Arranging a Talk in the Detector University
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:
Once filled out, these files should be stored in the following directory for individual visitors:
The Director emails an invitation to the visitor. The email should make the
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:
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
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:
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:
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
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
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
VC will ensure that hotel reservations are made for the visitor at Radisson Hotel
Rochester Airport. 175 Jefferson Road, Rochester, NY 14623
Note that the charge must be made as tax exempt.
The Radisson does not use charge accounts, so hold reservations using the
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
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
VC will set-up the visitor lunch at a location and with a guest list specified by the
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
introduce the speaker.
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.
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)
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:
Links to the Adobe Connect and HD video recordings should be sent to:
1. the speaker
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:
Tours 2. SMFL
3. NanoPower Research Labs
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).