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Guidelines for Hosts

Host Guidelines for Physics/Applied Physics Colloquium

Colloquium hosts have the responsibility of communicating with the speaker, hosting him/her at dinner, introducing him/her, and helping to facilitate the setup and presentation so that the speaker's talk runs smoothly.  The following are some guidelines for colloquium hosts:

  • Send an informal email inviting the speaker, copying the colloquium committee. Suggest that the speaker read the colloquium speaker guidelines.  Communicate to the speaker the type of audience, the time constraint, and the need for notice about A-V needs.  When the date has been confirmed, inform Jenifer Conan-Tice (tice@stanford.edu) so that she may update the colloquium schedule. 
  • The administrative associate who supports the host of the colloquium speaker is responsible for helping to arrange lodging, and also sending the speaker a campus map and parking sticker, and arranging any lunch and/or dinner reservations.
  • The colloquium host should follow up with the speaker to get a title and abstract as soon as possible.  Again, inform Jenifer (tice@stanford.edu) of the title and abstract, so that the website can be updated and a flyer posted and distributed via email before the colloquium. 
  • The host is responsible for introducing the speaker unless this has been delegated to someone else. Prepare a brief introduction to the speaker, either from your own sources or through discussion with the speaker or others.

During the colloquium

  • Start the session on time, at 4:30 PM, even if the audience is still arriving. Make any general announcements and then introduce the speaker.
  • Some interaction and questions during the talk are fine. However, if the audience is slowing the talk down so that you think the speaker will not be able to finish by ~5:30 PM, ask the audience to hold their questions until the end.

Dinner Host Guidelines

  • Colloquium speakers are taken to dinner by the host, usually accompanied by two or three colleagues.  Most colloquium speakers visit for one or two days; usually only one lunch and one dinner is required, but the maximum is two lunches and two dinners.  For visits longer than two days, additional expenses would need to be paid by sources other than the colloquium funds.
  • The host's assistant is to make the dinner reservation, leaving sufficient time to allow for some after-talk discussion and enough time to drive to the restaurant (~6:15 PM).
  • Give the restaurant address, phone, and directions to guests and organize car-pools, if appropriate.
  • The host pays the bill, treating the speaker. The cost of the colloquium dinner is limited to $80.00 per person, with a usual maximum attendance of 4 people, including the speaker.  (There may be as many as five or six attendees at the dinner on some occasions -- for example, if the speaker is a faculty candidate and attending a meal is the only opportunity for faculty to meet with the candidate.)  If the cost exceeds $80 per person, you may either divide the remainder of the bill among the co-hosts, or charge the balance to an unrestricted fund.  Spouses normally do not attend these dinners unless there are special circumstances (the speaker is traveling with a spouse, or the speaker works in a field related to that of the spouse of one of the hosts).  Please note that the usual tip is between 15-18%, and the limit on tips is 20% - anything over 20% must be paid by an unrestricted fund or by personal funds.
  • The host submits the dinner reimbursement to his/her assistant, who will divide the costs between the two colloquium accounts of Physics and Applied Physics.  Include on the restaurant receipt the names of all dinner guests, and indicate which of the charges were for alcohol.  Remember that university guidelines dictate that charges should be reasonable.  In the event that the speaker is also a faculty candidate, the administrative associate who processes the reimbursement will divide 50% of the cost between the two colloquium accounts and the remaining 50% to the hiring department's search account (and/or Dean's Office faculty search account).
  • Provide the speaker with your mailing address for sending receipts for travel expenses.  Whether or not the speaker is an international visitor, provide an LA-6 form and request copies of visa documents.