Arranging a Talk in the Detector University AA=administrative assistant VC=visit coordinator This procedure describes the steps for arranging a visit. The VC is responsible for ensuring that all arrangements in this document are made to the satisfaction of the visitor. Template files are stored here: http://ridl.cis.rit.edu/docs/admin%20procedures/visits/ Once filled out, these files should be stored in the following directory for individual visitors: http://ridl.cis.rit.edu/products/talks/ The Director emails an invitation to the visitor. The email should make the Invitation invitation and note that the VC can handle all arrangements for the visitor. The VC should send an informational email to the visitor immediately after the invitation email is sent. This email should contain all the details and web page Informational Email links that the visitor will need to access in order to arrange for the visit. The template is here: http://ridl.cis.rit.edu/docs/admin%20procedures/visits/informational%20email.txt A draft agenda should be developed internally by soliciting the best times for the talk, individual meetings, tours, and meals. When the agenda is ready to be sent out ensure that the agenda document is saved in: internal>products>talks. Also, ensure that the link to the agenda that is sent to the proper distribution list has the speaker’s full name within the link address. At least two weeks before the visit, an invitation to meet with the visitor (including a link to the agenda and a link to the announcement if one has already been made) should be emailed to the following: anyone the visitor has requested a visit with, astro group, and others per Don’s request. As requests to meet with Agenda the visitor are emailed back to the VC, receive Don’s approval that the requests are okay to add to the agenda. After adding a requested meeting to the agenda, make sure to confirm the meeting time and place with the individual that made the meeting request. Ensure that the draft agenda is sent to the visitor no later than one week before arrival. 2 to 3 business days before the day that the “finalize agenda” task is due, email the CfD staff the same invitation email and add in their requested meeting times last. The template for the agenda is here: http://ridl.cis.rit.edu/docs/admin%20procedures/visits/visitor%20agenda.doc Announcement A draft announcement should be emailed to the director and visitor about 6 business days before the visit, in order to receive approval. A final announcement 1. announcement should be finished no later than 5 business days before the talk. The template is here: http://ridl.cis.rit.edu/docs/admin%20procedures/visits/flyer.doc A speaker bio should appear at the bottom of the flyer. It should include: 2. bio educational background, employment history, number of papers and journal articles, and number of patents (if applicable). The announcement should be sent out at least two business days before the talk. The final announcement should be sent to a subset of the following: 1. All COS (Dale Cenzi, x5774, email firstname.lastname@example.org, for distrib. lists) 2. All COE (Karen Ester, x7135, email email@example.com, for distrib. lists) 3. COE PhD & Microsystems Students (Sharon Stevens, firstname.lastname@example.org) 3. email 4. Students (all COS and COE) 5. People who will meet with the speaker 6. Friends of RIDL a. U of R b. ITT c. Ball d. Teledyne e. Raytheon f. JPL g. MIT LL h. Other universities (TBD) i. DVW distribution list (if it is a DVW talk) j. CCD World, if applicable, 3-5 days before talk k. Rochester OSA chapter-Cristina Canavesi The flyer should be posted at the following locations no later than one week before the talk: 1. Bldg. 76 (front door, and each level) 2. Bldg 8 (main doors and each level) 4. posting 3. Bldg 17 (main door, outside SMFL, in the breezway) 4. Bldg 9 (main door, each floor) 5. Bldg 78 (within 1st floor of CIMS) 6. On the door of the talk 7. Innovation Center Travel RIDL will reimburse the visitor for airfare. Visitor is responsible for making air 1. air reservations; unless they notify the director they would like RIT to make reservations. VC will ensure that hotel reservations are made for the visitor at Radisson Hotel Rochester Airport. 