Hosting a visitor at UW

There are many tasks that you need to keep track of when hosting a visitor. Here is a checklist to make sure you cover the bases.

Initial contact

   --- Visitor's name, title, institution
   Expenses
       --- picked up by visitor
       --- picked up by school
       --- picked up by research account (which account)

   --- Establish rough timescale of visit

Negotiation

   --- Find out who all want to meet the visitor
   --- Find out who all the visitor wants to meet
   --- Finalize visit dates that have the leasst conflicts with these people

2-3 weeks before visit

   --- Get title and abstract
   --- Pick a time for the talk 
   --- Reserve a room with Helen
   --- Create listing on SCS website and Math Fac event (Wendy)
   --- Reserve a data projector if necessary
   --- Check whether speaker is OK with being recorded and arrange the appropriate forms from AV
   --- Give title, abstract, and time  to Ursula Thoene (for SCS newsletter), 
       Wendy Rush(for Math calendar), and Craig Kaplan(for SCS website)
   --- Send out title and abstract to your research group/other research groups
   --- Make A/V reservation to record the talk, if necessary

   --- If there is a honorarium, get information to Finance 

   --- Find out exact arrival and departure times
   --- Figure out which meals you need to host (breakfast, lunch, dinner)	
   --- For each hosted meal, find out who can meet with the visitor
   --- Find out who all want to meet the visitor
   --- Schedule meetings with them
   --- Prepare a schedule with names, room numbers, times

   --- Make hotel reservations if needed

1 week before visit

   --- Make reservations for meals if needed
   --- Send directions to Waterloo/Hotel/DC and/or instructions for Airways Transit, 

2-3 days before visit

   --- Send confirmatory mail to visitor with schedule and directions. Give your contact info.
   --- Send reminder mail with schedule to everyone on the schedule
   --- Send reminder mail to appropriate mailing lists
   --- Confirm A/V appointment
   --- Double check SCS website and Math Fac event listing to make sure event appears
   --- If necessary, arrange for parking with ICR (Vera)

On day of visit

   --- Contact visitor to make sure they arrived
   --- Get parking permit from Vera
   --- Meet for or just before first appointment
   --- Meet for meals, as per schedule
   --- If there is a honorarium, make sure check gets to the visitor  
   --- Help visitor get set up with projector in room (go to the room 15 minutes ahead).
   --- Arrange for a bottle of water at the podium
   --- Arrange for a spare laser pointer, spare laptop and USB key, in case of problems

After visit

   --- Send email thanking visitor