Faculty Host for

Seminar Speakers

1.Faculty Host:The Seminar Committee will invite faculty to host seminar speakers. Typically, a faculty who nominated thespeaker will be asked to host. This document provides the host’s responsibilities.

2.Initial Contact:Please contact the speaker 6-8 weeks in advance. An example email is at the end of this document. The email should include:

  1. the “Speaker List” sheet as an attachment
  2. cc Susan (), Eileen (), and Joe ()
  3. a reminder that the speaker makes flight reservations and to please send that info to Susan
  4. a request for publicity materials (photo, title, and abstract)
  5. a general idea of what our visits look like

3.Publicity:At least 4 weeks prior to the seminar, please be sure Eileen () has a title, abstract, and photo for use on our webpage. These do not have to be specific and can be general.

4.Open Forum:We are inviting speakers to consider including anopen forumin their schedule. Potential themes could focus on safety, diversity issues, professional development, work life balance considerations and more. The goal of the forum is to have an engaging and open conversation in a less formal setting with students, faculty, and staff. If a speakeris interested in this opportunity, please be sure 1) Susan knows to schedule time and 2)the relevant committee is approached to organize (e.g. JST for safety).

5.Seminar:The faculty host should be prepared with a safety moment, ready to introduce the speaker, and moderate questions on the speaker’s behalf. If the speaker goes long, the host should step in to be sure the room is clear for the class that follows.

6.Day of Schedule: If there are openings on the speaker’s schedule, the host shouldhelp identify additional faculty from chemistry or other departments to meet with the speaker.

7.Dinner:The faculty host will arrange dinner the evening of the seminar. Please ask the speaker about dietary restrictions or cuisine requests in advance. Please make a reservation at least 7 days in advance and let Susan know where and what time. The department can reimburse a maximum of 6 people (speaker, host, and up to 4 additional faculty). The maximum reimbursement is $70/person including drinks, tax, and tip. The university cannot reimburse gratuity over 20%. Alcohol purchases must be split onto a second receipt.

8.Reimbursement:Your original receipts along with the original signed reimbursement form may be submitted to accounting. For questions, contact Ta’Meika Jackson ().

9.Student Lunch Host:Typically, the speaker will have lunch with students. The faculty host is responsible for identifying a student host for lunch. Please send an email to Susan Wrayge (), Mollie Dunlap (), and Tameika Jackson () with the Student Host’s name at least 5 days in advance. Please cc the student on the email and include the “Campus Club Lunch Instructions” document as an attachment. Either the faculty or student host can fill the remaining spots for lunch (6 total maximum).

10.Contact Info:Please contact Susan (), Eileen (), or Joe () with questions. If you are not sure who to ask, please send one email to all three.

11.Example Email:

Dear XXXXX,

We are looking forward to your upcoming seminar visit to the University of Minnesota. The seminar is scheduled for [date]. Please make flight reservations as soon as possible if you have not already done so. Most speakers arrive the evening before the seminar and depart the morning after. We have a standing two night reservation at the Commons Hotel on campus. If you will not need both nights, please let us know as soon as possible. Typically, seminars are from 9:45-10:45 am. The rest of the day is filled with individual meetings with faculty, lunch with students, and dinner with the faculty. We also invite you to participate in an informal open forum. I have attached a 1 page handout with information to help you plan your visit.

Could you please provide some information to plan and promote your visit including:

1)a flight itinerary sent to Susan Wrayge ()

2)a photo, title, and abstract sent to Eileen Harvala() for use on the webpage

3)any requests to meet with particular faculty or any other special requests (e.g. dietary restrictions)

I look forward to seeing you soon. Please contact me if you have questions.

Sincerely,

[name]