175 Jefferson Road, Rochester, NY 14623 585-475-1920. http://www.radisson.com/rochesterny_airport Note that the charge must be made as tax exempt. The Radisson does not use charge accounts, so hold reservations using the 2. hotel ProCard, but tell the visitor to take over the reservation with their credit card at the time of checkout. (Or use our direct-bill set-up– code is 011, they will fax a form for us to fill out and fax back.) Please see How to Book Hotels for Visits.doc for information on special rates/procedure for specific hotels and possibilities for arranging direct billing. RIDL will reimburse the visitor for rental car. Visitor is responsible for making 3. rental car rental car reservations; unless they notify the director they would like RIT to make reservations. VC will ensure that there is a parking pass for the visitor. This can be done by emailing Adam Petzold, email@example.com, to advise him that we have a visitor coming. The e-mail should include the date, time, and vehicle information. Adam 4. parking pass will then issue the parking pass. The VC should arrange for the parking pass to be held in the Visitor Information Center so that the visitor can pick it up on the day of their arrival. Template: \\hawk\RIDL\docs\admin procedures\visits\Parking Pass Request.txt VC will set-up the visitor lunch at a location and with a guest list specified by the Lunch Director. VC will ensure that dinner reservations are made at a local restaurant taking into Dinner account the visitor’s dietary/cuisine preferences. VC will invite guests based on input from the Director. Director will pay for dinner using the RIDL Procard. Director will introduce the visitor. If Director is unavailable, the VC will Introduction introduce the speaker. Talk The visitor will have 50 minutes for the talk and 10 minutes for questions. VC or AA should reserve the room from 30 minutes before the talk through the end. 1. timing If using the Auditorium of Building 76 for the talk, please see \\Hawk\ridl\docs\how to set up for a talk in the Auditorium of building 76.txt. 2. introduction The introduction should be a summary of the speaker’s CV. 3. coffee/cookies VC will ensure that coffee and cookies are ordered for 30 minutes prior of talk. -Don’t need so much sugar/cream -Assign someone to clean up after talk -Wegman’s Archway cookies (4-5 Packs) and Dunkin Donuts Coffee (2 Boxes) A/V VC will have RIDL students set-up Adobe connect for presentation broadcast. Student will let the VC know if there are any problems with the broadcast. Ensure that the Camera and Voice pod is set to “High Bandwidth” and a. streaming “Landscape” mode. Also, set the Audio Quality to “Best” on “Advanced” tab of the last page of the Audio Setup Wizard under the Meeting menu option. -Make sure that there is a laptop dedicated to giving the talk -Make sure laptop has AC power VC will ensure that the talk is recorded in Adobe Connect. The students will also set-up an external microphone to the laptop for recording. The VC will notify the speaker that the talk is being recorded and where they should stand during the b. recording presentation. If there are issues with the recording, the student shall notify the VC and the VC will then notify the speaker to move closer to the microphone. -Zoom Zi8 to show screen only -Get better sound recording for Zi8 Mount the Kodak Zi8 on one of the small tripods on a desk/seat in the first few rows of the room. Ideally, use an external condenser microphone connected to the audio input of the camera. Ensure that the video rate settings are 720 (not 1080 or 720/60fps). Orient the camera so that 100% of the projected image on the screen c. HD video will be visible in the recording; you may have to move the camera further back from the screen to accomplish this. Press record button and let it run until the end of the question/answer period. Note that a fully charged battery will NOT last one hour, so use the AC adapter. A copy of the HD video should be stored here: d. storage http://ridl.cis.rit.edu/products/talks/ Links to the Adobe Connect and HD video recordings should be sent to: 1. the speaker e. email 2. RIDL members 3. people who are on a special list to receive these emails VC will ensure that lab tours are set up. The following labs may be toured: 1. RIDL Tours 2. SMFL 3. NanoPower Research Labs 4. Others? VC will inform the speaker to email or send via postal mail all receipts and a completed Determination of Citizenship form associated with the visit. An email template is here: \\hawk\RIDL\internal\projects\DVW\Reimbursement Email and Instructions.txt . Once the VC receives the receipts, the VC will prepare an IPF. The VC will email the speaker to ensure the address is correct on the IPF and to send the total amount of the request on the IPF. The VC will then get the Director to sign the IPF. The VC will scan the IPF, file on HAWK, and send to Reimbursement the Accounts Payable office. The VC will confirm that the speaker received the check within three weeks of the IPF being sent to Accounts Payable. **Per Peg Murrer 11/17/2011, if we are just reimbursing, a W-9 is not needed. However, if speaker is not a US citizen, AP will instruct on any additional paperwork that may be needed. Generally, packet should include the signed IPF, all receipts, a vendor set-up form (annotate as “Reimbursement Only” at the top), signed determination of citizenship, and a copy of the speaker announcement. (AA can be assigned to do some of these tasks with overall responsibility with the VC).
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