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--- information_for_hosts [2025/02/17 14:31]
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+++ information_for_hosts [2025/02/17 15:21] (current)
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 **Once the seminar committee has decided on speakers and you have agreed to host, first please:**
-  - Contact the potential Speaker and make an invitation for the relevant time window (Spring 2025, etc) with a very gentle request for an earlier date as opposed to a later date. The publicly viewable available dates for the current schedule is here: [[https://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=public:current_schedule]]
+  - 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://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=public:current_schedule]]
-  - If this is a speaker who is a member of NSAC, DNP Chair Elect, UEC, etc. seminar dates should also be coordinated with Lab Director and Chief Scientist.
+  - Inform the seminar chair with recommendations for potential speakers at [[https://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=nssc:suggest_your_speaker]] and note:
-  - Let the seminar committee chair know about the speakers preferred dates as soon as possible, since there are often multiple speakers being invited around the same time and offered dates can conflict if the schedule is not up to date. Please also provide:
     - Speaker's title (Dr., Prof., Prof. Dr., etc. - it should be noted how formal the emails to the Speaker should be)
     - Speaker's full name
     - Speaker's home institution
     - Speaker's email address
-  - Once the date is settled, the seminar committee chair will send an official email to the speaker confirming the date, letting the speaker know about the level the talk should be at (described [[https://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=information_for_speakers|here]]), and starting the process of getting travel arranged with the admin. Generally, travel is arranged so that the speaker arrives on a Monday, visits the lab on Tuesday, and then travels home on a Wednesday but this is flexible.
+  - The seminar chair will send an official email to the speaker, which will include:
-  - Please be sure to cc: the admins on all travel/logistical emails with the speaker. The email addresse to cc: is: Deliyski, Elizabeth deliyski@frib.msu.edu
+    - Confirmation of the agreed upon date
+    - Guidelines regarding the appropriate level of the presentation (as described [[https://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=information_for_speakers|here]]),
+    - 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's preferences
+  - Please be sure to cc: the admins on all travel/logistical emails with the speaker. The email address to cc: is: Deliyski, Elizabeth deliyski@frib.msu.edu
-**Starting the week or so before the speakers visit:**
+**In preparation for the speaker's visit (week before the visit):**
-  -  First, give the admin a list of people who want/need to meet with the speaker. For NSAC members, etc., make sure that Lab Director and Chief Scientist are given the opportunity to get meeting slots. If there are still spaces left, let the Admin know to open the signup list to a broader audience (e.g. Nuclear Theory postdocs). Make sure enough people sign up to meet with the Speaker so that they have a good experience.
+  -  **Schedule meetings:**
-  - Organize a tour of the facility (FRIB) led by a faculty member.
+    - Prioritize meetings with key personnel (e.g., NSAC members, Lab Director, Chief Scientist).
-  - Organize a place for Speaker to sit (with computer, if needed) if there are gaps in the schedule.
+    - Open sign-ups to a broader audience if time permits.
-  - Let the Speaker know that they will be having a discussion with just graduate students after lunch (at 1:00 PM).
+    - 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:** Prepare a designated workspace for the speaker during downtime.
+  - **Schedule a graduate student discussion:** Inform the speaker of a scheduled discussion with graduate students at 1:00 PM.
-**The day of the speakers visit:**
+**On the day of the speakers visit:**
-  - **Greet the Speaker when they arrive at FRIB @ 09:00, give them a printed schedule, and show them to their first appointment.**
+  - **Arrival and Logistics**:
-  - Take the Speaker to the seminar room at around 9:30 and help them setup their computer. The seminar chair will also be there to help if there are any problems.
+    - Greet the Speaker when they arrive at FRIB @ 09:00.
-  - Mute the room microphone (red lights) now just to make sure that zoom doesn't accidentally record a private conversation happening in the audience. Unmute as necessary only to make sure you can communicate with Admin for logistical reasons.
+    - Provide them a printed schedule, and show them to their first appointment.
-  - Wrangle everyone into the Lecture Hall and start the Seminar at 11:00 sharp. The Admin will make an announcement that the seminar will start in 1 minute. Then, exactly at 11:10, if the Speaker has agreed for the seminar to be recorded, Zoom will broadcast audibly "Meeting recording started."
+    - Assist the speaker with computer setup in the seminar room at approximately 9:30 AM.
-  - Unmute the room microphone (green lights) just before the beginning of the seminar just to make sure that zoom doesn't accidentally record a private conversation happening in the audience.
+  - **Seminar Preparation:**
-  - Introduce the Speaker at the beginning of the Seminar.
+    - Mute the room microphone to prevent accidental Zoom recording.
-  - Lead the discussion/questions at the end of the Seminar. Ask the Zoom/virtual audiences if they have questions first, then turn it over to the in-person audience. Gently prod the Speaker to finish by 12:00 at the latest.
+    - Unmute the microphone for brief communication with administrative staff.
-  - Other lunches are paid by the Speaker and reimbursed in the per diem.
+    - Announce the seminar start time (11:00 AM) one minute prior.
-  - Take the speaker out to dinner (typically after the seminar, but could also be another night if that is more convenient)
+    - Initiate the Zoom recording at 11:10 AM (If agreed upon by the speaker).
-      - This includes the host and on average 1 or 2 other colleagues.
+    - Unmute the room microphone before the seminar begins.
-      - The seminar budget can only pay for food and non-alcoholic drinks.
+  - **Seminar Facilitation**:
-      - The dinner budget is on average of $115 total including tax and 20% tip or roughly $25 per person before tax & tip. If you think you will go over this, please contact the seminar chair beforehand.
+    - Introduce the speaker at the beginning of the seminar.
-      - The Host pays for food and non-alcoholic drinks, and gives an itemized receipt to the Admin together with a list of the names of the participants and then the Host will be reimbursed.
+    - Facilitate the question-and-answer session, prioritizing virtual audience questions first.
-      - Note that the alcohol is not normally reimbursed - possibilities to deal with alcohol includes separating checks, or, MSU people split the alcohol bill. Alcohol may be reimbursed if pre-approved by the Lab Director.
+    - 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://portal.frib.msu.edu/sites/dcc/pages/dcclink.aspx?WBS=S10201&Sub=MA&SN=005092|How-To Helpsheet: How to Request Reimbursement for a Hosted Meal]]

FRIB/NSCL Nuclear Theory Seminar

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