Colloquium Checklist
Once your speaker has agreed to speak here, here is a checklist (probably incomplete, but I’m updating…) of steps to do:
Once the speaker
agrees to speak:
Contact Anand Rangarajan (anand@cise.ufl.edu) to determine the schedule for colloquiums and/or look to tie it in with a research group meeting like G2V2. The date should then be agreed upon.
The speaker
him/herself arranges their travel to and from
It is
suggested that the speaker plan to spend the entire day here in
Note if they are renting a car, they must use AVIS and get the UF rate (contact Linda Smith lmsmith@cise.ufl.edu to get the AVIS info). If they can find a rate < the AVIS rate (which is like $21 a day, I think), then they can use that instead. Contact Linda in general w/ travel questions.
If any part
of the $700 is being paid as an honorarium, a consulting worksheet must be
filled out by the speaker prior to coming and a
The department handles the hotel (Usually the University Hilton which is quite a nice place). Contact Robyn Edwards (redwards@cise.ufl.edu) to let get this started.
Very important: Reserve a classroom/location for the talk. Typical locations include 405, 305, and 119.
2 weeks before the
colloquium:
Ask the speaker for an abstract and short bio. Once received, contact Robyn Edwards (redwards@cise.ufl.edu) to help publicize
Arrange for a small reception after the talk. Typical choice is the Wine and Cheese Gallery (372-8446, ask for Bunky). Cost is like $70. Typical choice: fruit platter, cheese platter, and assorted sodas for 20 people. Wine, (if you choose to order it), normally get 5 bottles. Have it directly billed to the department. Let Robyn Edwards know if wine will be there because she needs permission from the Dean of Students and the President’s office.
1 week before the
colloquium:
Finalize the schedule. This would include contacting faculty that might be interested in 1 on 1 talks w/ the speaker, and going out for meals.
Make sure the flyers and email lists have been utilized.
Contact student groups to help publicize, such as the ACM (Mario Veneziano - mariov@ufl.edu) and ADAM (Alicia Cosenza - amcgator@ufl.edu)
While they are here:
If they are arriving in the evening, perhaps line up people to take the speaker to dinner.
It is suggested that the host pick them up from the hotel and get them to the department to avoid parking hassles.
Receipts for meals are required by the faculty who are accompanying the speaker. I don’t know of an actual $$$ limit, however the term ‘reasonable’ keeps getting bantered around. I’d keep things <$40 per person just to be safe. Keep track of who ate with whom, accounting needs this.
Have them sign a form from Delayne Redding (dredding@cise.ufl.edu) so that your speaker can be quickly reimbursed.
Last Updated:
lok (1/5/2005)