Seminar chair

1. Prepare schedule calendar with blocked out dates (DNP, Thanksgiving, Maybe Spring Break)
2. Calendar is usually contained within beginning and end of classes, see academic calendar
3. Make budget request - Admins can help with this
4. Ask faculty suggestions for speakers
   • around middle/end of May, response by end of June
   • Need 30ish speakers
5. Seminar committee meeting (in June)
   • Select 10ish speakers to be invited in Fall
   • Assign local hosts
   • Better to ask VIP speakers (NSAC people etc) first and wait for 2 weeks for their response
   • Local hosts send informal invitation with two week deadline to respond and coordinates a date
   • Chair sends official invitation/confirmation once date is chosen
6. Admins should be aware of the link to the web and preliminary schedule
7. VIP speakers (NSAC member) should be carefully scheduled with Lab Director and/or Chief Scientist, with a certain priority
8. Better to ask Lab Director and/or Chief Scientist for their availability on dates
9. Hopefully 10+ yes answer in the first week, and one can fill most of the slots. For others we can suggest remaining slots, or slots in next semester
10. Second committee meeting (end of August/beginning of September)
11. Request response by mid-September
12. Schedule for Spring complete by end of September

Regularly check

1. Internal web site information (name, date)
2. Communicate with admins (TA, lodging, abstract-title, announcement, refreshment, seminar room, etc)
3. Two HEP-FRIB joint seminars
4. HEP and FRIB, each proposes one joint seminar every semester (2 joint seminars in 1 semester), Joint seminar, organized by HEP (FRIB), uses FRIB (HEP) seminar slot
5. One FRIB Alum per year
6. Coordinate schedule with CENAM, Theory group, WAMPS, Nuclear Science Stewardship, PA Colloquium Committee

The following items are taken care of by Chair:

1. Once Speaker has agreed to visit - send out confirmation email.
2. Follow up with Admin about contacting the Speaker 4-6 weeks prior to the seminar date to arrange travel.
3. Communicating with Admin the week before the seminar about arranging the schedule (which times are blocked, time at other departments, time for other activities). The graduate students have selected a few speakers with whom they would like to meet for Lunch. Admin block the respective time slots, but the remainder of the schedule is determined by the host.
4. Coordinate visit with Host and Admin, for example:
5. If Host will be providing transportation for the Speaker during the visit, please let Admin know.

These budgets are for about 22 seminars a year.

The food funds become available around July/August. The travel funds come in two chunks, a large fraction on Oct 1 and the remaining on April 1. The April 1 chunk is supposed to cover the first ~2 months of speakers for the upcoming Fall.

The travel budget is about $700-800 per speaker, but the actual amount for a given speaker could be half or double this amount depending on where they are traveling from and how long they stay. Any CENAM relevant talk tends to be covered by funds from CENAM, which saves money from the main seminar travel account. Other times a speaker happens to be a collaborator visiting the lab paid for from other funds (happens with theory group a lot), so this doesn't count against our budget either.