=======Information for Hosts=======

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://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=public:current_schedule]]
  - 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:
    - 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
  - 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://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

**In preparation for the speaker's visit (week before the visit):** 
  -  **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:** 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.

**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://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​]]