Free Speech Movement Café - UC Berkeley Library

Free Speech Movement Café - UC Berkeley Library
Free Speech Movement Café
Educational Programs Manual
July 2016
To provide regularly scheduled educational programs based on
issues related to the Free Speech Movement
Table of Contents
Policy ...................................................................................................................................3
Goals....................................................................................................................................3
Funding ...............................................................................................................................3
FSM Café Educational Programs Committee.................................................................4
Review Process ...................................................................................................................4
Criteria for Selection .........................................................................................................4
Co-sponsors ........................................................................................................................4
Schedule/Food Services .....................................................................................................5
Publicity ..............................................................................................................................5
Appendix A: Program Proposal Form
Appendix B: FSMEP Checklist
2
Policy
Free Speech Movement (FSM) Café Educational Programs at the UC Berkeley Library
are designed to engage students, faculty, staff, and visitors with the issues of the Free
Speech Movement and the wide range of activities the movement helped to inspire,
including contemporary expressions of free speech activism and social change. These
programs may be scheduled in conjunction with campus and library events, important
scholarly meetings on campus, and other significant occasions. Programs are designed to
inform and entertain, and as such are intended to engender debate and discussion on a
wide range of issues.
Goals
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Promote the holdings and scholarly value of the Free Speech Movement Archives
Nourish intellectual, aesthetic, and creative growth
Enhance the educational mission of the library
Support university events, programs, symposia, and activities
Generate critical discussion about historical and contemporary social activism
Encourage student participation and leadership in educational programming for social
activism
Funding
The Library funds the preparation, production, and publicity costs for FSM Programs up to
$10,000 per year. Funds are allocated by the Committee, as outlined in this document. Program
proposals should include a budget with itemized expenses for speakers’ honoraria and travel;
catering; publicity; building security and custodial services; and other related expenses. It is
anticipated that many program proposals will have minimal expenses, with speakers waiving or
not requiring travel, housing, or speaking fees. The Committee will evaluate proposals and
allocate available funds accordingly.
Those programs that require funds, however, are encouraged to seek financial support from the
FSM Café Educational Programs Committee and other organizations. The Committee will
strongly consider requests for financial support that also demonstrate the commitment of funds
from other organizations.
FSM Café Educational Programs Committee
The FSM Café Educational Programs Committee reports to the Associate University
Librarian for Educational Initiatives and User Services. It reviews, selects, and schedules
programs in accordance with the policies and procedures described in this manual. The
members generally include a representative appointed by ASUC (undergraduate student);
the Graduate Council (Graduate Student); Faculty Senate (faculty member); the FSM
Advisory Committee, and a minimum of four library employees, identified by nomination or
self-nomination. Members should be appointed in staggered two-year terms.
Review Process
The FSM Café Educational Programs Committee issues periodic calls for proposals. Proposals
for programs originate from campus groups, organizations, and library staff. The Committee
3
will also solicit and invite proposals. Proposals should be submitted at least six weeks in
advance of the desired event date.
Proposals must be submitted on the FSM Café Program Proposal Form (Appendix A).
Potential program sponsors may discuss proposals with any committee member. The FSM
Café Educational Programs Committee will respond to all proposals in a timely manner. When
the Committee approves a proposed program, it is placed on the FSM Program Calendar,
usually months in advance of its scheduled time. A Committee member is appointed to serve
as liaison with the program coordinator.
Criteria for Selection
The FSM Educational Programs Committee reviews proposals with reference to the policy and
goals statements. The following criteria also apply as proposals are reviewed, although not all
proposals will meet all criteria.
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Addresses the topics of social, political, and cultural activism
Encourages the expression of divergent views
Provides educational content ranging from advanced scholarly contributions to
general informational value
Expresses vitality and originality
Relevant to special events, anniversaries, holidays, etc.
