DUTIES OF SEMINAR HOSTS Send all correspondence to

Transcription

1 DUTIES OF SEMINAR HOSTS Send all correspondence to Note that Seminar hosts nominate speakers through the Seminar Committee. The committee invites all BML seminar series speakers and creates the seminar schedule. As soon as your speaker is accepted (months before the seminar series begins) 1. IMPORTANT: Seminar HOST completes a Seminar Speaker Information Sheet (attached) and returns this sheet to bmlsemcom@ucdavis.edu as soon as possible. We suggest calling or ing the speaker to decide travel needs, please do not just send the form to the speaker. 2. The speaker should be in contact with Jennifer Sauter jasauter@ucdavis.edu to arrange flights and the host should inform Jennifer Sauter jasauter@ucdavis.edu of lodging and breakfast plans. 3. Once the speaker has been invited and scheduled, it is the responsibility of the HOST to make all contact with the speaker, welcome the speaker and arrange meetings with any interested students or researchers, give the speaker a tour of BML, etc. 4. The host should assist the speaker in staying within the Budget Guidelines (see below), and notify the seminar committee of any potential charges outside the limits. The seminar committee will send a letter with these guidelines directly to the speaker. One week prior to the visit 1. By , advertise the visit and opportunities for meetings with the speaker; prepare a schedule of meetings for the speaker, reserve a visiting scientist office with Kitty for meetings (or if there are large gaps in the schedule). 2. Arrange all reimbursements with the speaker (see Budget Guidelines). The host should ensure all original itemized receipts are given to Jennifer Sauter. University policy does not provide for reimbursement of alcoholic beverages. 3. Communicate with the speaker to decide whether to have grad lunch and where postseminar dinner will be held (options: potluck at BML, potluck at home, no-host dinner). Dinners cover the speaker and host and are limited to $60 (combined). Graduate student lunches are held in the BML South Lounge and the speaker s lunch is covered. A graduate student coordinator will post a sign-up/order form on the seminar bulletin board and will call in and pick up lunch orders along with milk for seminar coffee. Be sure to get the Speaker's sandwich and drink order on this list. Day of seminar 1. Arrange all day-of travel for the speaker (e.g. pickups at airport, transport to /from lab and dinner etc.)

2 2. Ensure meeting logistics go smoothly and that the speaker has water. 3. Prepare, or designate somebody to prepare, coffee and cookies (see Coffee setup directions below) 4. Ensure that the speaker has completed the Consent to Record Form 5. Put out 3 signs announcing the seminar at 8AM (no later). a. South entrance (under registration book on podium, tape to door), b. Main entrance (under registration book on counter, tape to door) c. Front Hall (metal stand found in mail room) 6. Familiarize the speaker with A/V system and controls in advance of the seminar (by 3:30 at the latest), and contact IT if help is needed. Be sure to test any video or sound. 7. AFTER the seminar, HOST please be responsible for checking: a. If the seminar is held in the Lecture Hall: i. Make sure A/V equipment and lights are turned off; b. If the seminar is held in the Lounge: i. The outside lounge doors are locked; ii. The Lounge lights are turned off when you leave.

3 BML SEMINAR SPEAKER INFORMATION SHEET TO BE FILLED OUT BY THE HOST AND RETURNED ASAP TO: HOST: DATE: SEMINAR TYPE (circle): REGULAR SPECIAL SUDDEN TODAY S SEMINAR LOCATION (circle): LECTURE HALL LOUNGE SEMINAR SPEAKER: TITLE FIRST NAME INITIAL LAST NAME SEMINAR DATE: MONTH DAY YEAR WEEKDAY TIME SEMINAR TITLE: SPEAKER'S HOME INSTITUTION ADDRESS: MAILING ADDRESS FOR REIMBURSEMENT: PHONE #: ADDRESS: PRESENTATION EQUIPMENT: LCD PROJECTOR LAPTOP SOUND

