Host Responsibilities

1. Email the Program Coordinator with:
   • 3 potential dates
   • Seminar title
2. If seminar is in Spring, email the ECOL 571 Instructor with:
   • Seminar title
   • Abstract of the seminar
   • Selected papers
3. Coordinate with the Science Communication Fellow regarding poster content (See right photo for example poster and required information)
   • Must be done at least 3 weeks before the seminar
   • Include a desired poster quantity and campus delivery code
4. Distribute posters
5. Organize and distribute the schedule
   • Please start this least three weeks in advance
   • Arrange for meals as well
6. Introduce the speaker at the start of the seminar
7. Organize the pick-up/drop-off of the speaker from DIA
   • Typically done by a student or a Groome Transportation shuttle
   • Mileage Reimbursement Request
8. Organize and pay for the small group meals of 3-7 people including the speaker, host, faculty, and students (these meals are separate from the ECOL 571 student lunch). Submit for reimbursement.
   • Meal Reimbursement Form
   • What will be reimbursed:
     • Meals & 1-2 alcoholic beverages for each of the 3-7 attendees
9. Prior to COVID, receptions on Thursday were held at the host’s house. If that is possible again, organize, pay for, and request reimbursement for the reception (if not possible, please plan dinner out with a small group on Thursday)
   • Estimated attendance: 40 people
   • Total budget of $600
     • $200 (1/3) of the $600 in alcohol max
   • Example Menu (from Fiona’s Deli)
     • 1 large Antipasto platter
     • 1 small Savory cheese display
     • 4 dozen