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:

  1. 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
  2. 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:
    1. Speaker's title (Dr., Prof., Prof. Dr., etc. - it should be noted how formal the emails to the Speaker should be)
    2. Speaker's full name
    3. Speaker's home institution
    4. Speaker's email address
  3. The seminar chair will send an official email to the speaker, which will include:
    1. Confirmation of the agreed upon date
    2. Guidelines regarding the appropriate level of the presentation (as described here),
    3. Initiation of the travel arrangements process in coordination with administrative staff
    4. 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
  4. 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):

  1. Schedule meetings:
    1. Prioritize meetings with key personnel (e.g., NSAC members, Lab Director, Chief Scientist).
    2. Open sign-ups to a broader audience if time permits.
    3. Ensure sufficeint meeting slots for a productive visit.
  2. Arrange a facility tour: Schedule a tour of FRIB led by a faculty member.
  3. Provide a workspace: Prepare a designated workspace for the speaker during downtime.
  4. 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:

  1. Arrival and Logistics:
    1. Greet the Speaker when they arrive at FRIB @ 09:00.
    2. Provide them a printed schedule, and show them to their first appointment.
    3. Assist the speaker with computer setup in the seminar room at approximately 9:30 AM.
  2. Seminar Preparation:
    1. Mute the room microphone to prevent accidental Zoom recording.
    2. Unmute the microphone for brief communication with administrative staff.
    3. Announce the seminar start time (11:00 AM) one minute prior.
    4. Initiate the Zoom recording at 11:10 AM (If agreed upon by the speaker).
    5. Unmute the room microphone before the seminar begins.
  3. Seminar Facilitation:
    1. Introduce the speaker at the beginning of the seminar.
    2. Facilitate the question-and-answer session, prioritizing virtual audience questions first.
    3. Gently guide the speaker towards a timely conclusion (by 12:00 PM).
  4. Dinner Arrangements:
    1. Speaker-funded dinners typically include the host and 1-2 colleagues.
    2. The seminar budget covers food and non-alcoholic beverages.
    3. Average dinner budget is $115 (approximately $25 per person before tax and tip).
    4. Obtain prior approval from the Lab Director for any alcohol reimbursement.
    5. Hosts are responsible for paying for meals and submitting itemized receipts with participant names for reimbursement.
    6. How-To Helpsheet: How to Request Reimbursement for a Hosted Meal​