Hosting a Colloquium Speaker

Speaker Costs

Colloquium Funded Speakers

We are now paying a $1000 honorarium to out-of-state speakers to cover all costs (plane ticket, food, mileage, etc.).*

We are now paying a $100 honorarium to in-state speakers and we will reimburse other costs (food).*

In order to pay this honorarium we need:
The speaker's social security number and permanent (home) mailing address.
Please get the SSN and address to Julie Thomas (thomasju@lamar.colostate.edu) as quickly as possible (e.g. before they get here) so we can process the paperwork and have a check ready when they arrive.

Forms for Student Host Reimbursement

Students will be reimbursed for food for the colloquium social (< $20).

In order to pay this reimbursement we need: your social security number, mailing address, amount that you spent and original receipts (download reimbursement form).

Speaker Arrangements

1. Have your speaker arrange travel and hotel reservations at least two weeks prior to their talk. Confer with your speaker about transportation options (link to details).
2. Entertain your speaker:
   • Weekend:
     • If the speaker will be here during the weekend, ask what he would like to do. Many will have friends in town to visit. Recruit friends, faculty members, whomever, to accompany the speaker on hikes or whatever he would like to do. You don’t have to be with the speaker the whole time, but be sure that he isn't just sitting in his room when he would prefer to be out doing other things.
   • Weekdays:
     • Ask the speaker who she would like to meet with
     • Arrange a schedule to accommodate the speaker's wishes
     • Send out an E-mail to the Colloquium Vice President (so that the Vice-President can send an e-mail to the entire colloquium) asking if anyone would like to schedule a meeting with the speaker. It may be helpful to print up an itinerary with room/phone numbers for the speaker.

Advertising

1. Abstract
   • Contact speaker and get an abstract ASAP!
   • Send the abstract to the Colloquium Webmaster so he/she can update the website
   • Send the abstract to the Colloquium Vice President for use in advertising
2. Flyers and E-mail
   • Contact the Colloquium Vice President at least 1 week before speaker's visit with any additional information you would like posted on the mass e-mailing and/or flyer, such as: dinner with grad-students, reception, meetings
   • You may be requested to post the flyers - the Colloquium Vice President will contact you regarding this matter
   • At any time you may e-mail the Colloquium Vice President with things you would like to announce about the speaker and their talk that you feel might help draw people to attend the talk.
   • Some ideas: description of speaker's expertise, short list of relevant publications

The Seminar and the Visit

1. Appointments
• Escort the speaker to and from appointments
2. Audio/Visual
• If the speaker has any unusual audio/visual requests, make arrangements ahead of time with the Colloquium President
3. FOOD
• You are responsible for bringing food to the pre-seminar mixer. We provide cups and platters for the food. You have a $20 limit. (click here for more details)
4. Introduction
• Introduce the speaker at the beginning of the talk - usually a brief background. Mention next week's colloquium. Mention where/when the reception after the talk will be held.

Who to Contact for More Information

Questions about reimbursement or honorariums should be directed to the ASCSU accounting office:

• Michelle Frick: mefrick@otis.sc.colostate.edu or 491-0642
• Laura Fagan: lfagan@lamar.colostate.edu or 491-0971

Other questions can be sent to colloq@lamar.colostate.edu