distribution options to promote seminars

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admin seminar reminder email schedule
note: days count back from day 0 (seminar day)

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conditions for reminder emails:

code	To:	host?	speaker?	abstract?	format
FORM	Host	yes			TBD
SPEA	Host	yes	yes	no
HOST	Host	yes		no
COMM	Committee	no
WEBI	Host	yes	yes	yes	online
Z223	Host	yes	yes	yes	hybrid in room 223

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SPEA (request to seminar host for seminar details)

To: (host email address)
Cc: des_seminar_scheduler@envsci.rutgers.edu
From: DES Seminar Scheduler 
Subject:  review/provide seminar details

Thank you for signing up a speaker to deliver a seminar on (seminar date) as part of the Rutgers, Department of Environmental Sciences seminar series.

In order to adequately promote and advertise the seminar, we ask that you provide/review the needed information as soon as possible:

 - Seminar Speaker and Affiliation:  (speaker name and affiliation) 
 - Title:  (seminar title) 
 - Abstract: (seminar abstract link) 
 - Speaker URL:  (speaker url) 

Also, please check the DES website regularly to ensure the information is correct: https://envsci.rutgers.edu/seminars/

Thank you!

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DES Seminar Scheduler

 

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HOST (late request to host for seminar details)

To: (host email address)
Cc: DES Seminar Committee 
From: DES Seminar Scheduler 
Subject: Missing Required Seminar Details

Some details for the seminar on (seminar date) have not been received.

Speaker/Title/Abstract and format (location/online/hybrid) are all needed to adequately promote the event on the DES website.
Here is a link to the information we have currently:
https://envsci.rutgers.edu/seminars/

Can you please discuss with your speaker, review the seminar website, and provide any missing information or chages.



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DES Seminar Scheduler

 

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COMM (no speaker for seminar date)

To: DES Seminar Committee 
Cc: DES Seminar Scheduler 
From: DES Seminar Scheduler 
Subject: No Speaker for upcoming Seminar Date (seminar date)

We do not have a speaker for (seminar date) on the schedule.

We generally request Speaker/Title/abstract at least two weeks prior
to adequately promote the event on the DES website.

Unless otherwise directed, the date will need to be removed from the schedule early next week.


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DES Seminar Scheduler

 

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FORM (email to host - seminar format)

To: (host email address)
Cc: des_seminar_scheduler@envsci.rutgers.edu,des_seminar_committee@envsci.rutgers.edu
From: DES Seminar Scheduler 
Subject: Format (in-person, online, hybrid) of your upcoming Seminar on (seminar date), Rutgers, Department of Environmental Sciences


Please reply concerning the format of your upcoming seminar.

Will the seminar be delivered 
- in-person in ENR room 223 at 2:30 pm
- online in zoom
- or hybrid: in-person in room 223 with zoom

For online or hybrid, the DES Seminar Scheduler can create a zoom meeting using the department zoom account.

Other options include:
- you can request a webinar instead of a meeting.
- you can create your own online livestream (and send us the full public invitation for our website and promotion of the event).

Also, please check the DES website regularly to ensure the information is correct: https://envsci.rutgers.edu/seminars/

Thank you!


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DES Seminar Scheduler

 

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WEBI (email to host - zoom format)

To: (host email address)
Cc: des_seminar_committee@envsci.rutgers.edu
From: DES Seminar Scheduler 
Subject: Zoom information concerning your upcoming Seminar on (seminar date), Rutgers, Department of Environmental Sciences


Zoom has been scheduled for remote attendees.  The scheduling was done using the department zoom account.  The default is the zoom meeting unless you previoulsy requested a webinar, or other arrangements.


As the seminar host, you can start and control zoom by using the department zoom account as documented on the envsci website:

https://www.des.rutgers.edu/envsci/webinars/
(link is viewable from Rutgers or with VPN)

Please test your usage of the department zoom account.

Also, please review the seminar listing with abstract link and remote attendee link:
https://envsci.rutgers.edu/seminars/

Thank you!


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DES Seminar Scheduler

 

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Z223 (email to host - hybrid format)

To: (host email address)
Cc: des_seminar_committee@envsci.rutgers.edu
From: DES Seminar Scheduler 
Subject: Zoom information concerning your upcoming Seminar on (seminar date), Rutgers, Department of Environmental Sciences


Zoom has been scheduled for remote attendees in addition to your speaker delivering the seminar in-person in room 223, ENR building (14 College Farm Road, New Brunswick).
The default zoom format is the zoom meeting unless you previoulsy requested a webinar, or other arrangements.

Please familiarize yourself with the equipment in room 223.
A key is needed to access the podium doors.  Check with DES administration for key.

- Yeti usb microphone behind podium door on your left
- Sony ceiling mounted projector is also the audio out (speakers) for hearing remote participants
- podium PC may require zoom client first time using zoom with your login
- podium PC has a builtin webcam (pop up at top center of PC screen)

Please test beforehand.


As the seminar host, you can start and control zoom by using the DES Zoom account (if this account was used to create the meeting/webinar) as documented on the envsci website:

https://www.des.rutgers.edu/envsci/webinars/
(link is viewable from Rutgers or with VPN)


Also, please review the seminar listing for accuracy:
https://envsci.rutgers.edu/seminars/


Thank you!

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DES Seminar Scheduler