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LSE Public Lecture Programme Application Information & Form Introduction The Public Lecture Programme (PLP) is a series of lectures that usually take place on Monday – Thursday evenings in term time in the LSE’s largest venues (Old Theatre, Sheikh Zayed Theatre, New Theatre, Hong Kong Theatre) They are advertised through the event leaflet, posters around LSE campus, LSE events website and via email to our large subscription list. The majority of events consist of a talk given by a main speaker (introduced by a chairperson), followed by a question and answer session involving questions from the audience. Although this has been the general format for lectures, there are alternative formats and variations can be considered. The stage set up is flexible according to the specific requirements of the event and will include a covered table for the speaker/s and chairperson, with microphones, lectern with microphone, and any AV equipment (eg PowerPoint) that may be required by the speaker. Stewards are provided to help seat the guests, control the doors and provide general customer service on the night and most importantly ensure the health and safety of those attending the event. They also hand round the radio mics if questions are taken from the audience. If the audience is expected to exceed the venue capacity then the Conference office can advise on the option of ticketing an event and/or availability of a videolink. Purpose of PLP The PLP is a key part of the ‘public face’ of LSE. The purpose is to position LSE at the centre of debate in all areas of the social sciences. LSE research is relevant to the real world, rather than an ‘’ivory tower’’ and these lectures aim to enhance the School’s reputation for intellectual, challenging ideas and discussion with a broader public audience. Factors to be taken into account when assessing an event for inclusion in the programme: Potential PR benefit to the School (eg articles in national press, prestige connections with speakers, event for ‘hosting’ of particular guests) Would the event help to develop the brand of the School Public Lecture Programme? Who would attend & popularity of the event Cost Departmental Contribution There has been a substantial increase in the number of events that are taken on as part of the PLP. The Conference office wish to assist as many departments as possible with their public event/s and therefore your department will be asked to contribute towards the overall costs. The amount will vary depending on venue, ticketing arrangements and any other factors, and is approximately 65% of the actual costs incurred by our office. Please note that any security costs incurred, due to the high profile/controversial nature of a speaker/event, will be passed in full to the department organizing the event. For all events we are required to discuss with you the security risks, and to advise whether a security presence will be required. Cancellation of Events Once accepted onto the PLP programme, any events which are cancelled would be subject to a cancellation charge. This is to cover the costs already incurred by our office in the organization of the event, and also to cover the cost of a steward on the night to inform any audience members who do turn up. The charge would be 10% of the full costs for events cancelled after having been advertised in the Events Leaflet and before the Departmental Checklist is sent (2 weeks before the event), or 20% if cancelled after this point (less than 2 weeks before the event). Benefits to the department Use of the brand Administrative support On the day support Maximising publicity/advertising Admin support (including) book correct sized venue (space dependent) liaise with the AV dept and organise correct AV equipment for the event produce and distribute tickets if the event is ticketed On the day support provide stewards provide LSE branding in the form of LSE pop up stands, LSE tablecloth, lectern logo and PowerPoint slides which can include departmental logos (and any outside organizations involved in the event) organize stage set up including water, pad and pen for the speaker and chair & AV equipment arrange any reserved seating for any special invited guests member of events team briefs stewards and is on campus until the end of the event Publicity/Advertising Place event on LSE Events Website Lectures in the PLP are listed on the events website, our prime vehicle for events promotion and information. The LSE events web page can have as many as 40,000 hits a month. If your event is taken on as part of the PLP then we will automatically put it on the website. However anyone can advertise any event onto the website by simply filling out the form on the following web page: www.lse.ac.uk/events/Submit_an_Event.htm Listing in LSE Events Programme Each term we produce 34,000 event programmes. We send these out prior to the start of each term: approx. 9,000 go to people on the events mailing list 14 000 are distributed through ''London Calling'' to display points in corporate institutions, embassies, think tanks and banks all over the capital the remaining 12 000 are distributed on the LSE campus. In order to have your event publicised in the programme you will need to supply the LSE press office (tel: 020 7955 7060 or email: email@example.com) with the following details: title speakers & chairpersons names date and venue picture of speaker (preferably high-res 300dpi - no internet versions as normally not high enough quality) a short blurb about the lecture (about 50 words) a one/two line biog of the speaker The dates for submission for future event leaflets are as follows: Michaelmas Term 2011 Thursday 4 August 2011 Lent Term 2012 Thursday 3 November 2011 Email subscription Regular email updates about forthcoming events are sent out to our email subscription list of over 30,000 contacts. Phone line During office hours phone calls with enquiries are dealt with by the Conference Office. Outside of office hours, there is a short message updated weekly, detailing current weeks events, followed by an opportunity to leave a message. Messages are checked daily. Other Posters of all PLP events are produced and displayed around LSE Events are advertised on the plasma screens in all the main LSE buildings (please note the main reception staff manage the plasma screens). Additional Publicity/Advertising within Press Office: The Press Office send listings to the following publications: THES Prospect Advanced media Information Future Events News Press Association Foresight PR Newswire Europe Once you have submitted your form – what happens next? The Conference office will confirm receipt of your form and will normally advise you if your application has been successful the week following the deadline date. If your application has been successful we will ask for a contribution towards the overall costs of your event. This allows our office to assist as many departments as possible. If accepted, the next step is to arrange a meeting to discuss the details of your event. If we are unable to include your event in the PLP then the event can still take place as a departmental event. The Conference office can assist with certain aspects such as organising stewards etc. at cost. Further information can be located at www.lse.ac.uk/conferenceandeventsoffice or contact Louise Gaskell: ext 5204 or email firstname.lastname@example.org for further information. Please note, due to the numbers of events now organized at LSE, we are unlikely to take on event in venues for less than 200. Deadline for PLP Applications Term Deadline for Conference Office Deadline for information to PLP Application Press Office for events leaflet Michaelmas Term 2011 Tuesday 2 August 2011 Thursday 4 August 2011 Lent Term 2012 Tuesday 1 November 2011 Thursday 3 November 2011 Public Lecture Application form Your answers to the following questions will help us make a decision on whether we are able to include your event in the Schools Public Lecture Programme. Please fill out and return the form, supplying as much information as possible. E-mail: email@example.com (preferable) Or Fax: 020 7955 6272; Internal mail: Conference and Events Office, AH300 (Aldwych House) Contact Information LSE Contact for this event Email & phone number Main Event Information Speaker Speaker’s position/title Chairperson Title (or general theme if not decided) Event Banner Subjects to be covered Confirmed Venue Confirmed/Requested Date(s) Preferred Start Time Approx. length of lecture Expected audience size Other Event Information Required Will there be booksales at the event? Is the event a book launch? Who do you think this lecture will appeal to? Will there be press interest? Would you/your dept. carry out any publicity of your own? Do you have a departmental mailing list? (An email list is preferable) Do you think the speaker may carry a security risk? Catering Information Will you be hosting a reception and/or dinner? If yes, who will be coordinating this? If yes to a reception – will it be invite only or open to all attendees? Who will be paying for the catering? Please advise the venue if being hosted at LSE Costs Do you have any departmental funds to meet the costs of the lecture? If yes, please provide details Will your department cover travel expenses etc for the speaker(s)? Do you see any opportunities for sponsorship? If yes, please give details Is there anything else we need to know in evaluating your bid?
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