Seminar Organization

1. Scheduling:
   1. Create a seminar schedule, considering academic calendar dates (excluding dates like DNP, holidays, important meetings, MSU holidays, and exam weeks).
   2. Seek faculty suggestions for speakers by mid/end of May, with responses due by the end of June.
   3. Select about 7 speakers per semester. The Theory Seminar is held every other week.
   4. Prioritize VIP speakers (NSAC members, etc), allowing two or more weeks for their response.
   5. You may wish to assign local hosts to each speaker.
   6. Coordinate seminar schedule with CENAM, Theory, WAMPS, NSS, PA Colloquium, etc.
   7. Complete the Spring semester schedule by the end of September.
2. Logistics and Administration:
   1. Request a budget from the administration.
   2. Coordinate with administrators on the visit logistical matters (RPS, Trv, lodging, abstracts, announcements, refreshments, seminar room, etc).
   3. Maintain a regularly updated seminar schedule on the Theory Seminar Wiki page.
3. Speaker Coordination:
   1. Send official invitations to confirmed speakers.
   2. Coordinate travel arrangements with administrators 4-6 weeks prior to the seminar.
   3. Collaborate with the host on speaker logistics (covered expenses, talk, meeting schedule, etc).
4. Budgeting:
   1. Utilize available funds: Food funds are typically available in the beginning of the fiscal year July/August.
   2. Allocate approximately $1000.00 per speaker for travel expenses (actual costs may vary).
   3. Consider alternative funding sources for collaborators visiting the lab.