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. Contact the potential Speaker and make 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. If this is a speaker who is a member of NSAC, DNP Chair Elect, UEC, etc. seminar dates should also be coordinated with Thomas and Brad.
3. Let the seminar committee chair know about the speakers preferred dates as soon as possible, since there are often multiple speakers being invited around the same time and offered dates can conflict if the schedule is not up to date. Please also provide:
   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
4. Once the date is settled, the seminar committee chair will send an official email to the speaker (here is an example) confirming the date, letting the speaker know about the level the talk should be at (described here), and starting the process of getting travel arranged with the admin (Jeff Lambert). Generally, travel is arranged so that the speaker arrives on a Tuesday, visits the lab on Wednesday, and then travels home on a Thursday but this is flexible.

Starting the week or so before the speakers visit:

1. 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).
2. Let the Speaker know that they will be having lunch with just the graduate students (~10).
3. Other lunches are paid by the Speaker and reimbursed in the per diem.
4. Typically, we take the speaker out for one seminar dinner after the seminar on Wednesday:
   1. This includes the host and on average 1 or 2 other colleagues.
   2. The seminar budget can only pay for food and non-alcoholic drinks.
   3. The dinner budget is on average of $115 total including tax and 20% tip or roughly $25 per person before tax & tip. If you think you will go over this, please contact the seminar chair beforehand.
   4. 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.
   5. 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.
5. Organize a tour of the facility (NSCL and/or FRIB) led by a faculty member.
6. Organize a place for Speaker to sit (with computer, if needed) if there are gaps in the schedule.
7. Greeting the Speaker when they arrive at NSCL @ 0900, giving them a printed schedule, and showing them to their first appointment.
8. Take the Speaker to the seminar room at around 1530 and help them setup their computer.
9. Wrangle everyone into the Lecture Hall and start the Seminar at 1610 sharp.
10. Introduce the Speaker at the beginning of the Seminar.
11. 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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