Program Administrator. (Fill out form provided)
2)
Turn in programming coordination sheets into
Curriculum Chair by deadline given for program to be listed in
program guide. The deadline will not be held for missing program
sheets. If information is not into the chair by deadline then the
program will not run for that session.
3)
Coordinate with speaker on specific
arrangements for their presentation. (Audio-visual equipment,
special room arrangements, etc.) If the speaker will be at
Westminster Village please contact the Program Administrator
(812-237-2336 or mbennett4@isugw.indstate.edu) to set these
arrangements up with Westminster Village.
a.)
Please check special equipment to make sure
it works before time of presentation.
b.)
If presentation will be at Westminster
Village please encourage speaker to use microphone.
4)
The coordinator is responsible for getting
printed or e-mailed lists of signed up participants and conveying
this information to the speaker. Once a number has been determined
the speaker might ask for copies to be made or for information to be
sent out to participants. Please coordinate this with the Program
Coordinator.
5)
The coordinator should contact speaker the
week of the presentation to remind them of
the program!
6)
The coordinator is responsible for picking
up sign in sheets from the Program Administrator for lectures and special events
that do not require an RSVP. Attendance must be taken at special
events and courses that have a participants list. If special event
has been paid for in advance by OLLI all participants
MUST sign in. (If unsure
about whether your event participants should sign in ask the Program
Administrator.)
7)
The coordinator is responsible for whatever
evaluation method suits the program they are coordinating. Please
check with Curriculum Chair for these forms.
8)
The coordinator is expected to be at the
presentation(s) they coordinate. (If you are not able to attend
please make arrangements with the Curriculum Chair to find a
replacement.)
9)
The coordinator should arrive at least 20
minutes before presentation starts to make
sure everything is ready.
10)
Make announcements: about upcoming
programming and general news to Members (Check with Curriculum Chair or Program
Administrator the day before for a list of announcements)
11)
Introduce
your speaker.
12)
Thank
you notes are to be sent to every presenter. It is the
responsibility of the coordinator to send this Thank You note out.
Formal note cards and stamps will be provided to you to accomplish
this task.
13)
The
coordinator should write up a summary of the presentation (number of
people
attended opinion of speaker from self and members that attended
suggestions on how to improve presentation and whether presentation
should be repeated.)
14)
If
a speaker cancels at the last minute contact the Curriculum Chair
and Program Administrator as soon as possible so participants can be
notified or a new speaker can be arranged. You will be expected to
help make phone calls.
15)
In
case of weather related issue such as whether to cancel or a
cancelation the coordinator is to work with the Curriculum Chair and
Program Administrator to a decision and contact participants.
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