{"id":75,"date":"2024-05-14T11:44:22","date_gmt":"2024-05-14T15:44:22","guid":{"rendered":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/?post_type=chapter&#038;p=75"},"modified":"2024-10-21T18:10:23","modified_gmt":"2024-10-21T22:10:23","slug":"send-invitations","status":"web-only","type":"chapter","link":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/chapter\/send-invitations\/","title":{"raw":"Invitations","rendered":"Invitations"},"content":{"raw":"<span class=\"TextRun SCXW226847221 BCX8\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW226847221 BCX8\">Since invitees are often busy and need sufficient lead time to fit the event into their schedules, invitations should be sent to nominees, nominators, and special guests around a month in advance.<\/span><\/span>\r\n<h1>Emailing Invitees<\/h1>\r\n<span class=\"TextRun SCXW226847221 BCX8\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW226847221 BCX8\">To manage the invitations and nominations, a shared email account is helpful for the OER Champions Planning Team. At UBC (Vancouver), the email address (oer.champion@ubc.ca) has been set up to send invitations from, so this work can be shared between teams.[footnote]To get access to the UBC (Vancouver) OER Champions email, email CTLT (Vancouver). [\/footnote] The invitation message can be written into the body of the email, with the option to attach a more formal invitation as a PDF. <\/span><\/span><span class=\"EOP SCXW226847221 BCX8\" data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;335559685&quot;:720,&quot;335559738&quot;:0,&quot;335559739&quot;:0,&quot;335559991&quot;:360}\">\r\n<\/span>\r\n\r\nInvitations should include:\r\n<ul>\r\n \t<li>Clear and concise subject line (i.e. Invitation to attend OER Champions Reception);<\/li>\r\n \t<li>Congratulations and a brief overview of the OER Champions award;<\/li>\r\n \t<li>Date, time, and address of event;<\/li>\r\n \t<li>Link to RSVP form;<\/li>\r\n \t<li>Deadline for RSVP;<\/li>\r\n \t<li>Official AMS\/SUO email signature.<\/li>\r\n<\/ul>\r\n<div class=\"textbox textbox--exercises\"><header class=\"textbox__header\">\r\n<p class=\"textbox__title\">Template - Invitations<\/p>\r\n\r\n<\/header>\r\n<div class=\"textbox__content\">\r\n\r\nThe following invitation templates can be adapted based on your campus context and the type of event you are hosting. The first document contains templates for the body of the email, and the second is for a formal invitation. Both are in Open Document format and can be opened with word processing tools (e.g. Word, Google Docs, etc.).\r\n<ul>\r\n \t<li><a href=\"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-content\/uploads\/sites\/2200\/2024\/07\/OERChampions_InvitationEmailTemplates.odt\">Invitation Email Text<\/a> (ODT format)<\/li>\r\n \t<li><a href=\"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-content\/uploads\/sites\/2200\/2024\/07\/OERChampions_FormalInvitationTemplate.odt\">Formal Invitation<\/a> (ODT format)<\/li>\r\n \t<li><a href=\"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-content\/uploads\/sites\/2200\/2024\/07\/OERChampions_FormalInvitationSpecialGuestTemplate.odt\">Formal Invitation for Special Guests<\/a> (ODT format)<\/li>\r\n<\/ul>\r\n<\/div>\r\n<\/div>\r\nThe RSVP form should capture all the information you need to prepare for the event:\r\n<ul>\r\n \t<li>Full Name<\/li>\r\n \t<li>Email<\/li>\r\n \t<li>Department<\/li>\r\n \t<li>Dietary restrictions, if food is being served<\/li>\r\n \t<li>Name of additional guest (if plus ones are invited)<\/li>\r\n<\/ul>\r\n<h2>Qualtrics<\/h2>\r\nQualtrics is UBC\u2019s primary tool for running surveys. For more information on how to use Qualtrics see the <a href=\"https:\/\/it.ubc.ca\/services\/teaching-learning-tools\/survey-tool\">UBC IT Guide<\/a>.\r\n<div class=\"textbox textbox--exercises\"><header class=\"textbox__header\">\r\n<p class=\"textbox__title\">Template - Qualtrics RSVP form<\/p>\r\n\r\n<\/header>\r\n<div class=\"textbox__content\">\r\n\r\nThe following is the Qualtrics form for attendee RSVPs . The template is available both in the Qualtrics qsf format and a Open Document format for use with word processing tools (e.g. Word, Google Docs, etc.).\r\n<ul>\r\n \t<li><a href=\"https:\/\/drive.google.com\/file\/d\/1izRR2UsVUEJl4EhjyADB2f83SVIPQJ9e\/view?usp=sharing\">RSVP<\/a> (Qualtrics qsf format)<\/li>\r\n \t<li><a href=\"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-content\/uploads\/sites\/2200\/2024\/07\/OERChampions_RSVPTemplate.odt\">RSVP<\/a> (ODT format)<\/li>\r\n<\/ul>\r\n<\/div>\r\n<\/div>\r\n&nbsp;","rendered":"<p><span class=\"TextRun SCXW226847221 BCX8\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW226847221 BCX8\">Since invitees are often busy and need sufficient lead time to fit the event into their schedules, invitations should be sent to nominees, nominators, and special guests around a month in advance.<\/span><\/span><\/p>\n<h1>Emailing Invitees<\/h1>\n<p><span class=\"TextRun SCXW226847221 BCX8\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW226847221 BCX8\">To manage the invitations and nominations, a shared email account is helpful for the OER Champions Planning Team. At UBC (Vancouver), the email address (oer.champion@ubc.ca) has been set up to send invitations from, so this work can be shared between teams.