Offers historical and/or regional perspectives
Corresponds to other events in the community
Co-sponsors
Program proposals that demonstrate active support from UC Berkeley organizations will receive
priority consideration. Proposals should document arrangements for other organizations to serve
as a co-sponsor for a program. A current list of active student organizations, for example, may be
located at: https://callink.berkeley.edu/organizations
Schedule/Food Services
The Committee schedules approximately three to five programs per year, with 1-2 programs per
semester. Programs scheduled for mid-week evenings are usually better attended, but may also be
scheduled for Friday and Saturday evenings if warranted based on anticipated audience. The FSM
Café must be closed during programs, and therefore in general no more than one program per
month should be scheduled to avoid disrupting availability of the Café. The food services vendor
for the FSM Café is available to cater for Educational Programs.
4
Publicity
Preparing written material for program publicity is the responsibility of the sponsor. One
member of the FSM Café Educational Programs Committee should serve as publicity
coordinator during his/her term. This individual will make broad use of the various publicity
vehicles available, and will be the Committee’s main contact with the media. This rotating
assignment will provide continuity for publicity and foster ongoing relationships with public
affairs personnel.
The following may be included for publicity (contact information and timetables are
included in Appendix B, the FSMEP Event Checklist):
 CU News (the blog of the UCB Library)
 The Library Home Page News & Events section
 Relevant library and campus listservs, reflectors and other electronic distribution lists
 The Berkeleyan (bi-weekly newsletter sent to UC faculty and staff)
Additional publicity channels to be considered:
 Feature article: Depending on timeliness and content of the program, the Media
Relations Office may be helpful in developing a feature article for University
publications and/or a press release, and locating appropriate media outlets. The
person to contact is: Kathleen Maclay (kmaclay@berkeley.edu) at 643-5651.
Additional contacts in media relations are listed, organized by general “beat”
categories, at http://www.berkeley.edu/news/media/cc/staffdirectory.shtml
 Flyers, posters, handbills: In conjunction with the program coordinator, the Library Design
Office may design and print publicity materials to announce the program and any other
relevant information. Contact the Library Design Office early in the planning process.
Distribution of publicity is the responsibility of the program coordinator. The University
has a formal process for approving “official posters” (see next section).
Flyers can be distributed to affinity groups in the community, and bulletin boards on the
campus including those in the library and academic departments. Flyers can also be
distributed to those on mailing lists and listservs.
 Official Posters
The University has a formal procedure for “official posters,” which means that they will be
posted only in designated areas and will not be removed by custodians. Current information
on procedures for approval and distribution of official posters is posted at
http://mailservices.berkeley.edu/services/poster
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Maximum size: 11” x 17” (8.5” x 11” preferred).
Must clearly show University affiliation.
Date that the poster can be removed in the lower right-hand corner. The date must
be less than one month from the date that the poster is put up.
5
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OFFICIAL UNIVERSITY POSTER is to be printed on the bottom of each poster.
It is recommended that the poster have the following language on it:
Persons who wish to request disability-related accommodations,
including sign-language interpreters, should call (510) 64X-XXXX
(replace the X’s with your phone number). Please request
accommodations as early as possible to assure the best possible
arrangements.
Approval: Send two copies to Mail Services, 2000 Carleton St., Room 255, Mail Code 2284;
510.643.MAIL or mail@berkeley.edu. A copy, stamped with the approval, will be returned to
the program coordinator.
Distribution: Send the approved-stamped copy to Mail Services: POSTERS, at 2000
Carleton St., Room 255 # 2284, along with an IOC for $68 and 63 copies of the poster.
Posters will be removed approximately 30 days after posting or after the event, whichever
is sooner.
 Newspapers
The Daily Californian does not automatically publish every submission. No harm in trying
however. Major daily Bay Area newspapers may carry material about some programs. It
may be useful to contact Kathleen Maclay in Media Relations for advice.
