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information_for_hosts
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| =======Information for Hosts======= | =======Information for Hosts======= | ||
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| + | The Host of the Speaker is responsible for organizing the visit and making sure the Speaker has a pleasant experience. | ||
| + | |||
| + | **Once the seminar committee has decided on speakers and you have agreed to host, first please:** | ||
| + | - Reach out to the potential Speaker to inquire about their availability for a presentation during the planned semester, while subtly suggesting that earlier dates within that time frame may be preferable. The publicly viewable available dates for the current schedule is here: [[https:// | ||
| + | - Inform the seminar chair with recommendations for potential speakers at [[https:// | ||
| + | - Speaker' | ||
| + | - Speaker' | ||
| + | - Speaker' | ||
| + | - Speaker' | ||
| + | - The seminar chair will send an official email to the speaker, which will include: | ||
| + | - Confirmation of the agreed upon date | ||
| + | - Guidelines regarding the appropriate level of the presentation (as described [[https:// | ||
| + | - Initiation of the travel arrangements process in coordination with administrative staff | ||
| + | - A standard travel itinerary may include arrival on a Monday, a lab visit on Tuesday, and departure on Wednesday. However, this can be adjusted to accommodate the speaker' | ||
| + | - Please be sure to cc: the admins on all travel/ | ||
| + | |||
| + | **In preparation for the speaker' | ||
| + | - **Schedule meetings:** | ||
| + | - Prioritize meetings with key personnel (e.g., NSAC members, Lab Director, Chief Scientist). | ||
| + | - Open sign-ups to a broader audience if time permits. | ||
| + | - Ensure sufficeint meeting slots for a productive visit. | ||
| + | - **Arrange a facility tour:** Schedule a tour of FRIB led by a faculty member. | ||
| + | - **Provide a workspace: | ||
| + | - **Schedule a graduate student discussion: | ||
| + | |||
| + | **On the day of the speakers visit:** | ||
| + | - **Arrival and Logistics**: | ||
| + | - Greet the Speaker when they arrive at FRIB @ 09:00. | ||
| + | - Provide them a printed schedule, and show them to their first appointment. | ||
| + | - Assist the speaker with computer setup in the seminar room at approximately 9:30 AM. | ||
| + | - **Seminar Preparation: | ||
| + | - Mute the room microphone to prevent accidental Zoom recording. | ||
| + | - Unmute the microphone for brief communication with administrative staff. | ||
| + | - Announce the seminar start time (11:00 AM) one minute prior. | ||
| + | - Initiate the Zoom recording at 11:10 AM (If agreed upon by the speaker). | ||
| + | - Unmute the room microphone before the seminar begins. | ||
| + | - **Seminar Facilitation**: | ||
| + | - Introduce the speaker at the beginning of the seminar. | ||
| + | - Facilitate the question-and-answer session, prioritizing virtual audience questions first. | ||
| + | - Gently guide the speaker towards a timely conclusion (by 12:00 PM). | ||
| + | - **Dinner Arrangements: | ||
| + | - Speaker-funded dinners typically include the host and 1-2 colleagues. | ||
| + | - The seminar budget covers food and non-alcoholic beverages. | ||
| + | - Average dinner budget is $115 (approximately $25 per person before tax and tip). | ||
| + | - Obtain prior approval from the Lab Director for any alcohol reimbursement. | ||
| + | - Hosts are responsible for paying for meals and submitting itemized receipts with participant names for reimbursement. | ||
| + | - [[https:// | ||
information_for_hosts.1739820148.txt.gz · Last modified: 2025/02/17 14:22 by saenz
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