4 I will coordinate with Kitty to find the speaker a visiting scientist office/space REIMBURSEMENTS NEEDED: TRAVEL (circle): FLIGHT ECONOMY AUTO RENTAL PERSONAL VEHICLE AIRPORT SHUTTLE I have notified Jennifer Sauter jasauter@ucdavis.edu of the speaker s travel plans. If the speaker is flying, I have checked to make sure that Jennifer is already in touch with the speaker regarding booking flights. BML HOUSING: # NIGHTS DATE(S): # OF PEOPLE I have notified Jennifer Sauter jasauter@ucdavis.edu of the speaker s housing needs MEALS: LUNCH: GRAD LUNCH (Y/N): I have reserved the South lounge DINNER (circle): POTLUCK NO-HOST LOCATION: OTHER NEEDS: I have reserved the lounge or conference room for potluck, if necessary BREAKFAST (UP TO 2): DATE(S) I have notified Cherrise Hannon (cmhannon@ucdavis.edu) of the speaker s breakfast needs (summer), or arranged for $10 breakfast reimbursement (other quarters) LECTURE HALL AUDIO/VIDEO PROTOCOL FOR HOSTS 1 HOUR to 30 MINUTES BEFORE THE SEMINAR. o Allow time for the speaker and host to join the pre-seminar coffee o Check thermostat: set 72. o Show speaker podium layout pointing out clock and podium light. o Instruct speaker in use of remote, A/V equipment and laser. o If whiteboard is needed: show speaker the location of screen control and whiteboard markers on podium shelf. o Turn on audio system in cabinet and close door. o Test remote and podium microphone, depending on speaker s preferences. Place microphone on sternum and hitch transmitter to belt or pocket - test audio pickup then turn transmitter to off - KEEP TRANSMITTER OFF UNTIL READY TO SPEAK. o Test any audio or video in the presentation AS THE CROWD IS MOVING TO THEIR SEATS - JUST BEFORE INTRODUCING THE SPEAKER. o Turn on projector, close all doors and leave lights on FULL o Wire remote mike to speaker, turn ON o Switch aisle lights to floor level o Switch off stage lights.

5 INTRODUCE SPEAKER o Prepare a short introduction o Remind speaker to turn on mike as they move towards stage o Host sits in front row, ready to adjust lights for slides END o Try to limit question period such that it does not extend past 5 p.m. o Turn off mike and put away all equipment o Turn off projector

6 PLEASE READ!!! FINANCIAL GUIDELINES FOR BML SEMINAR SPEAKER VISITS for Hosts, BML staff, and BML seminar committee In order to comply with UC Davis travel policies and necessary budgetary constraints, the following guidelines apply to all invited speakers. As host, please be aware and assist in facilitating the following restrictions. However, speakers will also be made aware of these restrictions via an from the BML Seminar Committee. Please pay particular attention to the items bolded below. TRAVEL When appropriate, guest speakers will be sought from the Bay Area or within driving distance to keep travel expenses modest. However, consideration will be given to inviting speakers from greater distances to enrich the overall program objectives, particularly when a distinguished scientist s area of expertise is deemed to merit the additional expense or funding can be shared with or underwritten by another program. In these cases BML hosts/bml Seminar Committee should consult with BML management before extending an invitation. General reimbursement and suggested duration of stay for speakers: o National speakers: maximum 3-day car rental/2-night stay o West coast speakers (not within driving distance): maximum 3-day car rental/2-night stay. o Local speakers (within driving distance): maximum 2-day car rental/1- night stay. Speaker expenses incurred beyond this period will be covered by the host s lab, unless BML Seminar Committee and BML management grant prior permission. Personal Vehicle The Seminar Program will reimburse speaker for use of a personal vehicle to drive to and from BML. Round trip mileage will be reimbursed at the prevailing UC per-mile rate. If a personal vehicle is used for long-distance travel, reimbursement will not exceed the cost of comparable economy airfare plus economy rental vehicle. Airfare BML administrative staff will make flight reservations for speaker at least 30 days in advance of travel to secure most favorable fares. o Jennifer Sauter will contact speaker directly to make flight arrangements. The host will be copied on speaker s final itinerary when the flight is booked. The Seminar Program will reimburse economy fare for speaker only. The speaker will pay for airfares incurred by spouse or other family members.

7 Airport shuttle service is available from San Francisco and Oakland airports ( Travelers are encouraged to use shuttle transportation to Petaluma, where pickup by a BML representative will be arranged. o When this option is inconvenient or impossible, traveler will be reimbursed for rental car expense (see below). o Host (or appointed driver) mileage to and from airport (Santa Rosa) or shuttle services (Petaluma) will be reimbursed at the prevailing UC per-mile rate. Rental Car The Seminar Program will reimburse economy rental car expense, plus any fuel purchased during direct travel to and from BML, subject to the following restrictions: o 3-day (max) car rental provided for national speakers o 2-day (max) car rental provided for west-coast speakers, with 3-days considered if requested by the host o 2-day (max) car rental provided for local speakers Economy class sedan or hatchback only will be reimbursed; no luxury, sport /utility vehicle, van, etc. Traveler is required to refuel vehicle prior to return to avoid fueling surcharge. Additional elective options such as GPS will not be reimbursed. UC employees: Invited speaker should be aware that UC policy disallows reimbursement for Loss Damage Waiver (LDW) and liability insurance for travelers who are also UC employees. UC has contracts with Hertz, Enterprise and National that provide for insurance coverage. Campus ID must be given to the rental agency at the time of reservation. Hertz UCD ID: and phone # National UCD ID: and phone # Enterprise UCD ID: XZ30C01 and phone #1-800-RENT-A-CAR Non-UC employees: Invited speakers other than UC employees are urged to check with their institutions regarding agreements they may have with rental companies that may provide LDW and liability insurance at no additional cost. Otherwise, the cost to purchase elective insurance will be reimbursed. HOUSING The Seminar Program will pay for BML housing for up to two nights in the Lodge at the UC rate for the speaker only. o 2-night stay (max) provided for national speakers o 2-night stay (max) provided for west coast speakers (flying) o 1-night stay (max) provided for local speakers (driving)

