Thank you for offering to be a student host – the Speaker Series depends on help from people like you. It will be your job to coordinate this visit and to make sure everything runs smoothly. The following tasks can, however, be divided up between two or more people. If any questions arise, don’t hesitate to contact the Host Coordinator (Becky Butler Thompson, bbt24@cornell.edu)

Overview of the visit:

Thursday:

Lunch with faculty and/or student host (if speaker arrives early enough)

Office hours after lunch

Talk at 4:30

Reception after the talk

Potluck or restaurant dinner after the reception

Friday:

Office hours in the morning

Lunch with students

More office hours (if speaker has time)

Unscheduled time in evening (if speaker stays overnight)

Saturday:

Unscheduled time (until speaker departs)

· Note that the unscheduled times on Friday and Saturday will depend on when the speaker leaves. While it is not required that the student host provide activities for the speaker during unscheduled time, you should help the speaker find activities or places of interest to fill this time. In contact with the speaker, find out what type of activities the speaker would like information about.

By 20 days before the talk, do the following:

1) Background Info. Talk to the Host Coordinator (Becky Butler Thompson, bbt24@cornell.edu) and get details about where the speaker is staying (usually with a faculty member) and how he’s getting to Ithaca. Also find out if a student or faculty member has already agreed to host a potluck.

2) Email the Speaker.

a) The Invitation Coordinator (Becky Butler Thompson, bbt24@cornell.edu) will send an email to you, the speaker and the Host Coordinator, giving you the speaker’s contact information and informing the speaker that you will be the student host for the visit.

b) You should then contact the speaker to tell him/her who will be picking him/her up at the airport or to provide a map and parking information.

c) Please remind the speaker that Thursday’s talk is at 4:30 – it’s about 50-60 minutes, followed by questions.

d) Verify that the speaker is willing to hold office hours, and if so, check what might be good times. In general, it is simplest to suggest a schedule (e.g. Thursday 2-3:30 meetings, Friday 10-12 - meetings, 12:30 – 1:30 lunch with students, 1:30 and beyond - meetings) and ask the speaker to confirm or change it.

e) Ask about equipment needs such as overhead projector or in-focus projector.

f) Ask if there are any pre-talk reading recommendations.

g) Ask for the talk title(s) and short abstract(s) so the talk(s) can be advertised. Email these to Sheila Haddad sjh1@cornell.edu and Angie Tinti akt2@cornell.edu as soon as you get them. Angie and Sheila will investigate advertising the talk through the Cornell Chronicle. Also send the talk title(s)s and short abstract(s) to Eric Evans (eje4) so that he can post them on the web site.

By 10 days before the talk, do the following:

3) Introduction. Identify a faculty member to introduce the speaker at the Thursday (and Friday) talk(s).

4) Office hours. Post a sheet of paper on the lounge door for people to reserve appointments (generally 30 min. long). Make sure to write the room number on the sheet (ask Angie or Sheila).

5) Prepare a flyer. Make appropriate adjustments to the flyer template here. Make sure to include the speaker’s name and affiliation, talk titles, locations and times and potluck information. Make sure that the bottom information declaring that the talk is funded in part by SAFC/GPSAFC appears on the page. This information is needed in order for the CLC to be reimbursed. The flyer should be photocopied onto colored paper and posted on the department board and on faculty office doors. Please contact individual faculty before posting flyers on their doors. See (8) below for information regarding photocopying.

6) Email Angie akt2@cornell.edu and the CLC clc-l@cornell.edu. Include the information mentioned above, as well as information about the lunch for students on Friday. Make sure that the email also says that the visit is being funded in part by SAFC/GPSAFC. Ask Angie to forward it to the field, faculty and talk list.

During the visit:

7) Transportation. Make sure the guest gets to wherever he or she needs to be. This includes transportation from the airport to campus, from the Thursday reception to potluck, from the potluck to wherever he or she may be staying, to campus on Friday, and to the airport in time for departure (at least 1 hour before the flight).

You do not have to do all the driving yourself, but please make sure that someone takes care of it. We prefer that the speaker be met at the airport by someone in the field of linguistics. If you do not have a car, see if anyone else in the field (faculty or student) is available. If not, you can call the Airline Limousine Service in Ithaca (273-3030) and bill it to the department.

8) Photocopying. Please make any handout photocopies that the speaker may need (CLC account #3134).

9) Reimbursement Vouchers. Ask Angie for a expense vouchers, both for GPSAFC and the Department. Ask the speaker to fill out the name, address and social security number and to sign it. Return to Angie. Ask the speaker to mail all receipts (meals, lodging and travel) to Angie Tinti, Dept. of Linguistics, Morrill Hall 203, Ithaca, NY 14853-4701. This is essential if the speaker is to be reimbursed promptly.

10) Hospitality. Some speakers arrive early and have some time during the day when nothing is scheduled. It is not your responsibility to entertain the speaker, but with the help of interested faculty, it would be good to point him/her to libraries or other interesting places on campus (Johnson Museum, …). You are only responsible for coordinating the speaker’s activities for Thursday and Friday. As some speakers stay longer, please make yourself available to suggest Friday evening and Saturday activities, to help the speaker fill his/her time in Ithaca.

11) Meals. Usually, Thursday’s lunch is with the student host and interested faculty, Thursday’s dinner is either a potluck at a student/faculty member’s house or a trip to a moderately priced restaurant, and Friday’s lunch is with interested students. Put signup sheets in the mailroom and email the CLC-list clc-l@cornell.edu for these events.

For Thursday’s dinner (if applicable) and Friday’s lunch, you can choose the restaurant. If there is a dinner, a faculty member can pay for it with the Department procurement card. The total for the meal should be $100-$120, so make sure you choose a moderately priced restaurant. For the Friday lunch, the CLC will pay for the speaker’s meal and up to $10 for up to 4 students (including you). You will have to pay for this up front, so see (15) below about reimbursement. Talk to the Host Coordinator about specific details.

12) Room 106/111. You are responsible for turning off the lights and closing the doors and windows in room 106/111 after the Thursday evening talk.

13) Potluck. In consultation with the chair, determine whether it would be best to have a potluck or to go to a restaurant for dinner. If a student or faculty member is hosting the potluck, you will need to arrange for a main dish, paper plates, cups and drinks. Coordinate with the student/faculty member to see what is needed. The Speaker Committee Potluck Coordinator can purchase supplies and help you figure this all out. You should also offer to help set up before and to clean up after. See (15) below about reimbursement for the expenses.

After the visit

14) Thank you. After the guest has left, please write a thank you letter.

15) Money. As the student host, you may need to pay for the Friday lunch up front. If this is a problem, you can split the job with someone else or talk to someone on the Speaker Series Committee to see if we can arrange something. You will not be reimbursed for tax, so it is important to obtain no-tax forms from Sheila before you buy anything. Save the itemized receipts from your purchases and submit them, along with a Financial Reimbursement Form and a copy of the flyer you prepared, to the SAFC/GPSAFC office in Room 518E of Willard Straight Hall. A member of the Speaker Series Committee can help you fill out this form. You must submit the form within 30 days of the purchase date or by the first Monday after the last day of classes, whichever comes first. You will need to have the CLC president and treasurer sign the form before you turn it in.