The Host of the Speaker is responsible for organizing the visit and making sure the Speaker has a pleasant experience. Responsibilities include:

1. Contacting the potential Speaker and making an invitation for the relevant time window (Fall 2015, Spring 2016, 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.nscl.msu.edu/nssc/doku.php?id=public:current_schedule
2. Make the Speaker that we have a very diverse audience and the talk should be at the appropriate level: https://wikihost.nscl.msu.edu/nssc/doku.php?id=public:guidance_for_speakers
3. Coordinate travel dates with the Speaker so that the Admin can offer some travel options. Domestic speakers usually travel the night before and leave the day after. This schedule is more flexible for international speakers since they potentially have to travel far and may need a day or two to adjust to the timezones and may combine their trip with other business.
4. Provide the Admin with the appropriate way to address the Speaker via email (how formal is the Speaker?).
5. Once a date has been decided between the Host and Speaker, email both the Chair and Admin with the following information:
   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
   5. The date of the Speaker's seminar
6. Be sure to let the speaker know that the Lab requires a pre-trip authorization and can only pay for flights on US-based airlines
7. Typical Speaker Confirmation Email - sent by Chair and cc'd to Admin and Host
8. Make sure enough people sign up to meet with the Speaker so that they have a good experience. Let the Admin know to open the signup list to a broader audience as appropriate (e.g. the whole Accelerator Group, Nuclear Theory postdocs).
9. Let the Speaker know that they will be having lunch with just the graduate students (~10).
10. Other lunches are paid by the Speaker and reimbursed in the per diem.
11. We typically take the Speaker for one dinner with the Host and on average 1 or 2 other colleagues.
12. The seminar budget pays only for food and non-alcoholic drinks for dinner for all participants.
13. The dinner budget is on average of $115 total including tax and 20% tip or roughly $25 per person before tax & tip. This is flexible depending on the VIP status of the Speaker how much money is left in the Seminar Dinner Budget (~$3900 for the year). The budget for lunch, refreshments, and dinner for 2015-2016 is here.
14. 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.
15. 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.
16. Organize a tour of the facility (NSCL and/or FRIB) led by a faculty member.
17. Organize a place for Speaker to sit (with computer, if needed) if there are gaps in the schedule.
18. Greeting the Speaker when they arrive at NSCL @ 0900, giving them a printed schedule, and showing them to their first appointment.
19. Take the Speaker to the seminar room at around 1530 and help them setup their computer.
20. Wrangle everyone into the Lecture Hall and start the Seminar at 1610 sharp.
21. Introduce the Speaker at the beginning of the Seminar.
22. Lead the discussion/questions at the end of the Seminar. Gently prod the Speaker to finish by 1705 at the latest.

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