How to Invite a Seminar Speaker

First of all, thank you for planning to host a Microbiology Seminar Speaker. To make things go smoothly for everyone, please follow these directions for inviting a seminar speaker.

  1. Check the online seminar listing for open dates. 
  2. Provide the open dates to the Speaker – arrange a tentative date, but PLEASE DO NOT CONFIRM the date as final.   Since seminars posted on the website only shows ‘confirmed’ seminars, check with Regina Seitz to ensure that the date that appears open on the website is NOT being tentatively held for some one else.  This will avoid double booking and the associated problems for everyone involved.
  3. Please note that dates may be tentatively held for a speaker, but please be sure to confirm with Regina ONE date as soon as possible, and release the others to allow others to book on these dates. 
  4. After confirming a date with the speaker, please email Regina the full name of the speaker, their credentials, and their affiliated institution.  This is critical for posting info on the web. 
  5. At the same time, please send Regina the email address of the speaker. On behalf of the Department of Microbiology, Regina will then email a Welcome letter to the speaker as well as a Speaker Information Form that will provide information for making travel arrangements etc.
  6. Regina will cc: the host on all email communications with the speaker to ensure that everyone knows everything to best assist the speaker.
  7. Judy Craig at Covington Travel will be arranging the flights, and will communicate this information to the host to be passed on to the speaker.
  8. The host is responsible for taking care of the speaker during the visit, including arranging the meeting schedules and meals (of course, Microbiology will reimburse you for your meals).  Hosts should please stay in touch with the speaker to make sure he/she has all the information they need to make their visit a smooth and pleasant one. 
  9. After the seminar, the host is responsible for making sure that the coffee cart is returned to the kitchen on the 7th floor.
  10. 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 (if a flight) to Virginia Coffey (434) 243-2821 once they have returned home.  A thank you letter will also be sent to the speaker a couple of days following their presentation, along with a reminder to send all receipts and boarding passes for reimbursement. 
  11. Be aware that payments to foreign nationals have a very strict set of rules and requirements, so please talk to Virginia Coffey in advance.
  12. Please allow time for students to meet with the seminar speaker, either at lunch, after the seminar, or at another time. You will need to arrange the meeting with Sandy Weirich (434) 243-2776.
  13. You will get reimbursed  for up to three UVA faculty (personnel) to have dinner with the speaker.