Host Responsibilities

1. Once notified that your speaker has been chosen, invite them, offering potential dates provided by GDPE staff.
2. Be in close contact with the Program Coordinator to provide:
   • 2-3 potential dates
   • a draft seminar title
   • a photo of the speaker
3. Organize the speaker’s schedule during their visit.  Here is an example schedule structure
   • Start this at least three weeks in advance
   • Invite Ecology faculty and students to meet with the speaker (draft an email that Ecology staff members can send out).
   • A shared google sheet is an easy way for people to sign up.
   • Individual emails to faculty members work well. 
   • Arrange for meals as needed as well (see point 7 below)
4. Introduce the speaker at the start of the seminar
5. Organize the pick-up/drop-off of the speaker from the airport if relevant
   • Often a student will pick up or drop off, for some additional low-stress time with the speaker. Mileage can be reimbursed using the Mileage Reimbursement Form. Important Note: Reimbursement must be requested in a timely way or the funds will be taxed. Check the form for more information.
   • Alternatively, the speaker can take a shuttle (Groome or Landline). Mitskie (the Program Coordinator) can arrange the shuttle that given adequate notice.
6. Organize a reception after the seminar. Please contact the cooridinator and director for details.
7. As relevant, the program can cover small group meals of 3-5 people including the speaker, host, faculty, and/or students (these meals are separate from the ECOL 571 student lunch if spring). These meals can be reimbursed up to $25 per person for lunch (dinner is typically the reception itself, but contact the director and coordinator with questions).
   • Meal Reimbursement Form
   • What will be reimbursed:
     • Meals for each of the 3-5 attendees
     • Please put alcohol on your own tab.
8. If seminar is in Spring, email the Program Coordinator with:
   • Two papers selected for the ECOL 571 class to read