<a class=\"footnote\" title=\"To get access to the UBC (Vancouver) OER Champions email, email CTLT (Vancouver).\" id=\"return-footnote-75-1\" href=\"#footnote-75-1\" aria-label=\"Footnote 1\"><sup class=\"footnote\">[1]<\/sup><\/a> The invitation message can be written into the body of the email, with the option to attach a more formal invitation as a PDF. <\/span><\/span><span class=\"EOP SCXW226847221 BCX8\" data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;335559685&quot;:720,&quot;335559738&quot;:0,&quot;335559739&quot;:0,&quot;335559991&quot;:360}\"><br \/>\n<\/span><\/p>\n<p>Invitations should include:<\/p>\n<ul>\n<li>Clear and concise subject line (i.e. Invitation to attend OER Champions Reception);<\/li>\n<li>Congratulations and a brief overview of the OER Champions award;<\/li>\n<li>Date, time, and address of event;<\/li>\n<li>Link to RSVP form;<\/li>\n<li>Deadline for RSVP;<\/li>\n<li>Official AMS\/SUO email signature.<\/li>\n<\/ul>\n<div class=\"textbox textbox--exercises\">\n<header class=\"textbox__header\">\n<p class=\"textbox__title\">Template &#8211; Invitations<\/p>\n<\/header>\n<div class=\"textbox__content\">\n<p>The following invitation templates can be adapted based on your campus context and the type of event you are hosting. The first document contains templates for the body of the email, and the second is for a formal invitation. Both are in Open Document format and can be opened with word processing tools (e.g. Word, Google Docs, etc.).<\/p>\n<ul>\n<li><a href=\"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-content\/uploads\/sites\/2200\/2024\/07\/OERChampions_InvitationEmailTemplates.odt\">Invitation Email Text<\/a> (ODT format)<\/li>\n<li><a href=\"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-content\/uploads\/sites\/2200\/2024\/07\/OERChampions_FormalInvitationTemplate.odt\">Formal Invitation<\/a> (ODT format)<\/li>\n<li><a href=\"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-content\/uploads\/sites\/2200\/2024\/07\/OERChampions_FormalInvitationSpecialGuestTemplate.odt\">Formal Invitation for Special Guests<\/a> (ODT format)<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<p>The RSVP form should capture all the information you need to prepare for the event:<\/p>\n<ul>\n<li>Full Name<\/li>\n<li>Email<\/li>\n<li>Department<\/li>\n<li>Dietary restrictions, if food is being served<\/li>\n<li>Name of additional guest (if plus ones are invited)<\/li>\n<\/ul>\n<h2>Qualtrics<\/h2>\n<p>Qualtrics is UBC\u2019s primary tool for running surveys. For more information on how to use Qualtrics see the <a href=\"https:\/\/it.ubc.ca\/services\/teaching-learning-tools\/survey-tool\">UBC IT Guide<\/a>.<\/p>\n<div class=\"textbox textbox--exercises\">\n<header class=\"textbox__header\">\n<p class=\"textbox__title\">Template &#8211; Qualtrics RSVP form<\/p>\n<\/header>\n<div class=\"textbox__content\">\n<p>The following is the Qualtrics form for attendee RSVPs . The template is available both in the Qualtrics qsf format and a Open Document format for use with word processing tools (e.g. Word, Google Docs, etc.).<\/p>\n<ul>\n<li><a href=\"https:\/\/drive.google.com\/file\/d\/1izRR2UsVUEJl4EhjyADB2f83SVIPQJ9e\/view?usp=sharing\">RSVP<\/a> (Qualtrics qsf format)<\/li>\n<li><a href=\"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-content\/uploads\/sites\/2200\/2024\/07\/OERChampions_RSVPTemplate.odt\">RSVP<\/a> (ODT format)<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<p>&nbsp;<\/p>\n<hr class=\"before-footnotes clear\" \/><div class=\"footnotes\"><ol><li id=\"footnote-75-1\">To get access to the UBC (Vancouver) OER Champions email, email CTLT (Vancouver).  <a href=\"#return-footnote-75-1\" class=\"return-footnote\" aria-label=\"Return to footnote 1\">&crarr;<\/a><\/li><\/ol><\/div>","protected":false},"author":1076,"menu_order":1,"template":"","meta":{"pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-75","chapter","type-chapter","status-web-only","hentry"],"part":69,"_links":{"self":[{"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/pressbooks\/v2\/chapters\/75","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/wp\/v2\/users\/1076"}],"version-history":[{"count":17,"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/pressbooks\/v2\/chapters\/75\/revisions"}],"predecessor-version":[{"id":294,"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/pressbooks\/v2\/chapters\/75\/revisions\/294"}],"part":[{"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/pressbooks\/v2\/parts\/69"}],"metadata":[{"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/pressbooks\/v2\/chapters\/75\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/wp\/v2\/media?parent=75"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/pressbooks\/v2\/chapter-type?post=75"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/wp\/v2\/contributor?post=75"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/pressbooks.bccampus.ca\/oeadvocacy\/wp-json\/wp\/v2\/license?post=75"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}