8 Housing for spouse and/or other family member or for additional days will be paid for by traveler or from funds other than the Seminar Program. In order to facilitate availability of BML lodging, reservations should be made by BML host with as much advance notice as possible to Jennifer Sauter If speaker elects other lodging arrangements in Bodega Bay, or if BML housing is unavailable, expense will be reimbursed up to the cost of the BML Lodge for speaker only. MEALS The Seminar Program will cover traveler s meals while at BML. o This typically includes the Grad Student Luncheon, and No Host Dinner and, at the host s discretion, up to two breakfast s. o Additional meals will be paid for by traveler or from funds other than the Seminar Program. o Breakfast is served the UC Dining Hall during hall during spring summer quarter. During fall and spring, the speaker may be reimbursed for breakfast costs up to $10 per meal. o BML host must arrange for UC Dining Hall breakfast with Jennifer Sauter jasauter@ucdavis.edu. Traveler will not be reimbursed for meals while in transit to or from BML. NO HOST DINNERS: Reimbursement to BML host for No Host Dinners will include the actual cost of dinner for BML host and guest speaker, not to exceed $60 unless pre-approved exception is made. No other guests, including spouses, will be reimbursed for this expense. Original itemized receipts by host for no host dinner must be processed in MyTravel Entertainment expense report for reimbursement. No alcoholic beverage expense will be reimbursed, per UCD Policy VIII.B.

9 BML Seminar Coffee Setup Directions (for host) Making Coffee 1) Coffee cart is located in the grad cubes, 2) Coffee makers are behind the sink in the Morgan Lab (room 55) and the coffee is in the freezer in that room, use cart to transport coffee to North Wing Lounge 3) Start coffee makers by 3pm (no later) 4) Fill canister with water to 30 cup line on inside 5) Put cups of coffee in each of 2 percolators (in summer only make one percolator of coffee in winter), make one for hot water only (this percolator is labeled) 6) Plug each one into a different outlet (important to avoid blowing breaker). We have only two plugs, so do the 2 coffee percolators first, then plug in the hot water by 3:30 Set up 1) Put out cookies, tea, sugar, cups, etc. (cookies are in filing cabinet near the cart, extras tea, sugar etc. on shelves near cart) on table in Great Hall 2) Get milk & ½ & ½ from Morgan Lab Fridge Clean up 7) Wash coffee makers and cups in the Morgan lab with sponge marked Coffee Only 8) Return extra cookies, tea, etc. to where you found them 9) Return milk to Morgan Lab Fridge Seminar committee duties Day-of coordinator (Dan Swezey) will: 1) Check supplies (cups, cookies, coffee, tea) 2) Buy supplies when needed, turn receipts into Jennifer Sauter 3) Confirm volunteer for coffee setup (though it s the host s responsibility to find one) 4) Send these directions to the host the week before seminar Sandwich czars will: 5) Provide milk (to be picked up with sandwich order, place in Morgan Lab fridge if no grad lunch then Day-of coordinator is responsible for picking up milk and half & half)

10 TYPES OF SEMINARS Regular Seminars: Special Seminars: Sudden Seminars: Exit Seminars: LOCATION OF SEMINARS: Scheduled through Seminar Committee as part of the John and Mary Louise Riley seminar series. Reimbursement for economy airfare, economy auto rental or mileage, BML housing, post-seminar dinner and up to 2 breakfasts at housing only. Other items must be approved by the Seminar Committee. Seminar hosts nominate speakers through the Seminar Committee. The Sem Com invites all regular speakers and creates the seminar schedule. A seminar not on the regular seminar program. Reimbursement arrangements must be discussed with BML director and the seminar committee on a case-by-case basis in advance. Check with the front office regarding Lecture Hall/Lounge reservation schedule. A seminar not on the regular seminar program. Could be scheduled by anyone at the Lab by checking the front office Lecture Hall/Lounge reservation schedule. Neither host nor speaker receives financial reimbursement. Approval must be obtained from BML Director. By advance arrangement with the Seminar Committee, cookies and coffee and graduate student lunch may be provided. The speaker's advisor is expected to take on or designate host responsibilities. Logistical arrangements must be made through the front office, including Lecture Hall/Lounge reservations. Regular Seminars will be scheduled at 4:00 on Wednesdays in the Lecture Hall (120 seats) unless the host requests the Lounge for a more intimate setting (50 seats). Special and Sudden Seminars will be scheduled for the Lounge, unless the host specifically requests use of the Lecture Hall.