Hosting a Colloquium

CSE Faculty: Hosting a Colloquium

 Arranging for Speakers

• Contact the colloquium chair, Yuan Xie, for approval.
• Provide the Colloquium Assistant, Beth Kennedy, with the speaker's name and e-mail address as soon as possible after you confirm the colloquium date with the speaker. *In order to generate the appropriate publicity (postings in various departments, etc.) and to obtain adequate lodging, classroom, and equipment reservations, etc., we are requesting a MINIMUM of two weeks notice of upcoming colloquiums.

Duties of the Host

Duties of the Colloquium Host

"The person who initially invited the speaker will act as host. The responsibilities include:

• Meeting the speaker upon arrival (transport to the hotel, etc.),
• Keeping the speaker profitably employed during the day, making sure he/she gets to the talk on time, etc.,
• Introducing the speaker at the colloquium,
• Taking the speaker to dinner after the colloquium, if the speaker's schedule requires that he/she remain in town for the evening,
• Making sure that the speaker leaves on time (transport to the airport, etc.)
• Bring the candidate into the office to see the budget clerk so that she can get the necessary papers signed from the speaker before he/she leaves so that the speaker can be reimbursed for his/her travel expenses. This needs to be done before 3:30 p.m. because at 3:30 the speaker will go up to the colloquium rooms, and the budget clerk leaves before 5:00 when the talk is over.
• Grade the colloquium reports.

Also. . .PROCEDURES FOR INVITING A COLLOQUIUM SPEAKER

1. Inform the Colloquium Chair that you wish to invite the speaker. A speaker can be reimbursed for reasonable travel expenses, but the budget is not unlimited. In particular, the budget only allows one, or perhaps, two speakers from the West Coast each year.
2. Contact the speaker and informally issue an invitation (preferably by phone.) Arrange a suitable date by consulting the Colloquium Assistant to avoid conflicts. Thursdays are preferred; other days are permissable, but will almost certainly result in a smaller audience. Do not book more than one speaker per day. Only one speaker per week will be invited unless the circumstances are unusual. Thursday colloquia will be from 4:00 pm to 5:00 pm, with refreshments beginning at 3:40 pm. Find out mode of travel and arrival and departure dates and times.
3. Contact the Colloquium Chair and Colloquium Assistant (by e-mail) with the following information about the speaker as soon as you receive it:  
           a. name

           b. full mailing address and e-mail address
           c. arrival and departure times
           d. whether or not hotel booking is necessary

4. The Colloquium Assistant will book a hotel room and include the details in an e-mail letter to the speaker. This will also include a request for the title of the talk and an abstract, if they haven't been received yet."