Instructions for Contact Person | Seminar Series | Department of Atmospheric and Oceanic Science

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Department of Atmospheric and Oceanic Science

	AOSC Seminar Series

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	Information for Speakers

	Instructions for Contact Person

	Directions for Visitors

	Parking



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Travel Plans

Agree with the speaker on a travel plan. We usually make the hotel reservations, but let the speaker buy his/her own ticket; then he/she requests reimbursement that includes the per diem. We do not pay an honorarium.

Ask Tammy Paolino (Rm. 3411, ext. 5-5413) to make the hotel reservation. Please let the speaker know that the hotel charges the University directly, and the only payments due at check-out time are 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, which may need to be mailed in advance); address any other needs.

Lunch

Make lunch arrangements and reservations for the day of the seminar (for a campus restaurant, Tammy can make up a voucher). Lunch is for five of which one should be a student.

Post a sign-up sheet for lunch (and let all know where it is posted).

Visit and Seminar

Find out the speaker's presentation needs, and take care of them (Powerpoint presentation? One or two overhead projectors?).

Post a sign-up sheet for anybody interested in meeting the speaker (and let all know where it is posted).

Host the speaker the day of the visit (be ready to hand him/her the parking permit; take out for lunch; sort out presentation arrangements...).

Introduce the speaker to the audience.

Reimbursement

Explain reimbursement rules: original receipts are needed.

Make sure the reimbursement form is filled properly (the form is available here). Ensure it is returned to Tammy.