VETS has a well-established collection of processes and procedures to organize events, meetings, and interviews held in the SCD Vislab. These events can be very complex to host, especially when they involve participants across the organization and outside of UCAR. To ensure that these events are handled thoroughly and professionally, we are using a consistent procedure for initiating and coordinating meetings, demos, and interviews as outlined in this document.
Event requests for meetings, demos, and interviews will be
made electronically either through the event request email alias (vislabevents@ucar.edu) or through the
Web interface. Because most Vislab events require dedicated VETS staff and special
equipment preparations, event requests require at least a one-week advance
notice for meetings and demos, and a two-week advance notice for interviews.
Requests will include a primary contact for event coordination, meeting purpose, a roster of the principle participants, an estimated count of the number of people attending, room configuration preferences, and special requests for A/V equipment, networking, and refreshments. A detailed meeting agenda should be provided at the earliest possible time.
If an event is cancelled, VETS is to be notified immediately so staff can be reassigned, and the Vislab can be made available for other events.
The staffing requirements and the Vislab’s complex environment (Access Grid, visualization computers, networking, audio, studio lighting, etc.) require that VETS organize all Vislab events with special exception for meetings organized by other SCD staff for events such as the Advisory Panel. These events also require contact with VETS staff to reserve and prepare the Vislab.
VETS will designate a Program Coordinator whose responsibility will be to organize the event and ensure quality control. The Program Coordinator will liaison with the event’s primary contact(s) to assign staffing, to arrange for special requirements, and to ensure proper meeting setup.
In situations where tours of the SCD computer room are also required, the Program Coordinator will work closely with Operations Staff to schedule and coordinate the tour portion of a visit.
Because interviews with the Press have the potential of being broadcast nationally or even internationally, they require extra attention and careful preparation so that NCAR Science is represented in the highest caliber possible.
For non-SCD staff being interviewed, Division Directors will be contacted with the nature of a potential interview so they have the option of being present or of assigning additional staff that may be required to adequately field difficult or sensitive questions. It is recommended that non-senior staff be coached in this regard.
For interviews with SCD staff, section managers will be notified and will discuss the event with the SCD Division Director (or his acting delegate), who must grant approval for all press-related events in advance of any interviews.
As the primary liaison with the Media, it is incumbent upon UCAR Communications to adequately prepare interviewees regarding interview topics and to provide a complete list of interview questions in advance of any filming in the Vislab.