Note: Whenever the host is not on the seminar committee, it is the co-host's duty to speak directly to the host to a) get clear confirmation from him/her that he/she is hosting and b) inform him/her of the duties of a host.
Request from administrative organizer a list of available dates for the coming semester
Collect input from faculty colleagues and GMC. Select a balance of disciplines. Consider representing MRSECs and DMSE alums in schedule. Try to balance potential travel costs by inviting local speakers (Harvard, BU, Northeastern). Check MIT, DMSE, and local calendars before offering dates.
The committee together identifies a list of suggested speakers (with alternates), to be approved by the heads of DMSE and MRL. Ultimately, the series should balance research areas, but also reflect a variety of ages, stages in career, geographic representation, etc.
Once speaker has accepted invitation with a set date, be sure to CC administrative organizer with confirmation response to speaker
Departments that would be relevant to speaker
A short list of faculty whom you feel might be interested in meeting with speaker
Name(s) of grad student(s) who will be willing to meet faculty in the lobby of the hotel to escort speaker from hotel to his/her first meeting
If speaker's schedule is not filled close to the time of the talk, it becomes the faculty host's responsibility to help to fill the remaining availability by:
Encouraging relevant faculty to meet with speaker
Meeting with speaker during one of the unfilled time slots
Recommending postdocs/grad students so that admin may arrange a student groups to meet with speaker. Such groups may just be students of a particular faculty.
The speaker’s bio will be sent to faculty the morning of the talk. You can also find a copy of the bio in the speaker’s folder in this GoogleDocs folder in the folder “Current Speakers”
Please assume that this will be scheduled for 6 PM after the talk.
Sometimes it will be scheduled the evening before if the speaker plans to depart after the talk. Refer to the administrative organizer who will inform you if the speaker needs to make alternative decisions.
Share with admin your restaurant preferences. Catalyst is a default for most guests. Evoo is the default restaurant for vegetarian guests. Ideally choose a location close to campus.
Specify the number of people in your dinner party. By default, reservations will be made for four. Inform admin if you plan to have a dinner party of a different number of attendees.
Collect input from faculty colleagues and GMC. Select a balance of disciplines. Consider representing MRSECs and DMSE alums in schedule. Try to balance potential travel costs by inviting local speakers (Harvard, BU, Northeastern). Check MIT, DMSE, MRL, and local calendars before offering dates.
Avoid MRS (week after Thanksgiving), Head of the Charles (October), Hosting (end of February or beginning of March), and Spring Break (March).
The committee together identifies a list of suggested speakers (with alternates), to be approved by the heads of DMSE, MPC, and CMSE. Seminar staff send the actual invitations, by means of an email from the DMSE or CMSE head, to the speakers individually, waiting for a reply before contacting the next name on the list. Ultimately, the series should balance research areas, but also reflect a variety of ages, stages in career, geographic representation, etc.