Rachel,
I am following this as I am very interested to see if anyone else has a better system. Generally, after someone agrees to present, I send them a request for information for their program and a high-res image via email with a deadline that is about a week earlier than I really need it. Then I email again if I don't receive things. In general, I am able to book far enough out that it isn't a problem, but occasionally we have to publicize things as TBA.
Elizabeth
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Elizabeth Bazan
Assistant Curator of Education
Illinois State Museum
Springfield IL
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