Things to Consider When Inviting a Speaker
- Pre-phase 1
- Talk with mentors/fellow students about possible speakers. Talk to someone who actually knows/has met the person before.
- Talk with Leslie about possible good times to invite someone.
- Drop the potential speaker an email detailing what you want from them and giving them times that would work well.
- Phase 1
- Check dates with other departments
- As soon as date is set, email MSTP faculty/students to mark calendars.
- Get a room (both for seminar and fot the person's stay...)
- Phase 2
- Travel, who arranges?
- Get Title
- Get CV
- Schedule of faculty meetings (be sure to ask them who they would like to meet with)
- Prepare itinerary for speaker and faculty. On schedule, include phone numbers, distribute to speaker and included faculty (be prepared to be flexible! Also be sure to include time to travel from place to place and also time for breaks. I've been told that 30-45 minutes is plenty of time to meet with someone.)
- Transportation to/from airport
- AV needs (do they need a computer? Are they bringing their own? Make sure to leave time before their talk to confirm functionality.
- Post seminar on COM webpage, Internal Medicine Blue Sheet, Noon News, MSTP calendar, MSTP webpage
- Order refreshments for the seminar
- Phase 3-Seminar (host must take charge of the talk)
- Post seminar notices on doors/walls on day of seminar
- Confirm room and AV needs BEFORE the talk
- Introduction- who will introduce?
- Microphone, pointer, water
- Give speaker an MSTP t-shirt at his/her seminar
- Fielding questions (host stands up with the speaker, host can pick questions for the speaker, host must be prepared to ask a question in the event that there are no questions from the audience)
- Travel expense voucher
- Honorarium, how much?, prepare Payroll Voucher