Once dates have been established:

  1. Reach out to the guest speaker to request:
    1. Availability throughout the week of his/her talk to meet with faculty
    2. The number of meetings that he/she would like to have during the week (let him/her know that there will probably be about eight)
    3. Speaker's abstract and a high-quality graphic
    4. A list of any MIT faculty with whom s/he would like to have a virtual meeting

  2. Post announcement to the:
    1. MIT Events Calendar Page, cascades to the DMSE calendar (RAK)
    2. MRL website (contact Maria Aglietti)
    3. MRSEC website (until November 1)
    4. Spotlights page on the MIT Materials Events website (actual web address to be determined August 6) (RAK)

  3. Create a registration page
    1. Create registration for event on GoogleForms1
    2. Create a page on MIT Materials Events page designated to the registration for this event (RAK)
    3.  Use this link to post into the registration link on the MIT Events Calendar entry for this event

  4. Add event onto Spotlights (home page) of matseminars.mit.com. Include images and registration link. (RAK)

  5. Create a 16:9 digital display, implementing artwork from speaker (Doreen)
    1. Working files here:
    2. Change out the four images (username: mit.dmse@yahoo.com) of the  materials banner  
    3.  Update the abstract and image using the graphic provided by the speaker, and the name and title of the speaker, the title and the date.
    4. Change the background color to coordinate with the speaker's graphic
    5. Create QR code, connecting to the MIT Materials Events registration. Implement this code next to logos
    6. The digital display will go to:
      1. MIT Nano (Amanda Stoll)
      2. DMSE (Rachel Kemper)
      3. MRL (Maria Aglietti)

  6. Create title/landing page to show while people are joining Zoom for the talk (Doreen)
    1. Find background images here:
      1. PNGs: Zoom_4c.png; Zoom 5.png;
      2. AI files: Zoom 5_16-9.ai; Zoom 6.ai; Zoom-6.png

  7. Create bio on speaker that includes:
    1. Current title(s)
    2. Education and professional career (undergrad through professorship)
    3. Awards & honors
    4. Current research

  8. Schedule meetings on the week or day of (depending on speaker's preference for a single day of meetings or to distribute throughout the week)
    1. Email faculty on dmse-professors@mit.edu (and, until November 1, 2020, mrsecfac2018@mit.edu)
      1. Include speaker's availability and time slots
      2. Include abstract for talks (if speaker has provided this). If abstract is not available, send bio or a link to the speaker's research page.
    2. Organize an available time (ideally the day after the talk) for a roundtable discussion group for postdocs and grad students
    3. For virtual events, complete schedule ASAP (try for no more than two weeks) as speaker's schedule is also likely to shift should she/he request meetings sporadically throughout the week.)

  9. Identify other departments pertinent to the speaker and his/her talk (obtain this from the host and/or seminar committee). This will be used to:
    1. Advertise to these departments (see contact sheet of contacts to sent email blasts)
    2. If you cannot fill the speaker's schedule or recruit enough students to the roundtable talk, reach out to the aforementioned pertinent departments to ask that meeting requests be sent to faculty

  10. Send final ASAP for him/her to confirm that the meeting times scheduled are still conducive to his/her schedule. (Do note that initially proposed times by speaker may change within the course to two to three weeks, so this is critical to have either a confirmation or an alteration.

  11. Set up Zoom meetings and send meeting links to faculty meeting with speaker. Add corresponding Zoom links to speaker's formal, final schedule and share with speaker.

  12. Set up Zoom meeting for seminar. See Zoom best practices.

     
  13. Schedule a half hour practice session on Zoom among MIT Faculty Host, Administrative Organizer (you), and Guest Speaker. Detail roles and the sequence of events. See Zoom best practices.

  14. The day before the event, send to speaker and faculty host a written copy.*

     
  15. 4-5 days before talk:
    1. Send first seminar announcement
    2. Contact faculty and students with a reminder of their meeting (remember to include meeting link and instructions). If need be, make any last minute schedule changes
      1. Faculty forget meetings or cancel last minute from time to time, so sometimes a last-minute replacement is need. This is why it is good to send reminders within a week (but not the day before) a talk. Remember to alert speaker of any schedule changes, sending an entirely new PDF of his/her final schedule that includes updated information.
      2. Send Zoom instructions or other logistics (who does what, etc.)

  16. Morning of talk
    1. Send second seminar announcement )<–Insert link to this
    2.  Send to host:
      1. Speaker's bio
      2. Zoom link
      3. Instructions

  17. Zoom best practices

  18. Collect closed captioning along with the recorded talk. Upload onto the “In Case You Missed It” page

  19. Send to speaker a thank you gift.

 

 

 

1) GoogleDocs link: https://drive.google.com/drive/u/1/my-drive

Username: MITMaterialsEvents@gmail.com

Password: Matseminar$123

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