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Appendix A
University of California, Berkeley
Free Speech Movement Café Educational Programs
Program Proposal Form
Title of Proposed Program:
Name(s) of Program Coordinator(s):
Sponsoring group(s), if applicable:
Proposed Date of Program:
Estimated Attendance:
(Total room capacity 100)
Budget
If the program is accepted, the FSM Educational Programs Committee will estimate the costs for
security, custodial services, publicity, and catering. Please provide an itemized estimate of any
other costs (e.g., speaker honoraria, travel, etc.) needed for the proposed program, if applicable:
Speaker:
........................................$
Speaker:
........................................$
Speaker:
........................................$
Speaker:
....................................................$
TOTAL BUDGET REQUEST
$
Program Details
On additional pages if needed, briefly describe the issue(s) the program will explore and the
format it will follow. Include names of proposed speakers/contributors, and briefly describe their
knowledge, expertise, or experience with the issue(s). Please explain how the program supports
the goals of the FSM Educational Programs to:
• generate critical discussion about historical and contemporary social activism or about
other important social, political, or cultural issues; and/or
• encourage student participation and leadership in educational programming for social
activism
Other program goals and criteria are outlined in the manual at
http://www.lib.berkeley.edu/Staff/FSM/fsmfinal.pdf
Be sure to indicate if the program promotes the holdings and scholarly value of the FSM
Archives, or if it is coordinated with or supports any other campus event.
Rev. 7/16
A-1
Appendix A
University of California, Berkeley
Free Speech Movement Café Educational Programs
Signature by Program Coordinator
I understand that the program coordinator has primary responsibility for planning, publicizing
and running the program, and is expected to communicate in a timely manner with a
representative of the FSM Educational Programs Committee on matters of content, logistics,
and deadlines. I accept this responsibility as Program Coordinator for the proposed program.
Proposal submitted by:
(print name)
(signature)
Date:
Telephone:
E-mail:
Address:
Name of ASUC-registered student organization (if applicable):
Submit proposal as attachment to:
fsmprograms@lists.berkeley.edu
Subject line: Program Proposal Attached
Or send proposal by campus mail to:
FSM Program Proposals
c/o Jean Ferguson, Chair (2016-17)
FSM Educational Programs Committee
212/218 Doe Library (MC 6000)
Rev. 7/16
A-2
Appendix B
University of California, Berkeley
Free Speech Movement Café Educational Programs
FSMEP Event Checklist
All FSMEP Committee Members
 Evaluate proposal and approve program
 Select program liaison
 Evaluate budget request and approve funding
Note: The Café is better suited for panel discussions with Q&A sessions than for presentations.
The following are generally volunteer assignments that rotate, program by program, among
Committee members. If you can’t do any aspect of the job that you are assigned to, please make
sure you hand it over to someone who agrees to take on that responsibility.
Program Liaison
 Negotiate date for program
 Confirm final content and format with speakers or the contact person for the group putting
on an event – usually, a person from the student group should be prepared to attend the
event, introduce the event and speakers, and moderate any Q&A session.
 Relay format information to Logistics Coordinator – number of speakers, whether they will
use audio/visuals (speakers can use media such as PowerPoint files on USB drive
(preferred) or CD-ROM), etc.
 Relay event information and speaker blurbs to Publicity Coordinator (optimally 4 weeks
before the event)
 Contact student group to see if they will be able to provide volunteers o Set-up/Breakdown chairs/tables – they should come at least 90 minutes
before event is scheduled to begin
o Information table at doors of Café
o Introduce event and moderate any Q&A session
 Finalize budget estimates
 Oversee reimbursement requests: Honoraria should be arranged through Library
Business Services – see the UC Accounting Manual, particularly the sections on
Disbursements: Honorarium Payments (D-371-35, at
http://www.ucop.edu/ucophome/policies/acctman/d-371-35.pdf ) and for honoraria to UC
employees Payroll: Intercampus Transfers and Appointments (P-196-38, at
http://www.ucop.edu/ucophome/policies/acctman/p-196-38.pdf).
 For payment of the $250 stipend to organized (ASUC-approved) student groups, send
email to Millicent Morris Chaney, ASUC at millicen@berkeley.edu (643-3343) with
program information. She will prepare an invoice; after reviewing the invoice; send it to
Kris Leonardo (642-0207,kleonard@library.berkeley.edu, 110 Doe Library) in Library
Business Services for payment.
 Prepare final expense report for event.
FSM Café Coordinator
 Reserve FSM Café – Café Manager is Jaime Diaz, and Café General Manager is Luis Diaz;
Reserve by sending an email message to Jose Luis at joseluis@stradagroup.com – call if
you don’t receive an email reservation confirmation (549-0152 or 666-0805).
