Duties for hosts of distinguished lecturer speakers. Refer to the detailed instructions below to assist you in completing the tasks on this checklist.

Checklist

If UNC-Chapel Hill is the host institute for your guest speaker:
  • Invite the speaker informally, and fix the dates. Here is a sample invitation letter that includes all the important logistics: Sample Invitation Letter
  • Notify the TCSDLS coordinator (currently, Jasleen Kaur) as soon as you get available dates from your guest. The final date is assigned by the coordinator (after considering invites going out from all 3 campuses).
  • Make sure SN 011 has been reserved for the lecture (check with ER)
  • Request the title of the presentation, an abstract, and a short biography from your guest (and make sure to share it with ER)
  • Make hotel arrangements for your guest
  • Make local travel arrangements for your guest (transportation to/from airport, hotel, transportation to meals, etc.)
  • Oversee your guest’s schedule. Make breakfast, lunch, and dinner arrangements for your guest. Invite Duke and NC State folks to sign up for meals/meetings.
  • Make sure that your guest signs the appropriate paperwork (see Fay Alexander) for getting his/her trip reimbursement.
  • Introduce your guest prior to his/her talk
  • Double-check with the appropriate people on such details as equipment needed for the talk, videotaping the talk, food prior to the talk, local advertising (news postings, fliers), etc. (see “Contact People” below)
If Duke/N.C. State is the host institute for your guest speaker:
  • Make sure SN 011 has been reserved for showing the lecture (check with ER)
  • Check on local advertising (news postings, fliers, e-mails, etc.)

Detailed Instructions

If UNC is the host institute for your guest speaker:

Make sure SN 011 has been reserved for the lecture as soon as the date has been confirmed (see ER).

Make hotel reservations several weeks in advance of the speaker’s visit.

Normally you don’t need to worry about arranging the speaker’s schedule until approximately a week before his/her talk. This will involve working up a one-day schedule here for Monday.

Arranging the speaker’s stay here involves arranging meals and getting people to sign up to meet with him or her. First offer those faculty in the speaker’s particular area of interest the first chance at signing up to meet with him or her. Then send e-mail to the fac-meeting mailing alias asking others to sign up for the remaining available slots, by looking at the speaker’s schedule on Google Calendars. You may also want to arrange a tour of the Graphics and Image Lab or other labs in the building, if appropriate. Finally, ensure that the speaker sees Accounting briefly (typically, before their talk) to sign some forms for getting reimbursed. Put this in the Google Calendars schedule, so you don’t forget. If the speaker does not have a chance to meet with Accounting, the reimbursement process becomes much more difficult.

The probable scenario for the visit is: someone (likely to be you, the host) meets the speaker at the airport on Sunday, eats dinner with him/her, and drives him/her to the hotel. Someone meets the speaker for breakfast on Monday morning, and then brings him/her to the Department. The speaker meets with people all morning, then a small group of people takes him/her to lunch. In the afternoon, the speaker meets again with people, until 30 minutes prior to the talk. Following the talk, a small group of people accompanies the speaker to dinner, then someone takes him/her back to the hotel. Also, make arrangements for the speaker to leave for the airport.

You can use any hotel you want, but the Carolina Inn is by far the most convenient. We can bill a stay at the Carolina Inn directly to the Department. Please check with Fay Alexander about the details. The speaker will have to buy his/her own airline tickets and get reimbursed later.

If Duke/N.C. State is the host institute for your guest speaker:

Make sure SN 011 has been reserved for showing the leacture as soon as the date has been confirmed (see RSAC). Advertize to faculty and ask if anyone wants to join the host school for meals or meetings.

Contact People

Reservation of SN 011

Hope Woodhouse, 919-590-6047, woodhouse@cs.unc.edu or er@cs.unc.edu

Advertising

Brett Piper, 919-590-6090, bpiper@cs.unc.edu or er@cs.unc.edu
Gina Rozier, 919-590-6151, grozier@cs.unc.edu

Food Prior to Talk

Robin Brennan, 919-590-6222, rbrennan@cs.unc.edu

Equipment/Training

Computer Services, 919-590-6067, help@cs.unc.edu

Videotaping the Talk

Computer Services, 919-590-6067, help@cs.unc.edu

Reimbursement Forms (hotel, travel)

Fay Alexander, 919-590-6025, falex@cs.unc.edu
Robin Brennan, 919-590-6222, rbrennan@cs.unc.edu

Expenses (meals)

Fay Alexander, 919-590-6025, falex@cs.unc.edu