Below are instructions and sample text demonstrating the depth and breadth of information to be included in the president’s/provost’s event briefing materials.
Event details
The details in this section must match the information provided with your suggested speaking points.
Veteran’s Day Celebration
Event Date: Tuesday, Nov. 11, 2014
Event Time: 11:00 a.m. – 11:30 a.m.
Reception: 11:30 a.m. – 12:30 p.m.
Requested Time of attendance: 10:45 – 11:30 a.m.
Requested speaking time: 11:00 a.m. – 11:30 a.m. (intermittently)
On-site contact
This person will be the president’s/provost’s on-site contact on the day of the event.
Cell phone: 206-555-5555
Event venue and address
Describe venue (e.g. garden, ballroom, etc.). Provide complete address including building name, room, city/state/zip; give exact address and any landmarks and/or unique characteristics about the location.
Parking address and instructions
Street address for parking plus any relevant details (i.e. parking pass, space reserved, valet, street, meter, etc.). For on-campus events, please contact the Office of the President/Provost.
Recommended attire
Describe style of dress, including what is suggested in the invitation (e.g. business attire, cocktail, etc.).
Purpose of event
A concise statement describing the event.
History of the event
Provide a brief summary that will offer context for the president/provost.
Audience
Provide anticipated count as well as a general guest description (e.g. student, group, alumni, donor, professional, etc.); please call out any notables.
Venue and audio/video set-up
Describe the set-up of the venue as it corresponds to the president’s/provost’s participation (i.e. proposed seating chart, logistics for remarks, podium or lectern, lavaliere vs handheld microphone, teleprompter, etc.).
Annotated event schedule
Outline the proposed schedule of the event, highlighting the president’s/provost’s participation; include anticipated times and activities. If they are speaking, list the order of speaker(s), including who will introduce them.
Important note: You may add or remove rows from the table as needed.
10:45 a.m. | Guests, VIPs and speakers arrive Stage: Then-President Young, Col. Brent Bigger (Emcee), Dr. Richard Layton’56, ‘58 (DAVA Awardee), TBD Legislator (?), Capt. Daniel Boirum (student speaker) VIP tent: Honored guests, Tillman Scholar |
10:50 a.m. | Husky Marching Band performs four songs. |
11:00 a.m. | Denny bell tolls 11 times. Col. Bigger cued onstage after the bells. He then introduces then-President Young. |
11:01 a.m. | then-President Young speaks to what the UW is doing currently (real/measurable) on behalf of veterans (approximately 3 mins). |
11:04 a.m. | Col. Bigger introduces Presentation of the Colors. |
11:04 a.m. | PRESENTATION OF THE COLORS. |
11:09 a.m. | Col. Bigger returns and introduces TBD Legislator. |
11:09 a.m. | TBD Legislator makes remarks. |
11:12 a.m. | Col. Bigger gives his remarks. He then calls President Young back to the stage to present the DAVA award.. |
11:15 a.m. | President Young returns to podium and introduces the Distinguished Alumni Veteran Award, presenting it to Dr. Richard Layton ‘56, ‘58 (approximately 3 mins). |
11:18 a.m. | Dr. Layton gives his personal remarks. |
11:21 a.m. | Colonel Bigger introduces the student speaker, Captain Daniel Boirum. |
11:22 a.m. | Capt. Boirum gives his remarks. |
11:24 a.m. |
Colonel Bigger Introduces the Laying of the Wreath. |
11:25 a.m. | LAYING OF THE WREATH CEREMONY. Then-President Young and Capt. Boirum will leave the stage and move toward the wreath. Dr. Layton will accompany them, but stand by.The two of them will pick up the wreath and then proceed to the Memorial accompanied by Dr. Layton. They will proceed to the front of the memorial where another stand awaits the wreath. Everyone will then turn south toward Kane Hall to face the crowd. |
11:28 a.m. | Moment of silence; Husky Marching Band plays TAPS. Participants from the Laying of the Wreath walk back to seats. |
11:30 a.m. | Col. Bigger invites the crowd to the reception, the band plays “exit” music to get people up and moving and provide a transition. |
11:30-12:00 p.m. | Reception, cake and coffee in Walker-Ames room and 2nd floor lobby of Kane Hall. |
Event lead
This person is responsible for the content of this briefing and the success of this event.
Office of Miscellany
Direct Line: 206-555-1212
Cell Phone: 206-555-3434
Email: aer@uw.edu