How to Invite a Speaker

How to Invite a Speaker

Invite a Seminar Speaker:

Thank you for planning to host a MIC Seminar speaker.  To make things go smoothly for everyone, please follow the directions below.

  1. Check for open dates (scrolling might be necessary to see the next semester)
  2. Provide open dates to speaker - arrange a tentative date - DO NOT CONFIRM THE DATE and please check with seminar coordinator to ensure that the date that appears to be open on the web site is not being held for someone else. This will avoid double booking.
  3. Dates can be held tentatively, but please be sure to confirm one date as soon as possible and release the others.
  4. After confirming a date with the speaker please e-mail full name, credentials and institution - this is critical for posting info on the web.
  5. We will e-mail a Welcome letter and a Speaker information form to the speaker (includes how to arrange for travel arrangements).
  6. Host will be cc'd on all communications.
  7. Kelly Bishop from TravelLeaders will be arranging the flights/hotel and will communicate this information to the speaker.
  8. The host is responsible for taking care of the speaker during the visit, including arranging the meeting schedules and meals. (MIC will reimburse.)
  9. Hosts should stay in touch with the speaker to ensure he/she has all the information they need to make their visit a smooth and pleasant one. Our hotel, the Marriott is not providing a shuttle service to and from the hotel/airport any longer. We can arrange for a taxi pickup. Please ask.
  10. Student Lunch: The speaker will have lunch with a group of students on the day of the presentation - usually at noon in the Wagner room.
  11. After the seminar, the host is responsible for making sure that the coffee cart is returned to the kitchen on the 7th floor.
  12. To allow prompt reimbursement of any expenses incurred by the speaker during the visit, the host should remind the speaker to return all travel receipts and boarding passes to Susan Hennigan (434-243-2831) once they have returned home.
  13. A thank you letter will be sent to the speaker a couple of days following the presentation, along with a reminder to send all receipts and boarding passes.
  14. International Speakers: We need a copy of the I-94 and picture page of the passport while the speaker is here.  The University has a very strict set of rules that we need to follow so that the speaker can get a honorarium and reimbursement.
  15. You will get reimbursed for up to three faculty (personnel) to have dinner with the speaker.
  16. The department is limited by the University and state as to how much may be reimbursed and spent for meals.  Dinner may not exceed $65 inclusive of tax and gratuity per person.  Excessive amounts will not be reimbursable.  The maximum reimbursement for breakfast is $15 and lunch is $20 per person (tax and gratuity included in those figures).  Please see staff if you have any questions.