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.


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.


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.

Updating EECS Calendar

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.

Send out Weekly Email

Two emails should be sent to 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.

:::NAME:::, :::TITLE::: at :::AFFILIATION:::, will present a talk on :::DATE:::.

*Time*: 4:00-5:30
*Location*: 3725 BBBB



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 left-over food.

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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