The NU Library assists book authors in organizing book launch presentations. This service is open to the NU community upon online request. The requester will be notified if the library administration has approved such a request. The library reserves the right to refuse to facilitate any request due to capacity/workload on the library at a given time.
Please note the following points, which should also be taken into consideration:
Space / Venue
The library provides a Conference Hall (5e.228) as a suitable venue for the book presentation event, which can accommodate a maximum of 70 persons.
Audience
The requester is responsible for inviting the audience to the event. The library will assist in promotion but cannot guarantee attendance. Furthermore, the person making the request is responsible for ensuring that the people they invite exhibit good manners and behavior. The library reserves the right to implement or impose necessary NU rules to ensure the safety and security of all the attendees at the event.
The requester should also consider the following:
- Expected Audience Size.
- Audience Background (e.g., age group, profession, interests, etc.).
- Language or cultural differences that might affect your communication.
Presentation Format
- Will this be a lecture-style presentation, a discussion, a Q&A session, or a combination?
- Do you plan to use any specific multimedia elements (e.g., slides, videos)?
Technical Requirements
Technical and IT-related support is usually requested separately, and we suggest you request IT support if necessary.
The following should be considered:
- If the event is virtual, specify any technical requirements (e.g., a stable internet connection, microphone, and camera).
- For an in-person event, specify any equipment or setup needs (e.g., projector, screen).
- For a hybrid event, specify requirements such as livestream, accounts to be used, etc.
- Please visit the library conference hall at least 30 minutes before the event to test all necessary equipment (audio, visual, presentation software, etc.) to avoid technical glitches.
- Request technical support well in advance and specify if you require the presence of IT technicians in case of IT issues during the event.
Promotional Support
- The library provides promotional and marketing assistance by posting event information through the library event calendar and library social media channels (Instagram, Telegram, Facebook).
- The requester should specify what promotional support (e.g., posters, social media promotion) is needed.
- The library provides assistance for designing and printing event posters in A3 and A4 sizes, which can be posted around the library. The posters must be collected by the requester and posted on campus information boards before the event.
- The requester should provide a high-resolution image (e.g. logo, photo, etc.). You can also supply your text of the announcement, and we will use it to promote the event.
Event Moderation
The requester can either moderate the book launch themselves or assign a moderator. Alternatively, the Library can moderate and host events upon request. The following should be considered:
- Please provide the contact information for the person in charge of coordinating the presentation.
- It is encouraged that the choice of a moderator/host should be aligned with the objectives of the book presentation and the preferences of the author and/or organizers.
The moderator should know how to engage the audience, facilitate a productive discussion, and enhance the event's overall experience.
External Guests
If non-NU members are invited to the event, the following should be considered:
- Provide the expected number of external guests. To ensure your guests can access the event, contact security@nu.edu.kz.
- Provide your guests with necessary event details such as the date, time, location, agenda, directions, and any special instructions if necessary.
Refreshments
- If the event is lengthy or includes meals, plan a budget for catering or refreshments.
- If refreshments are needed, the person making the request is responsible for arranging them.
External Media
- If you plan to invite external media, please coordinate this with the Marketing & Media Outreach Office at md@nu.edu.kz.
Book launch program
- The Library can assist in drafting the program of the book launch or provide a sample program. However, the requester may also develop their program flow depending on his/her preference.
- The author may or may not donate a copy of the book to the NU library. If the author agrees to donate a signed copy of the book to the library, the event may include a “symbolic book signing” part.
- Consider incorporating various additional parts such as musical breaks, cutting a red ribbon, inviting an NU orchestra, etc. if appropriate.
Documentation (Photo and Video Shoot)
Here are some considerations for who should take photos at a book presentation:
- Professional Photographer: Hiring a professional photographer is the best option if the book presentation is a formal or significant event. They have the expertise and equipment to capture high-quality images and can focus on photography's artistic and technical aspects. Please note this is the requester’s responsibility to hire a photographer if needed.
- Event Organizer: You may assign someone from your team or department with photography skills and a good camera to take photos.
- Author or Publisher: In some cases, the author of the book or the publisher may want to take photos themselves. They may have a specific vision for how they want the event to be documented.
- Media or Press: If the book presentation is a high-profile event, that requires media coverage, you can invite professional photographers from news outlets to capture images for articles or news stories. Please coordinate this with the Marketing & Media Outreach Office at md@nu.edu.kz.
