Appendix B—Sample Logistics Email for Speaker

Dear Mr./Ms./Professor/Judge [LAST NAME],

We look forward to hosting you here at the University of Chicago Law School soon.  Below, please find information on your talk on [Day], [Date].  Please let me know if you have any questions, whether you have any objections to the proposed title, and the answers to the questions below.

We are very much looking forward to having you speak at the Law School!

Sincerely,

Name
Title (President/Secretary, Name of Organization)

Questions
• Do you plan to use Power Point or anything that would require AV?
• The Law School likes to podcast student programs.  Do you have a preference about their recording and posting (after you’ve reviewed it and they’ve edited it accordingly) the talk? [Note, you may not want to include this is you are do not want the event to be recorded or feel your guests may be hesitant to speak as candidly if recorded. Please see the Associate Director of Student Affairs for assistance with this decision].

Proposed Title
[Proposed Title]

Panelist Information
[In the event that there is more than one speaker, list the names and affiliations of all of the speakers, including the moderator]

Topic Outline
[In the event that there is more than one speaker, list talking points that may come up during the discussion]

Timing
[For Monday/Wednesday/Thursday Classes]:  The preceding class ends at 12:05, so your talk will begin at about 12:15.  The next class begins at 1:30, but we try to end lunch programs by about 1:15 or 1:20 to avoid a mass exodus as students get anxious about having time to run to their lockers, use the restroom, and make it to class.  Wrapping up your remarks by 12:45 or 12:50 would be ideal to allow time for questions.

[For Tuesday/Friday Classes]: The preceding class ends at 12:15, so your talk will begin at about 12:25.  The next class begins at 1:40, but we try to end lunch programs by about 1:20 or 1:25 to avoid a mass exodus as students get anxious about having time to run to their lockers, use the restroom, and make it to class.  Wrapping up your remarks by 12:50 or 1:00 would be ideal to allow time for questions.
 
Phone numbers
My cell phone number:
The name and cell phone number of the representative of our organization who will meet you when you arrive:

Location
When you arrive (please see driving and parking directions below), the receptionist will be able to direct you.  The room you are going to is Room [X].  (As you enter it is to your [right/left].) 

Driving Directions
From Lake Shore Drive:
Exit at 57th Drive (the Museum of Science and Industry). Go west and curve around the museum. Take the fourth right onto the Midway Plaisance and go west to the campus. Turn left on Woodlawn, then right on 60th Street. A block later, turn left onto University Avenue, which is a dead end street.  Just before the dead end, turn right into the parking lot behind the building.  There should be open visitor spots to your right.  If you don’t find a visitor spot, please take any parking spot.  The entrance is a bit confusing – it is near the 6 story glass tower of the building.  There you’ll find a receptionist, who will be able to provide a parking pass if you were not able to park in a visitor spot.