Exec reports - Public Relations

Introduction

The Public Relations Officer:

• Books rooms on Campus as required for Club activities.
• Organizes Wednesday evening (before 2005, afternoon) slide shows.
• Arranges publicity for any VOC events open to the public.
• A good position for someone who can handle the booking system on campus, and who is reliable.

Exec Reports

2006-2007

Public Relations Officer: Bram v. Str.

Room bookings

After signing some forms you become a booking representative, and you should be able to make room bookings on campus with classroom services. Room bookings need to be made for large slide shows or slide shows in the start of the season (when you expect more than 30-40 people, a max. of 50 people have been fit into the VOC clubroom), glacier school and longhike pre-trip meeting, avalanche school, etc. etc. The explanation on the classroom services website is fairly self-explanatory. Make sure to send an e-mail more than 2-3 work days prior to the event to: classroomservices@students.ubc.ca. They ask you to provide the following information in the e-mail:

   Name
   AMS club name
   Telephone number
   Date of event
   Name of event
   Description of event (in detail)
   Start time
   End time
   Room capacity required
   Building and/or room preference
   Specific room features required (e.g. moveable seating, projector, projector-screen, audio)
   Whether you will charge a fee to attend
   Whether you will have off-campus attendees 

An overview of the rooms at UBC and their capacity can be found at UBC's buildings and classrooms page.

Common rooms booked by the VOC are: Buchanan A102 (or any room on first floor), a similar room would be Biology 2000.

Excellent maps and route descriptions to the various buildings can be found at Wayfinding at UBC, this example shows the location of Buchanan.

Slideshows

In 2006-2007 I organized 18 slide shows, an additional two slide shows were held at the Winter social/AGM in December and the VOC Banquet.

How to find people who want to give a slide show: This is fairly easy, just ask around who has been on an interesting trip recently and read the message board. After you've identified these people, ask or e-mail them to give a presentation. Some harassment and repetitive e-mails might be necessary for some individuals. Fairly often, someone from outside the VOC will contact (e-mail) the VOC, and offer to give a slide show. This is usually worthwhile, although, make sure that the topic appeals to enough people.

Promoting the slide shows:

1. Make sure that the slide show is mentioned in the VOCene the week prior to the event, ask the VOCene editor to add a link to the VOC Wiki slide show page (especially if you've added pictures).
2. Post the slide show on the VOC Wiki Slide shows page. Apart from title, presenter, and a short blurb, it's great to insert some pictures.
3. Post the slide show, topic, presenter, etc. on the VOC messageboard a couple of days before the event.
4. Last but not least, spread the word!

Attendance: Varied widely from just a handful of people to 50 and more.

Equipment:

1. A digital projector with cord to connect to a PC laptop
2. Small speakers to connect to laptop
3. Double male audio cord to connect laptop/i-pod to UBC's audio system (check room before event to make sure this works)
4. An old-fashioned 35mm slide projector
5. Slide carousel(s)