Here are some tips for organizing events and using the website to advertise.
See also Getting Food, What to Organize, Reserving a Room
The SoPS money is controlled by Graduate Division and all expenses must be approved. Each event will be evaluated on a case by case basis so please hit Contact Us or discuss with board members.
You can email everyone on the UCLApostdoc-l mailing list by posting to this address: uclapostdoc-l____AT____lists.ucla.edu
Your post must be moderated before it can be sent - please use the contact us link to alert us that you are posting. Only list members are allowed to post to the list. Please use the address that you are signed up with as the FROM address.
Flyers are a good way to advertise but you need to be careful where you post them. Most notice boards, elevators and other places around campus are strictly controlled by administrative staff. Make sure you get permission before posting anywhere. The simplest way is to post an email to committee members encouraging them to print and post in their surrounding buildings. If you need a large number printed the Graduate Division may be able to help. For larger / more expensive posters we may be able to get money to print them using campus services.
If you want to add information to the site you will need the appropriate rights setup for your account. Contact us to have this setup.
Click on 'Create Content' link in your menu. Follow that link and go to 'Event' and then fill in the form as required.
You should set some Tags for your event. For example, social, pub, evening OR career, academic etc.
If you want your event to appear on the front page - expand the Publishing Options menu and click on 'Promoted to front page'.
If you want people to be able to sign up for your event - click on the signup menu to expand it and fill in the information.
You can attach files using the Attach Files menu.
You can create a short URL using the URL Path Settings. This will give your event a shortcut like:
http://www.postdoc.ucla.edu/your_event
Click on Create Content in your user menu. Go to Story and add information as required.
We normally try and borrow a camera from someone. We now have two MiniDV tapes for recording events.
If you can't get hold of equipment then you can rent it from Audio Visual Services. Check their website for more information:
http://www.oid.ucla.edu/units/avs/
Their rates are quite high so if you can find departmental resources this may be better.
The following rooms have built in projectors:
# CHS x3-105 (floors 1-6) # Boyer Hall 159/173
The following rooms do not have projectors:
Laptops Try and encourage the speaker to bring their own laptop. If they can’t then you may be able to find a committee member willing to bring theirs.
Our budget comes through the Grad Division so FIRST you need to contact Kyle Cunningham to OK the expenditure. Tell him the date of the event and the approximate amount of money you plan to spend.
Once you get the OK - go to http://ayscatering.mednet.ucla.edu/
Click on Proceed-Order Form and download the order form. Go back to the Menu’s button to figure out what you want.
Sign the order form and bring it over to Claudia Mitchell-Kernan in Grad Division for her staff to fill in the direct billing account information. She will also have to sign it - so be sure she is around town when you do the ordering.
Fax the completed order form to 825-8720
Pick up the food near the Med Cafe in CHS room 16-144.
If you get food from another source please post here how you got it.
RPB Auditorium - Jules Stein Eye Institute, 100 Stein Plaza, Westwood, CA 90024 (capacity 156)
Call Theresa Stockstill at JSEI Administration Office PHONE: (310) 206-6641. If the event is free and beneficial to students/postdocs/faculty, the $525 fee might be waived provisionally.
http://www.jsei.org/PDF%20Documents/AuditoriumReservationForm.pdf
GONDA First Floor Conference Room (behind Cafe Synapse) - (seats 63 theater-style)
Contact Deb Kozel — dkozel [at] mednet [dot] ucla [dot] edu, x5-5061.
http://www.gonda.ucla.edu/rooms/
CHS / MRL
If you want a room in CHS or MRL – Susie Sylvestre is the person to contact. Susie’s number is 825-6373. Just call her and she will tell you of availability and you can just sign up for the room.
These are the following rooms in these buildings over which she has control: CHS Room 13-105 (131 seats) CHS Room 53-105 (160 seats) CHS Room 23-105 (134 seats) CHS Room 63-105 (215 seats) CHS Room 33-105 (134 seats) CHS Room 73-105 (210 seats) CHS Room 43-105 (160 seats) MRL Room 1-441 (40-50 seats)
Boyer Hall
If you want a room with kitchenette facilities, Boyer Hall 159/173 is available and can seat about 100 people. You’ll need to contact Bo Tendis at 825-1018 or botendis [at] mednet [dot] ucla [dot] edu. Bo is located in MBI 168 and handles all the scheduling for MBI.
Molecular Science Building 3440
MSB 3440 seats approximately 50-60 people and is located east of Boyer. To book, go to the Chemistry Department website and click on Facilities–>Room Reservation. Here you can check whether the room is available and book it online by emailing Denise Mantoya (denise [at] chem [dot] ucla [dot] edu)
The Factor Building
Factor 3468, located east of the Life Sciences building and seats approximately 40-50 people. This room is part of the Nursing department. Contact Zoe Taylor (ztaylor [at] sonnet [dot] ucla [dot] edu) for more information.
Boelter Hall Penthouse
The Boelter Hall Penthouse is located on the 8th floor of Boelter Hall. Those not familiar with Boelter Hall may have a tough time finding it. You should take the northwest elevator to the 8th floor and it will be on your right. The penthouse holds 50-60 people and has some A/V equipment in the room. You must reserve the room in advance at a cost of $25/event. Reservations can be made through the following: http://www.matserv.ucla.edu/penthouseReserve.html.
Other locations Please edit this page and include information about how to book other rooms when you find it.
Chemistry, Geology and MIMG
Rooms availability can be checked online:
http://cals.chem.ucla.edu/cgi-bin/cals/webevent.cgi
Mol Sci 3440 – 80 chairs
Mol Sci 3515 – 20 chairs
Young 2033 – 85 chairs
Young 2050 – 19 chairs
Young 3096 – 22 chairs
Young 5076 – 18 chairs
Geology 4608 – 18 chairs
Any event of interest to postdocs should be proposed to the VP of the appropriate committee.
Panels
Panel events are often very helpful since questions can be asked of the panel members. We have found that getting a list of questions before the event can improve the event. You can use the forum, mailing list or RSVP system to get people to ask questions.
UCLA Resources
UCLA has a huge pool of resources and if possible these should be used before resorting to an external speaker. Check with the Career Center or Center for Student Programming to see if they already have expertise in the area you are interested in.
External Speakers
External speakers can often be very expensive but if there is sufficient demand, and lack of local resources, their fees can often be found.
Alumni
Postdocs do not have access to the UCLA alumni database but you may be able to find alumni from your graduate school database. If you were a graduate student at UCLA, or if you can find one, they may be able to help you find someone willing to give a talk.
Company Reps
Some companies are willing to send representatives if they can obtain a benefit from interacting with postdocs or graduate students. Others wish to recruit postdocs and are keen to visit. Check with the Career Center to see if they have contacts within the company.
Other
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