Directions for Planning & Executing Public Observing

>One Month Prior to Observing

Contact the following media outlets to advertise:

*New York 1 Calendar include the following information:

EVENT: Free Public Astronomy Lecture and Star Gazing

DATE: INSERT DATE AND TIME HERE

ORGANIZATION: Astronomy Department, Columbia University

LOCATION: Pupin Hall, Columbia University

INFO: (212)854-6864 ​http://outreach.astro.columbia.edu/

*​New York Times Community Events calendar

*Submit to TimeOut New York, making sure to include:

Pupin Hall, Columbia University: street access from 116th and Broadway (Subway Number 1 Line)

Event dates and times

It's Free!

(212)854-6864 ​http://outreach.astro.columbia.edu/

Along with other pertinent information. Sending them the entire schedule is a good thing to do. The deadline for TimeOutNY is 6pm Monday, ten days before publication.

*​Village Voice Event Submission

*​New York City Department of Cultural Affairs

*​MetroMix Event Submission (requires a user account to make the submission.)

*NYCvisit.com event submission Include “Calendar of Events Submission” in the subject line, and the details of the event in the body of the e-mail or as an attachment.

Two Weeks Prior to Observing

• Contact the speaker scheduled for the observing session. Request a title and abstract from the speaker as well as any special equipment they might need for their presentation. Talks generally last 30 minutes and are meant to be at the level of the public (adults, students, amateurs, a few children).
  

One Week Prior to Observing

• Update the outreach webpage with the abstract and title of the speaker.
  
• Print out fliers for lecture; post them on Pupin 5, 10, & 13, as well as around campus on bulletin boards in Hamilton, Philosophy, Lerner, Mudd, or wherever.
  
• Update the Columbia Sundial (calendar) application with information about the event.
  

Late Morning before Observing

• Update webpage with whether or not observing looks to be happening based on weather forecast.
  
• Send out email to outreach@astro and outreach-volunteers@astro email lists with reminder/update on that nights observing.
  
• Email volunteers scheduled for observing (and speaker) reminding them of their obligation. Remind them to show up 30 minutes early to help setup.
  
• Check to confirm that computer/projector is working in Pupin 301 (or wherever lecture is taking place).
• Check to see what objects will be visible for observing that night (planets, Moon, deep-sky objects, etc).

One Hour/Thirty Minutes before Observing

• Put up direction signs on front door of Pupin, in front of elevator, on 13th floor, on 4th floor, on lecture door and on roof.
  
• Set up projector for talk and show speaker how to manipulate it.
  
• If observing, set up telescopes; show any newbies how to set them up.
  
• Decide which volunteer is manning what telescope, and make sure they know how to use it.
  
• Make sure there are a couple of volunteers on the roof at the outset in case people arrive for observing during the talk.
  
• Confirm that the front door to Pupin is unlocked.
  
• Print out some outreach schedule and skymap fliers for public distribution.

Beginning of Observing/Talk

• The full audience usually doesn't arrive until about 5 minutes past, so wait a bit.
  
• Welcome the audience and make any other outreach announcements. Point out the fliers and website for outreach.
  
• Announce the next lecture that will take place in two weeks, as well as any other eminent outreach (or astronomical events).
  
• Comment on the feasibility of observing that night, if the weather conditions seem uncertain.
  
• Introduce the speaker.
  
• During talk, mentally calculate how many people are in attendance.
  

Immediately After Talk

• Ask if there are any questions for the speaker.
  
• Thank people for coming.
  
• Announce the slideshow/Astrowall presentation (if there is one) or observing.
  
• Point people to the roof if there is observing.
  
• Point out the fliers and the website for outreach.
  
• Shut down projector system and lights in lecture hall.

Immediately After Observing

• Shut down telescopes, domes, lights (remember all the lights in the dome).
  
• Take down direction signs on front door of Pupin, in front of elevator, on 13th floor, on lecture door and on roof.
  

A Day or Two After Observing

• Update public outreach webpage with next date.
  
• Update outreach wiki webpage.
  
• Email Millie with information about who volunteered and who should be paid.