Purpose of Role
The Programme Secretary, usually together with other Committee members such as the Chairman, the Study Day Organiser and the Visits Secretary, plans the yearly programme of lectures for the Society. The Programme Secretary discusses arrangements with lecturers, handles all aspects of the booking process including sending the lecturer a signed booking form and is usually be the first point of contact within the Society for lecturers.
The Arts Society recommends Programme Secretaries read the introduction to the Directory as this contains useful information on the booking process.
Responsibilities
Preparing a Programme
- Compilation of a programme of lectures using relevant resources
- Contact lecturer(s) to discuss title and content of lecture, fee (can be negotiated), any travel expenses and if VAT is payable
- Discuss hospitality and overnight accommodation with lecturer and arrange as necessary
- Fill in the booking form with the details agreed upon and send it to the lecturer with a sae. File when returned
- After confirmation of programme, prepare programme card for printing, in time for renewal of subscriptions
- Liaise with projectionist/technician concerning equipment requirements, or put lecturer in direct contact
- At least six weeks before lecture contact lecturer to confirm details and give up-to-date contact information. Confirm arrival time and establish if lecturer needs to be collected from station
- Ensure Treasurer has a cheque for lecturer on day of lecture
- Discuss lecture with the Committee and, if possible, other members and complete the online lecture review form.
Other
- Attendance at the Directory Day
- Attendance at Area Programme Days (if applicable)