Once a date has been agreed for the seminar, there will be a
contact person
that will help organize the visit. Below are instructions for the different
aspects that need to be covered by the contact person
.
Travel Plan
Agree with speaker on a travel plan. We usually make the hotel
reservations, but let the speaker buy his/her own ticket; then he/she
requests a reimbursement that includes the perdiem. We do not pay a
honorarium.
Ask Tammy to make a hotel reservation. Please let the speaker
know that the hotel charges the University directly, and the only payments due
at check-out time are other incidentals incurred during the stay.
Give directions to the speaker: how to get to the hotel;
how to get to the Department; parking arrangements (Tammy has the
parking permits); address any other needs.
Lunch
Make lunch arrangements and reservations for the day of the seminar
(with Tammy's help). Lunch is for five, one of them a student.
Post a sign-up sheet for lunch (and let all know where it is posted).
Organize visit
Find out speaker presentation needs, and take care of them
(Powerpoint presentation? One or two overhead projectors?).
If needed, ask Tammy Paolino (in advance!) for a parking permit. Tammy is
in room 3411, x5-5413.
Organize schedule of visit. Post sign-up sheet for anybody interested
in meeting the speaker (and let all know where it is posted).
Host speaker the day of the visit (be ready to hand him/her the
parking permit; take out for lunch, presentation arrangements...).
Introduce the speaker to the audience.
Reimbursement
Explain reimbursement rules. Original receipts will be needed.
Make sure the reimbursement form
is filled properly (the form is
available
here). Hand it to Tammy.