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.



  1. Manage speaker schedule
  2. Ensure proper rooms are booked
  3. Get title, abstract, and bio information from speakers
  4. Update EECS Calendar with speaker information
  5. Send out week advance email with speaker and topic
  6. Send day of reminder email
  7. Coordinate any other miscellaneous talks

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.

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 :::PROFESSOR::: has indicated you'd like to participate in. Tuesday, :::DATE::: from 4:00 pm to 5:15 pm has been reserved for your talk. I just wanted to take a minute to introduce myself and let you know that, as the date gets close, I'll be asking you for information about the talk so we can advertise it. Eventually I'll need the title of the talk, an abstract, and a short bio. If anything comes up regarding scheduling, I'd be happy to help.

In the meantime, I hope you're having a nice day, and I look forward to meeting you.

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