Event Materials

Event materials include any materials needed for the celebration day. This could include signage, nametags, and programs. Work on event materials can begin as soon as the invitations are sent out, and finished once the nominee list is finalized.

OER Champions Nominee Slide Deck

A slide deck running in the background during the event is an excellent way to highlight the nominees’ work and share statistics and information about open initiatives at UBC/UBCO. The text of the slides can be an abbreviated version of the Champions bios written for the OER Champions website. If you are including a picture of the nominee, please use only photos they have approved, or their official photo from their institution website (e.g. CTLT (Vancouver) image and bio of Will Engle). The Open UBC website is a good source for UBC-specific statistics on OER, especially the Open UBC Snapshot report and the UBC Library Open Education Impact & Activity Report. UBC has presentation templates as part of their brand package, or you can create a presentation that matches the look of the event.

Examples – OER Champions Nominees Slide Deck 2024

 

 

Event Program

An event program should provide a detailed outline of the schedule, activities, speakers, and other important information.  If the schedule is confirmed in time, it can be helpful to attach the program to an event reminder emailed out around 2 weeks before the event, to give attendees an idea of what to expect the day of.

Examples – Event Programs

The OER Champions Reception program from 2021 outlines the entire evening, including speakers, entertainment, and event timelines. Event Program – Cocktail Reception (PDF)

 

Your program should include:

  • Event date, time and location;
  • A timeline, including speaker names and titles;
  • Any logistical information such as when and where food and/or drinks will be provided, seating arrangements etc.

Templates – Reminder Email and Event Program

The event reminder email template can be sent as a follow up to all invitees. Those who haven’t yet RSVPed are given a second chance, those who have already RSVPed will be reminded of the upcoming event.

The program template is adaptable to suit different types of events. This letter contains logos for both campuses and should be adapted depending on the campus context.

Nametags & Seating Arrangements

Depending on the type, size, and formality of the OER Champions event, you may want to develop nametags, name cards and table cards for seating, and a seating chart.

Nametags

You will need labels or a nametag kit. These can be found at an office supply store. The labels and kits come with instructions on how to develop the nametags; however, if you are using labels without these instructions, the following provides you with instructions on how to create nametags using Microsoft Excel, Word, and Google Docs.

If seats will be assigned, add the assigned seat/table number to the nametag. This helps with smoothly transitioning from the registration desk to the event space.

Name Cards, Table Cards & Seating Charts

Name cards, table number cards and seating charts are not necessary for events without a formal dinner. However, if the event will be in a larger space and will involve a formal dinner, name cards for plates will assist event participants finding their seats, table numbers can be printed on the nametags or a seating chart can be created to assist with wayfinding.  Name card, table cards, and seating chart templates can be found everywhere on the internet, but here are a few options:

Letters from the President

A letter from the president is a chance to specifically acknowledge the work each Champion has done, and reinforce institutional support for OER initiatives. The letter can be drafted collaboratively with the student organizers and the president’s office, with each letter individually signed.  An electronic version of this letter can also be sent to the department head of the OER Champion to further support recognition of OERs on campus and the work of their colleagues.

Examples – UBC OER Champions (Vancouver) Letter of Acknowledgement

In 2019 the UBC Vancouver OER Champions Letter included the signatures of the President and Vice-Chancellor and the President of the Alma Mater Society (student government).

Gifts

Depending on your budget, OER Champions can be provided with small gifts as tokens of recognition. Generally these are selected and purchased through the student organizers. When selecting a gift, it is worth considering personalization, practicality, and sustainability. An engraved plaque conveys a sense of formality and has a personal touch. Practical gifts like a mug or journal have functional value and can be branded to promote OER Champions. Choose products that are made from sustainable materials and are designed to last.

 

License

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Student Open Education Advocacy Copyright © by Erin Fields; Donna Langille; and Leila Malkin is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License, except where otherwise noted.

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