Seminar Coordination

Faculty Coordinator Responsibilities

• Initial invitation & finalizing date of visit
• Complete the Seminar Speaker Information Form and submit it to the Seminar Coordinator one month prior to the start of the quarter
• Arrange for transportation from airport
• Create schedule for speaker's visit
• Arrange for dinner the night of the seminar
• Arrange for transportation to the airport upon departure
• Act as facilitator of communication in the event that the Seminar Cordinator is not receiving responses from the speaker regarding his/her visit
• All other tasks/questions/communications with the speaker should be referred to your Seminar Coordinator

Detailed Seminar Procedures Flow-Chart

Budgeting

The Faculty Coordinator for each seminar series is ultimately responsible for staying within the allotted quarterly budget for each seminar series. Typical expenses for speakers in the following categories include:

Local Speakers (UC San Diego or the areas immediately surrounding San Diego)

• Meals: dinner (entertainment maximums) and lunch at The Ida and Cecil Green Faculty Club (menu & prices)
• Campus Parking: only if the guest is not from UC San Diego (current pricing)

Non-local Speakers

• Airfare, Mileage Reimbursement, or Train Fare: depending on the origination of each visitor the cost varies immensely
• Hotel: $145.13/day inclusive of all taxes and fees (subject to change).
  *One day authorized for California speakers & two days authorized for non-California.
• Ground Transportation: this includes airport parking, taxis, trains and parking on campus if necessary.
  *The typical taxi ride is approximately$35-$45 per direction
• Meals: dinner (entertainment maximums) and lunch at The Ida and Cecil Green Faculty Club (menu & prices)

Entertainment Guidelines

• Typical meal reimbursements are authorized for a maximum of four attendees (speaker + three faculty) for one lunch and one dinner per speaker.
• Reimbursement for alcohol is available for junior faculty on a funds available basis only
• Reimbursement of expenses involving the spouse/partner of a guest or faculty member are considered exceptional entertainment and is only possible with the approval of the Vice Chancellor or his designee.
• A short written explanation detailing the legitimate business purpose of the spouse/partner’s attendance must be provided

Day of Visit Logistics

• Lunch: the faculty club card is kept in your Seminar Coordinator’s office and can be checked out on the day of the seminar
  • Prompt return of the card and yellow receipt is appreciated.
    *Write the names of the attendees and the index number on the receipt
• Visitor Office: the office is located in Economics Building, Rm. 222 and the key is kept in your Seminar Coordinator's office available for check-out on the day of the speaker's visit
• Because of the high-volume of visitors the Department hosts the Visitor Office is available for use on the day of the speaker's visit only