EBIO Colloquia Guidelines
 Colloquium Talks are Friday 4-5 pm in Ramaley N1B23 unless otherwise indicated below. Refreshments will be available prior to the talk at 3:30 in Ramaley N240 . All are welcome; however, please bring your own cup for coffee and tea .
* We will have pizza lunch with the speaker on all days*
» What the Committee Does
» Host Lab Responsibilities
» Money
» Reimbursement
- Makes up the Colloquium Schedule for the year.
- Updating the Colloquium Schedule Web page.
- Provides AV support for the talk. This means a Committee representative will take the speaker's computer or slides over to the Colloquium room and make sure everything is set up. The representative will also orient the speaker to the room and stick around for the talk, just in case.
- Reserves a room for each weekend of the semester at a local hotel.
- Prepares coffee & tea for "cookies" before talk.
As the liaison between EBIO and the speaker, the host lab must contact the speaker and remain in touch in the months, weeks leading up to the talk. All the information the speaker must have will come by way of the host lab, not directly from the Colloquium Committee.
- Promotes the talk by placing flyers around Ramaley and elsewhere on campus, and sending a notice for inclusion in "This Week in EBIO."
- If the speaker is not going to use the Quality Inn Hotel because they are staying at the home of a professor or student, the host lab needs to contact Marcus Cohen ( Marcus.Cohen@colorado.edu ) or a representative of the Colloquium Committee in time to cancel the reservation.
- If the speaker is going to use a local hotel (Quality Inn Hotel, reserved by the Colloquium Committee), they should confirm that with Marcus Cohen or Melissa Keller 2-3 days before the speaker arrives, so the paper work can be processed in time and the correct number of nights can be reserved.
- Transport the speaker and keep them fed. We cannot reimburse for rental cars, and meals should be of the non-opulent variety (see Money ).
- Organize the speaker's schedule. It is expected that the host lab will arrange 1/2 hour meetings with graduate students and faculty on the day of the talk. This can be accomplished by sending an e-mail announcement to both the faculty and graduate student e-mail lists.
- Lunch: Either 2 or 3 graduate students may take the speaker to lunch or, if there is sufficient interest, an in-house lunch (i.e. pizza) can be provided.
- Prepare the pre-talk reception. The "Cookies" is held at 3:30 pm in the Hobart Smith Room, and the host lab needs to set-up the coffee and tea makers before people begin to arrive. The serving trays are in the Main Office next to the sink.
- Clean-up after the pre-talk reception! The extra food should be properly disposed of (i.e. given to graduate students). Because the clean-up may occur after 5:00pm.
- The host lab may have a post-talk function that can take the form of either a reception in N240 or a dinner; although the dinner option should be handled responsibly (see Money ).
Guidelines:
- If the speaker is driving here from nearby (i.e. Fort Collins or some such place), they will be reimbursed at a rate of $0.53/mile.
- The committee will make hotel accommodations at the Quality Inn Hotel (contact Marcus Cohen Marcus.Cohen@colorado.edu ).
- It is easiest if we make the airfare arrangements for the speaker through our travel agent at Boulder Travel. Please contact Clint Francis( clinton.francis@colorado.edu ) or Amy Watson ( Amy.Trowbridge@colorado.edu ) WELL in advance and we can buy the speaker's ticket. Another option is for the speaker to buy a ticket and then get reimbursed, but this is not the preferred option.
- The speaker can be taken out to lunch and dinner on Friday.
- Lunch should be with 2-3 grad students, with a limit
of $75. It is polite for one of the graduate students to pay and get
reimbursed for this. If $75 is not spent, the remainder CAN be rolled over into the reception budget
- Thursday Dinner/Friday Expenses - The host lab will be given $220 to pay for the speaker's
Thursday night dinner and Friday expenses (including breakfast, cookies and post-talk reception and/or
dinner).
- We have a limited budget, and any expenses beyond the $220 should be discussed with and approved by Sharon Collinge ( Sharon.Collinge@Colorado.edu ) prior to seeking reimbursement.
- For local speakers, the Friday reception/dinner budget is $150 and student lunch is $75.
- For exit talks the friday reception/dinner budget is $75 and the student lunch is $75.
- IMPORTANT: We can no longer get reimbursed for alcohol purchases. This is a University-wide policy, without exceptions. Please make sure to get separate receipts for food and alcohol (especially important at dinner).
- PLEASE NOTE: Only meals for the speaker are reimbursed during his/her stay Thursday through Friday night. Please take this into consideration when planning how many days your speaker will visit (e.g. Saturday night stays will not be reimbursed for meals.)
To be reimbursed, the speaker should plan to provide Melissa Keller a completed W-9 form (including home address social security number, phone number, etc.). This can be obtained from Melissa directly ( Melissa.Keller@colorado.edu or by phone at 303-492-8983). The speaker should contact Melissa Keller as early as possible and email is a fantastic way to make intial contact.
This information can be sent directly to Melissa Keller or to the host lab, although it should be noted that it all goes to Melissa in the end.
Melissa Keller's contact information:
Melissa Keller
University of Colorado
N122 Ramaley
Boulder, CO 80309-0334
(303) 492-8983
(303) 492-8699 FAX
Email: Melissa.Keller@Colorado.EDU
For any general questions, please contact the committee chair, Clint Francis( clinton.francis@Colorado.edu ).
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