AI Seminar Coordinator

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AI Seminar Coordinator
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This page hopefully contains all of the info necessary for being the AI Seminar Coordinator. Each section represents a different responsibility.

Contents

Managing Speaker Schedule

The easiest way to manage the speaker schedule is to create a shared google sheet like the one you can view here. The schedule should be for the duration of your appointment (usually a year). Currently we have faculty doubled up for lab overview presentations in the fall, that's why there are two speaker boxes.

Ensuring rooms are booked

Generally talks are held in 3725 BBBB, but this should be double checked when you start. It may happen that due to speaker reputation, a larger room will need to be booked. You'll need to contact a CSE administrator to reserve a room larger than 3725.

Getting speaker information

This is one of the most straightforward and difficult tasks. You simply need to email the speakers, but they probably won't respond very quickly. Below is an email template that can be used to reach out to speakers. You'll want to have the information by at least Wednesday so that you have time to update the calendar, although earlier is better so the information can go out in the weekly email.

Upcoming Talk at University of Michigan on __DATE__

My name is __YOUR_NAME__, and I'm a graduate student at the University of Michigan. I'm in charge of coordinating the Toyota AI Seminar series, which __SPONSOR__ has indicated you'd like to participate in. Your talk has been scheduled for Tuesday, __DATE__ from 4:10pm to 5:00pm, with 10 minutes after for questions. I just wanted to take a minute to introduce myself and let you know that at least a week in advance I'll need the title of your talk, an abstract, a short bio, and a picture of yourself to advertise. If anything comes up regarding scheduling, I'd be happy to help.

I look forward to meeting you.

Sincerely,
__YOUR_NAME__

Upcoming Presentation at the Toyota AI Seminar on __DATE__

You are scheduled to give an approximately thirty minute talk on Tuesday, __DATE__ sometime between 4:00pm to 5:15pm. Generally this talk is an overview if your lab's research, but it can be about whatever you want. Use this as an opportunity to educate the rest of the department on what your lab is doing and to recruit new students. Will you please send me the title of your talk, an abstract, a short bio, and a preferred picture of yourself before Monday. If anything comes up regarding scheduling, I'd be happy to help.

Sincerely,
__YOUR_NAME__

Updating EECS Calendar

The EECS Calendar is viewable here. Use this link to add an event to the EECS calendar. Use this link to edit an existing event. Try to have the events added before Thursday so that it will go out in the EECS weekly email Friday morning.

Some text fields in the calendar also support limited html markup like `br`, `strong`, and `emph`.

Send out Weekly Email

Two emails should be sent to ai-seminar@eecs.umich.edu. The first should be sent the Tuesday before the talk, and the second should be a reminder emails sent the morning of the talk. A template email follows.

Toyota AI Seminar: __NAME__ __DATE__

Reminder: Toyota AI Seminar: __NAME__ TODAY

__NAME__, __PERSONAL_TITLE__ at __AFFILIATION__, will present a talk on Tuesday, __DATE__.

Title 
__TITLE__
Date 
__DATE__
Time 
4:00 - 5:15
Location 
3725 BBBB
Abstract 
__ABSTRACT__
Bio 
__BIO__

Toyota AI Seminar: __NAME1__ & __NAME2__ __DATE__

Reminder: Toyota AI Seminar: __NAME1__ & __NAME2__ TODAY

__NAME1__ and __NAME2__, Professors of Computer Science at the University of Michigan, will present a talk on Tuesday, __DATE__.

__NAME1__'s Title 
__TITLE1__
__NAME2__'s Title 
__TITLE2__
Date 
__DATE__
Time 
4:00 - 5:15
Location 
3725 BBBB
__NAME1__'s Abstract 
__ABSTRACT1__
__NAME1__'s Bio 
__BIO1__
__NAME2__'s Abstract 
__ABSTRACT2__
__NAME2__'s Bio 
__BIO2__

Order and Coordinate Food

You need to order food in advance for each talk. This entails talking with an admin responsible for ordering food, setting up food and chairs ahead of time, and cleaning up and distributing any leftover food. General attendance of an AI Seminar is around 20, and the standard food order is five dozen doughnuts from Washtenaw Dairy for ~$40, however sometimes nicer more expensive food is preferable. For the pizza session, the standard order is 8-10 pizzas from Cottage Inn (~$130 for 35 people), although most recently this was catered from NeoPapalis for ~$150. NeoPapalis will deliver for free for any order over $100. Here is a link to all business that accept short codes, these aren't the only business that can be ordered from, but it is much easier to order from them.

There are a few business that offer special deals to the University of Michigan. Some include:

Washtenaw Dairy 
5 dozen doughnuts delivered for $40
Barry Bagels 
$5 a dozen. Requires order over $20. Must use this fax form. More info.
Busch's 
Generally low cost, but no known special deals
Panera 
Generally low cost, but no known special deals

Updating the Google Calendar

A Google calendar also exists with information on the talks. This should be updated to keep people who rely on this form of communication up to date. You may need to ask the previous AI Coordinator to give you edit access.

Coordinate any other Miscellaneous Talks

This probably won't happen too often, but occasionally you may need to schedule other talks. I trust you're capable enough to figure out what is necessary.

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