AI Seminar Coordinator
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. 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 the talk, an abstract, and a short bio to advertise. 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.
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, and a short bio before Monday. If anything comes up regarding scheduling, I'd be happy to help.
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 firstname.lastname@example.org. 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__.
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__.
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. General attendance of an AI Seminar is around 20, and the standard food order is five dozen doughnuts from Washtenaw Dairy for ~$35. For the Pizza Session, the standard order is 8-10 pizzas from Cottage Inn. 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 Michigian. 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.
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.