Resident & Alumni Speakers

Held on Wednesdays with a 4pm Seminar and 5pm Reception

Host Responsibilities

1. Email the Program Coordinator with:
   • 3 potential Wednesday dates
   • Seminar title
2. Coordinate with the Science Communication Fellow regarding poster content
   • Must be done at least 3 weeks before the seminar
   • Include a desired poster quantity and campus delivery code
3. Distribute posters
4. Introduce the speaker at the start of the seminar
5. Organize and pay for the small group meals (3-7 people including the speaker, host, faculty, and students). Submit for reimbursement.
   • Meal Reimbursement Form
   • What will be reimbursed:
     • Meals & 1-2 alcoholic beverages for each of the 3-7 attendees
6. If applicable, organize the pick-up/drop-off of the speaker from DIA
   • Typically done by a student or a Groome Transportation shuttle
   • Mileage Reimbursement Request 

Program Coordinator Responsibilities

• Post on website
• Schedule seminar and reception venue
• Order reception menu
• Create posters/advertisements
• Submit electronic advertisements

Visiting Ecologist

Held on Wednesdays & Thursdays with a:

• 3:30pm mixer
• 4pm Seminar
• 5pm Reception

Thursday will also include a lunch with ECOL 571 students

Host Responsibilities

1. Email the Program Coordinator with:
   • 3 potential dates
   • Seminar title
2. Email the ECOL 571 Instructor with:
   • Seminar titles
   • Abstracts of the seminar
   • Selected papers
3. Coordinate with the Science Communication Fellow regarding poster content
   • 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
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 (3-7 people including the speaker, host, faculty, and students). 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 were held at the host’s house. If that is possible again, organize, pay, and submit reimbursement for reception using the Meal Reimbursement Form above (if not possible, a reception at the LSC can be arranged)
   • Estimated attendance: 40 people
   • Total budget of $450
     • $150 of $450 in alcohol max
   • Example Menu (from Fiona’s Deli)
     • 1 large Antipasto platter
     • 1 small Savory cheese display
     • 4 dozen Vegetarian spring rolls

Program Coordinator Responsibilities

• Post on website
• Schedule mixer and seminar venue
• Order mixer menu
• Create posters/advertisements
• Submit electronic advertisements
• Supply flight booking inforation
  • Request and enter speakers information into travel system
  • Email speaker information on booking flight
• Send W-9 to speaker
• Make hotel reservations