Schedule at the CfA
The host arranges a local schedule for the speaker - including
appointments with CfA staff, students, etc. - and helps
the speaker find her/his way through the CfA!
The host is responsible for office space as needed. Most speakers
do not stay long enough to worry about computer accounts, but the host
should arrange it if the speaker requests one. Most speakers have been
able to plug into a wall outlet with their personal laptop without
problem, but talk to the IT staff if there are questions.
Arrange a lunch or dinner in honor of the speaker, normally on the
day of the colloquium. Ask the speaker if there are any special guests
he/she wants for the Colloquium Dinner. Try to get a good mix of
scientific staff, postdocs, and students. Please invite one or
more of the student facilitators, who are all volunteers. They
are listed on the
colloquium contact page.
Please pay for the meal: you will be reimbursed up to $250.
Please bring the receipt and a list of the attendees to
the Harvard Business Office within 30 days of the event.
It is customary that the meals for the speaker and students are subsidized
fully and partially subsidized for postdocs (usually 50%). Collect as
needed from the more senior attendees.
If the speaker has a car and needs a temporary parking permit
please check with the Harvard Business Office.
At the Talk
Coordinate with the student facilitator for audio/video needs.
It is wise to schedule a checkout at 3:00 PM for powerpoint or
video presentations. Make sure there is a microphone for the
speaker to use.
Have the speaker complete and sign the release form
which gives permission for a video file of the presentation to be posted
on the CfA web pages (or requests that it not be posted). The form
is a screen-fillable PDF, but copies are also available in the
projection booth. The form must be returned to the
student facilitator before the talk, so that the presentation can
Get the speaker to Phillips Auditorium in time for tea at 3:30 PM.
Introduce the speaker at the beginning of the colloquium at 4:00 PM.
Please use the podium microphone so that your introduction can be
heard on the webcast and video archive file.
Assist with the taking of questions. The actual presentation should
end by 5:00 PM; questions should be cut off by 5:10 PM at the latest.
Call for thanks to the speaker again at the end of the question period.
We like to provide an additional opportunity for the students to
familiarize themselves with the speaker's research and to talk with
Peggy Herlihy (Astronomy Department, pherlihy@cfa) usually arranges a Friday
pizza lunch, but the host should make sure that the speaker gets