Checklists for Faculty Hosts of Scheduled Seminars

After accepting the role of a host, here are short checklists of tasks:

If you are the primary host for the speaker in the Triangle Computer Science Distinguished Lecturer Series (TCSDLS) who is presenting at NCSU (on a Monday):

• Prepare a full-day agenda for the speaker to meet with the department head, faculty and graduate students on Monday, the day of the talk. This agenda includes lunch, reception at 3:00 PM, talk at 4:00 PM, and dinner.
• Arrange with secondary hosts at either Duke or UNC about bringing the speaker to either Duke or UNC campus on Tuesday morning.
• Meet the speaker for breakfast on Monday morning, discuss the agenda, and coordinate visits with department head, faculty, and students. Join the speaker for the reception.
• Check the A/V telecast setup with support staff, introduce the speaker, moderate the discussion, and close the seminar.
• Finalize dinner arrangements for Monday evening. For Tuesday morning, plan to give speaker a ride to meet secondary hosts on either Duke or UNC campus at the pre-arranged time and place.

If you are the secondary host for the speaker in the Triangle Computer Science Distinguished Lecturer Series (TCSDLS) who is presenting either at Duke or UNC (on a Monday):

• Coordinate with Duke/UNC primary host the time and location of speaker's arrival to NCSU on Tuesday. Parking-wise and otherwise, it has been convenient to meet at Irregardless Cafe (off Hillsboro street, east of NCSU campus) . By tradition, the Duke/UNC primary host is invited to stay for lunch.
• Prepare an afternoon agenda for the speaker to meet with the department head, faculty and graduate students for Tuesday lunch and afternoon. If the speaker is leaving for airport late or returning to a hotel, a dinner may be planned as well.
• Organize transportation to either (1) RDU airport well in advance of the nominal departure, or (2) local hotel.

If you are hosting a speaker in a regular seminar series:

• A day before the seminar,
  • ensure that A/V equipment expected by the speaker is available,
  • contact the support staff if there are special A/V equipment requirement.
• Contact interested faculty/students about meeting the speaker before/after the talk.
• Introduce the speaker, moderate the discussion, and close the seminar.

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