 The Café must close during set-up and during the program. Create “reserved” signs for
any designated areas, and signs stating the Café will be closing early for an event; give
them to the Café Manager several days before event.
 Arrange for refreshments
o Order food for 100 people, through Jaime, Café Manager. Standard menu –
vegetarian largely, finger foods, sandwiches, sweets, drinks – feel free to work out
something else with the caterer as appropriate for event. As a guideline, the cost should
be around $500.
Rev. 1/16
B-1
Appendix B
University of California, Berkeley
Free Speech Movement Café Educational Programs
 Before placing an order, complete an Entertainment Pre-Approval request form
from http://www.lib.berkeley.edu/Staff/LBS/forms.html. The FSMEP Chair should be able
to provide the needed chartstring. Individual requests require an approval from Beth Dupuis
unless a blanket pre-approval has been obtained to cover the FSMEP expenses for the fiscal
year.
 Submit the completed form to libevents@lists.berkeley.edu, Library Business Services,
Room 110 Doe Library. Library Business Services will inform the FSM Café Coordinator
when the order can be placed.
 Contact Library Business Services at libevents@lists.berkeley.edu (642-0207), if not
received.
 The catering services invoice from FSM Café will be emailed to the FSM Café
Coordinator. When you receive the invoice, fill out the Entertainment Check Request form
from http://www.lib.berkeley.edu/Staff/LBS/forms.html and submit it
to libevents@lists.berkeley.edu, Library Business Services, Room 110 Doe Library.
 Help coordinate set-up and breakdown. Close Café 90 minutes before event is scheduled
to begin and open 30 minutes before the start to allow people to find seating and get
refreshments. Before the event, post signs that the Café will be closing early for an event.
FSMEP Publicity Coordinator
 Flyers
o Get publicity information from Program Liaison and have the FSMEP Chair
approve the text of program flyer.
o Send text to Aisha Hamilton in Library Design with at least 5 working days lead
time (but it is best to give her more time in case there are changes).
o Photocopy the formatted flyer onto FSMEP’s pre-printed flyer paper, stored in
120 Doe Library.
Library Copy Services (Moffitt) can make photocopies (FSMEP
chartstring required). OR, if you wish, use an IOC to set-up a recharge
directly to FSM Café account for the event. Download IOC form from
http://www.lib.berkeley.edu/Staff/LBS/forms.html (listed as "Interdept.
Order").
 Have student group pick up flyers for distribution. Send several copies to
each committee member to post in their academic departments. You can
also send flyers to appropriate academic departments, units, libraries, etc.
and request to post.
 Submit announcements to news organizations
o KPFA Community Calendar (fax to 848-3812, Attn: Community Calendar - 3
weeks in advance)
o Daily Cal (DailyCal@dailycal.org) - Request Daily Cal reporter to attend event
o Library Events Calendar – click on "Submit or edit an event" at
http://events.berkeley.edu/index.php/calendar/sn/library.html (you will need your
Calnet ID)
o Berkeleyan – 14 days before event, contact Cathy Cockrell
(ccockrell@berkeley.edu) 642-2520
o Berkeley Daily Planet - Arts & Entertainment Calendar:
calendar@berkeleydailyplanet.com - at least a week in advance
o CU News blog (http://blogs.lib.berkeley.edu/cunews.php) – send to Lisa Weber,
lweber@library.berkeley.edu
o Library home page – request posting to library news & events sidebar
Send to Lisa Weber, lweber@library.berkeley.edu
o Campus events
 Click on "Submit or edit an event" at http://events.berkeley.edu/ and click
on
 "Submit or edit an event" (you will need your Calnet ID)
Rev. 1/16
B-2
Appendix B
University of California, Berkeley
Free Speech Movement Café Educational Programs

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At least 4 days before event, request a Critics Choice
highlight at
http://events.berkeley.edu/?view=critics_choice_submissio
n
Bay Guardian (e-mail alerts@sfbg.com and listings@sfbg.com)
East Bay Express (e-mail billboard@eastbayexpress.com)
KALX Campus Calendar (mail to: 26 Barrows Hall #5620, Attn: Campus Calendar)
Bay Area Progressive Calendar (cpyinfo@straw.com)
 E-mail announcements
o Townsend Center (townsend@ls.berkeley.edu)
o FSMEP (fsmep@lists.berkeley.edu)
o Allusers reflector (allusers@lists.berkeley.edu)
FSMEP Logistics Coordinator
 At least 2 weeks before the event,
o Reserve audiovisual equipment from Educational Technology Services
(https://www.ets.berkeley.edu/discover-services/berkeley-audio-visual)
o You will need the FSM Café chartstring (available from the FSMEP Chair).
