Thanks for hosting! We rely on hosts like you to give our speakers a great visit. This page will walk you through what to do before, during, and on the day of the seminar, as well as provide info on budgets and reimbursements.
If you have any questions at any point, please reach out to our seminar chair, Laura Bogar, or CBS Events Manager, Jennifer Voight.
CBS Graduate Seminar Policy PBI Seminar Host Responsibilities
Planning for Your Speaker's Visit
Travel
In an effort to streamline the booking process and avoid the delays often associated with institutional travel and reimbursement restrictions, we now require speakers to book their own travel arrangements. The graduate group provides speakers with a set honorarium after the seminar to thank them for the effort put towards the seminar and offset travel costs. Speakers can find their honorarium amount in their confirmation email.
Schedule
One of the most important duties of hosts is arranging the schedule for the seminar speaker. At least a month before the seminar, we recommend you reach out to the speaker to see if they would like to meet with any specific faculty or students during their visit. You can then email those people to arrange meetings for the seminar speaker.
We have a sample schedule template to help you with scheduling. Remember to include time for breaks and meals.
Meals
The PBGG graduate group does not provide funding for speaker breakfasts. The cost of these meals is factored into the honorarium amount. The graduate group will host lunch for our speakers and 2nd year graduate students immediately following the seminar presentation.
The PBGG graduate group does budget for a hosted meal with the speaker. Please check your host confirmation email for the dinner budget. The CBS Graduate Seminar Policy has full information about what is and is not reimbursable.
Max reimbursement: $35/person, up to budgeted amount; includes tax and tip
Non-reimbursable: Alcohol purchases, non-UC affiliated guests (other than speaker), meals with a single guest (i.e. the seminar speaker alone)
All reimbursements must include an itemized receipt, list of attendees, and seminar advertisement. Reimbursement requests should be submitted as soon as possible after the visit and no later than 30 days after the visit's conclusion.
Request a meal reimbursement here!
Seminar Advertisement
Jennifer Voight will handle all seminar advertisements. This includes updating the website, emailing the graduate group, and adding the seminar to the weekly CBS event announcement.
If you would like to email the seminar announcement to other groups, you may request a flyer from Jennifer Voight.
Final Preparation
At least one week in advance, check with the speaker about any special A/V needs. The room has a projector and speakers already set up, but any other requests must be sent to Jennifer Voight. Confirm if the speaker is comfortable having the seminar on Zoom or recorded; campus policy requires we have written consent before recording meetings.
At least three days in advance, email the final schedule to the speaker and all participants. Please include locations and notes on who will escort or pick up the speaker from each location. In this same email, we recommend sending the speaker information about wireless permissions and parking.
During the Visit
Welcome the speaker, help them get settled, and manage any last-minute schedule adjustments.
Arrive to Green Hall 1022 by 12:00PM to help set up the speaker's laptop and projector. If you can, bring a pointer and water for the speaker.
The seminar starts promptly at 12:10PM. Be sure to prepare and present a brief (1-2 minute) introduction of the speaker. The speaker should plan for a 40-minute talk. You will moderate a short 10-minute question session after the speaker's talk.