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Hosting an External Speaker

How-to Guide for Hosting a Visiting Speaker

Hosting a visiting speaker can be a rewarding experience and a great way to build connections in your field. Here’s a step-by-step guide for organizing a professional and welcoming visit. This guide is for students who are hosting speakersÌýthat have already arranged to give a talk at Vanderbilt. If you want to invite a speaker, see this guide.Ìý from her Fall 2024 visit.

1. Secure Accommodations and Transportation
   • Flight Information: Be sure to get flight information from the speaker. An email explaining that the speaker covers flights and is reimbursed along with their honorarium should come after you’ve invited the speaker.
   • Hotel Booking: Fill out the form for the West End Tower to book the guest’s accommodations. If the visit is covered by the Evolutionary Studies Initiative (ESI), reach out to Andy for confirmation; otherwise, contact the appropriate faculty/staff member for the COA (Chart of Accounts) information.
   • Transportation: Let the guest know to take a taxi, Uber, or Lyft from the airport and keep their receipt for reimbursement. Confirm this arrangement with the speaker ahead of time to ensure they’re aware.
2. Book Seminar and Meeting Spaces
   • Seminar Room: Reserve a suitable lecture hall for the speaker’s talk, ideally one that comfortably accommodates the expected audience. Confirm any necessary audio-visual equipment, such as projectors or microphones.
   • Meal Rooms:
     • Breakfast: Choose a convenient spot near the guest’s hotel or arrange for breakfast at the hotel if available.
     • Lunch: Reserve a room in MRBIII using the .
     • Dinner: Book a restaurant near campus, ideally one with a welcoming atmosphere, such as Barcelona, Sadie’s, or The Henley, to provide a pleasant dining experience for both the guest and any faculty attendees.
3. Build the Schedule
   • Identify Faculty and Labs for One-on-One Meetings: Look up faculty members whose research aligns with the speaker’s expertise and invite them to one-on-one or small group meetings. Use 30- or 40-minute time slots for these meetings, creating a Google Doc with available time options for faculty to sign up.
   • Organize Student/Group Lunch: Arrange a lunch where graduate students, postdocs, or lab members can join for informal conversation. A group of 5-8 is often ideal.
   • Add Breaks: Space out meetings with short breaks to allow the guest some downtime. Include time for the speaker to prepare for the seminar.
4. Coordinate Meals and Events
   • Plan Dinner: For dinner, include a mix of faculty members and possibly senior postdocs or lab heads. Choose a nearby restaurant with flexible menu options to accommodate dietary preferences and ensure an enjoyable atmosphere.
5. Share the Final Schedule
   • Once the schedule is complete, send it to your PI and Andy to proofread and confirm all details.
   • After making any necessary revisions, email the finalized schedule to the speaker and all involved faculty, students, or postdocs. Include event details, room locations, and any additional information they might need.
6. Be Prepared to Introduce the Speaker!
   • Getting their CV can be a great way to decide what to say.
   • A quick Google search should help.
   • Use the reasons you had to invite them in the first place.

Example Emails for Invitations

Email for Student/Postdoc Lunch Invitation

Subject: Invitation to Lunch with Dr. [Speaker’s Name] on [Date]

Dear [Student/Postdoc’s Name],

We are excited to welcome Dr. [Speaker’s Full Name], a renowned expert in [Field of Expertise], to campus as our guest for [Event, e.g., Darwin Day Lecture, Journal Club]. As part of the visit, we’re organizing a lunch with students and postdocs, offering an excellent opportunity for informal discussion and insights into Dr. [Speaker’s Last Name]’s work.

Lunch Details:

• Date: [Date]
• Time: [Time, e.g., 11:45 am – 12:50 pm]
• Location: [Room/Building Name]

Please let me know if you can join. Space is limited, so RSVP by [Deadline Date].

Thank you!

Best regards,
[Your Name]
[Your Position/Department]

Email for Faculty One-on-One Meeting Invitation

Subject: Meeting with Dr. [Speaker’s Name] on [Date]

Dear Dr. [Faculty’s Last Name],

We are honored to host Dr. [Speaker’s Full Name] for [Event, e.g., a Darwin Day Lecture]. As part of the visit, we’re arranging one-on-one meetings with faculty whose research aligns with Dr. [Speaker’s Last Name]’s interests in [Speaker’s Research Area].

Available Meeting Times:
To make scheduling easier, we’ve created a Google Doc with available meeting slots. Please feel free to sign up for a time that works best for you: [Google Doc Link]

This is a great opportunity to discuss research interests directly with Dr. [Speaker’s Last Name]. If you have any questions or would like assistance with the sign-up process, please don’t hesitate to reach out.

Best regards,
[Your Name]
[Your Position/Department]

Email for Faculty Dinner Invitation

Subject: Invitation to Dinner with Dr. [Speaker’s Name] on [Date]

Dear Dr. [Faculty’s Last Name],

We’re excited to host Dr. [Speaker’s Full Name] for [Event, e.g., Darwin Day Lecture] and would like to invite you to join us for an informal dinner. This will be a wonderful opportunity to connect over conversation and discuss topics in [Research Field or Interest].

Dinner Details:

• Date: [Date]
• Time: [Time, e.g., 6:30 pm]
• Location: [Restaurant or Venue Name]

Please let me know if you can join us, as we’d be delighted to have you participate.

Warm regards,
[Your Name]
[Your Position/Department]