PDRC Program Checklist

This is a checklist for all publicity and related activities that need to be done for most PDRC programs.  Exceptions might include mentoring program gatherings or programs with limited registration such as the dossier clinic.  Announcements for programs intended for an audience beyond the UGA Libraries should also be sent to other listservs, departments, etc, as appropriate.

ASAP:

• set date, time & location for program
  • make sure to reserve the room per that building's room reservation procedures
• add program to Libraries Event calendar: http://www.libs.uga.edu/events/
• username: update
• password: update
• send program information to Web editor to add to PDRC Web site

Two weeks before the program:

• create flyer (8 1/2 x 11, single-sided) & send it to PDRC-L for input
• flyer template is located in the PDRC folder in UGALibs on the G drive
• save a copy of the flyer in the appropriate folder on the G: drive
• after PDRC approval, send hard copy of flyer to Jay Ergle in Copy Services, Main for printing & distribution
• hand delivery or via Campus Mail preferred
• if absolutely necessary to send via email call Jay Ergle (2-0609) to confirm receipt
• be as specific as possible with printing & distribution instructions

One week before the program:

• create email announcement & send it to PDRC-L for input
• after PDRC approval, send announcement to Grapevine

Day before the program:                                  

• send email announcement to Grapevine

Day of the program:

• set up program room as necessary
• announce program – make sure to say program is sponsored by PDRC
• clean up room after program as necessary

After the program is over:

• send thank you letter to the presenter(s)
• thank you letter template is located in the PDRC folder in UGALibs on the G drive
• save a copy of all thank you letters sent in the appropriate folder on the G: drive
• notify Web editor to update PDRC Web site

 return to PDRC site