Below is some general information about "getting things done at Sheil." If you have additional questions, please be sure to call the office at (847) 328-4648, or email Sheil@northwestern.edu.

Reserving space for your event
Anytime you are planning on holding an event at Sheil, please be sure to talk to Teresa in the office. Events need to go on the calendar so that we do not accidently schedule two things to happen in the same place, at the same time. (Talking to another staff member about an event does not mean that Teresa has the information - please be sure to contact her as well.)

Event Publicity
There are several ways of publicizing your events including the bulletin, the weekly listserv, Mass announcements, flyers and posters in the Commons and this Web site. Each of these are addressed below:

• Sheil Week (the bulletin): All information for Sheil Week is due to the office by noon each Tuesday. The staff reserves the right to edit for format and space considerations. All Sheil events have priority in the bulletin. If you would like to stuff a flyer into the bulletin, please have it approved by the office beforehand. You will need to do that on Friday evening or Saturday.
• The weekly listserv: Each week (while Northwestern is in session) we send an email message to our community with upcoming events in it. This is exclusively for Sheil events. All information for this is also due by noon each Tuesday.
• Announcements during Mass: Announcements are for activities sponsored by Sheil groups or events occuring at Sheil. Exceptions must be arranged with Fr. Ken well in advance of Sunday. We have announcement guidelines in place. They are at the bottom of this page for your reference. Most important is that everything that is announced is also in the bulletin (when possible), and that announcements are approved by the staff ahead of time.
• Flyers and posters in the Commons: Many event have flyers or posters for them. The Sheil staff and the Communications Committee of the Sheil Steering Council can assist you in putting these together if you would like. Please be sure to let the staff know when you are putting up a poster or flyer, and how long you expect it to stay out.
• The Web site: The majority of events that are happening at Sheil will be "advertised" on this Web site. The information you submit for the bulletin will be used for this purpose. If you have additional information you would like included on the Web site, please be sure to let the office know.

Making purchases for Sheil events and getting reimbursed
If you are making purchases for Sheil, be sure to get the tax-exempt letter from Teresa in the office, prior to doing your shopping.

For all reimbursements, submit your receipts with an explanation of the expense, the event it was for, and your name. Reimbursements checks are generally signed each Friday, and left in the office for you to pick up. If other arrangements need to be made, please talk to Teresa.

General set-up and clean-up requirements
Those who are planning an event are responsible for both the set-up and clean-up of that event. Arrangements for having rooms unlocked, cleaning equipment available, etc., should be made well in advance with the office. An event is "finished" when EVERYTHING is put away and back where it was before you began, and all rooms that have been used are clean enough that another event can immediately come in (sometimes this involves cleaning tables and/or vacuuming). This ensures that the next event will not have to "hunt" for the items they need, or complete someone else's clean-up before beginning their set-up. Thank you for your understanding and consideration with this.

Announcement guidelines
Announcements are an ever-present part of Sheil life. It is good for the community to know about all the activities that happen in and around Sheil and to see the people involved in creating these opportunities. This is particularly true when students have leadership roles in the organizations or events involved. However, in order for these announcements to be effective, any group or individual that wishes to make an announcement should consider the timing, content and manner of that announcement. Here are some guidelines to assist you in crafting and making your announcement.

Summary for preparing announcements

1. Let the Sheil staff know about the announcement: email it to sheil@northwestern.edu the Tuesday before it will be made, or as soon as you know about it. Include any additional information that may be helpful for the bulletin.
2. Be sure to include the names of the people who will be making the announcement (if known), and what mass(es) they will be at.
   
3. If there are flyers or sign-up sheets involved, let the staff know if you are preparing them or if you need assistance.
   
4. Consider the timing and frequency of your announcement.
   
5. If you are not making the announcement yourself, please be sure you have provided these guidelines to those making the announcement.
   

Summary for making announcements

1. State who/what/where/when in a concise manner (30-45 seconds).
   
2. Practice your announcement beforehand.
   
3. Come to the front of the Chapel when requested and wait on the sides.
   
4. Don't be shy-go up to make your announcement when there's an opening.
   
5. Stand on the top step for greater visibility and audibility.
   
6. Speak slowly, clearly and loudly throughout the announcement.
   

Q. Who can make announcements at the end of mass?
A. People announcing Sheil related activities.
Announcements are for activities sponsored by Sheil groups such as Catholic Undergrads, or events occurring at Sheil including concerts to raise money for the Sheil Music Fund. Exceptions must be arranged with Fr. Ken Simpson prior to mass.

There are alternative ways to publicize your activity besides making an announcement after mass. You may put flyers in the information rack on the South side of the Commons. You may submit information to the Sheil office for inclusion in the monthly publication of FYI, a listing of a wide range of activities throughout the area that may be of interest to people at Sheil. Certain information may also be eligible for inclusion on our Web site. Please contact the office for additional information on the Web site.

Q. When should announcements be made?
A1. Before events, but not too often.
A2. After the post Communion prayer.
Decide when it is best to make your announcement. Announcements should not be made too far in advance, as people might not remember the information. However, you want to provide sufficient notice for your activity to allow people to plan accordingly. You also do not want to make your announcement too often to prevent "announcement fatigue." For ongoing activities, consider making an announcement at the start of your event, but then including future reminders in the bulletin, on flyers, or in the general announcement the staff makes.

Announcements occur following the prayer after communion but prior to the closing prayer and song. At this point, Fr. Ken or another Sheil staff member will request that all those wishing to make announcements come forward. You should come down to the front of the chapel at this time. If yours is not the first announcement, sit on the front benches until it is your turn. If the benches are full, stand over to one side. Do not wait in your pew or even the front pew, as you may be overlooked or cause long delays as we wait for you to come forward. And don't be shy about coming up when there's an opening!

Q. What should be in an announcement?
A. Who, what, where and when.
Who is sponsoring the event, what is the event, where is it and when is it being held? In addition, as the announcer, be certain to introduce yourself and, if applicable, your relationship to the sponsoring group. If you have a sign up sheet for your event, be sure to mention that as well. You should find that 30 - 45 seconds is more than adequate time in which to convey all this information.

Sometimes, it is necessary to provide more information than just who/what/where/when. If you are a new group or this is a new or rare activity, additional explanation is sometimes required. If this is the case, limit the additional information to two or three sentences that will provide the flavor of what you represent. Additional information can be presented outside of announcements, whether in the bulletin or by stationing yourself in the commons after mass to handle further questions.

Please provide a written copy of your announcement to the Sheil office via hard copy or by email at sheil@northwestern.edu. Announcements should be submitted by the Tuesday prior to when they will be made so they can be included in the bulletin. Depending upon the amount of information that needs to be conveyed, it will be included either in the calendar or as a separate section. This decision is left to the discretion of the Sheil staff. When you send in your announcement, be sure to let the staff know who will be making it at each mass, as well as if you will have a sign-up sheet or flyer or if you need assistance with those.

Q. How should announcements be made?
A. From the top step in front of the altar, speaking slowly, clearly and loudly.
When it is your turn to make your announcement, please go up to the top step of the altar. This ensures that the entire community can see you. Being on the top step will also make your announcement more audible. Face the assembly and begin your prepared announcement. Remember to speak slowly, clearly and loudly throughout your announcement. You must speak loud enough to reach the back of the chapel, as we do not use microphones. It is a good idea to practice your announcement aloud prior to mass. You will be less nervous at announcement time and less likely to forget important information. If your announcement includes a reference to a flier or other handout, bring a copy with you to hold up for the assembly to see.

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