o Confirm with Program Liaison the format of the program, and order as appropriate:
 enough additional wired microphones with table stands for each of the
speakers
 1 wireless microphone for the moderator and Q&A session
 Laptop, projector and small screen, if visuals such as a PowerPoint
presentation will be used (Confirm with Program Liaison that speaker will
bring appropriate media files).
 recording or videotaping for webcast/podcast – determine whether video
recording is needed, depending on format of event.
 Set-up and monitoring during the event – ETS usually needs 90 minutes
for set-up (Confirm with Café Coordinator that the Café will close in
time for set-up).
 Test microphones before the event – ETS will do this as part of set-up.
 Make sure someone will attend and adjust microphones – ETS will do this as part of
monitoring if labor is ordered.
Event Set-up/Breakdown – at least 2 to set up and 2 to break down
 Arrive at café by set-up time (to be announced by the FSMEP Chair).
 Bring any extra flyers to hand out to audience.
 Café will be closed – make sure signs that Café is closed for special event are up.
 Work with student volunteers, Café staff, and ETS staff to set up:
o Folding chairs – FSMEP’s set of folding chairs is stored in a locked closet in
Moffitt Library.
 The FSMEP Chair coordinating set-up will make sure keys are
available for accessing the chairs.
 After event, work with student volunteers to fold chairs onto trolley
and then return to the closet.
o Refreshments and Information Tables
 Work with Café staff to set up refreshments table and set one table
near Café entrance for extra flyers, and/or for the student group’s
literature.
 After the event, work with Café staff to rearrange tables and the Café’s
chairs.
FSMEP Archival Coordinator
 Make sure there will be a photographer for the event. Usually a member of the organizing
group brings a camera; check with the Program Liaison to make sure FSMEP gets a copy
for the archive. Otherwise, arrange for Library photographer to attend the event.
 Manage archive for each event.
Rev. 1/16
B-3
Appendix B
University of California, Berkeley
Free Speech Movement Café Educational Programs
o Proposal
o Blurb on group presenting the program
o Curriculum vitae or bio of speakers
o Reprint(s) of any related article(s) by the speaker(s)
o Major correspondence, if any
o Press Release/e-mail announcement
o Flyers
o Photos
o Recordings (web and podcast)
o Newspaper articles, reviews
 Manage Web archive of past programs. Web archived materials should be sent to
webman@library.berkeley.edu. Be sure to indicate that the material is to update the FSM
past programs page,
http://www.lib.berkeley.edu/about/fsmprograms-pastprograms
o Blurb on group presenting the program (text from Program Liaison)
o Blurb(s) on speakers and their topics (text from Program Liaison)
o Photo
o Recordings (web and podcast)
FSMEP Chair
 Send invitations to guests
o Steve Silberstein (FSM donor) – remind Director of Development to invite him.
 Coordinate set-up and breakdown
o Folding chairs – FSMEP’s set of folding chairs is stored in a locked closet in the
Moffitt third floor.
 FSMEP has a key to the closet (If the chair cannot attend for set-up,
designate someone to arrive 90 minutes before event to bring the keys and
coordinate set-up). Use the café chairs and the folding chairs.
 Return chairs on trolley to closet after event.
 Serve as host during event
o Greet speakers & special invitees.
o Direct individuals to reserved seats.
o Introduce key people to one another.
 Confirm with student volunteers that they should introduce the event and speakers and
also moderate the Q&A.
Rev. 1/16
B-4
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