Draft Blog Post for Cultural Analytics Talk: Taylor Arnold

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The Cultural Analytics Group, led by TT, invites guests to campus to lead a talk at the I School and a discussion at AI Futures Lab. Following is a list of standard tasks that should be edited to reflect the needs of the specific event/invited guest.

Speaker Information

• Speaker Name and Email:
• Event Date:
• Event Time:

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Reservations

• Reserve Room 210, South Hall
• Request lunch order for South Hall
• Reserve Seminar Room at AI Futures Lab
• Reserve room for guest speaker at Hotel Shattuck

Invitations

• Draft formal invitation
• Create PDF version of the invitation
• Share email draft & PDF with Tim for review
• Send formal invitation (with PDF attached) to speaker
• Send travel email (Choose one: “air travel - hotel” OR “local travel - hotel”)
• Complete speaker vendor registration (Must be done before travel)
• Send “Speaker Release Request” (Once title/abstract are received)

Coordination

• Make a copy of the Application Form and update for this event
• Send title/abstract to Jonathan (Web) to add Zoom to the event
• Send copy of the Application Form to Jonathan (Web)
• File signed speaker request on Drive
• Send copy of signed request to Jonathan (Web)
• Send registration update to [Admin Name TBD] (Determine if >40 lunches needed)
• Get speaker details and expense list from TT, and add the expenses that will be covered to this issue
  standard: Lodging (Hotel Shattuck, 2 nts), Airfare, Ground Transportation, No meal reimbursements (lunch and dinner typically provided)

Promotion

• Request images from Emily (Social Media); Cc Caitlin (Comms)
• Send event announcements (Talk and Discussion)
• Add event to the newsletter
• Invite Tim’s identified list to the discussion (No application required)
• Add invited guests to bCal

Registrations

• Get registration list from Jonathan (Web) (1 week before event)
• Update tracking spreadsheet with registration list
• Check Application Form responses (1 week before event)
• Ask Kirstie to review borderline applications
• Send acceptance emails to applicants
• Add accepted applicants to bCal

Day of Event

• Purchase food for AI Futures Lab discussion
• Set up food
• Lobby duty: Let people in 15 mins prior to start
• Set out name tags and crowd release sign
• Take photos
• Clean up after the discussion event

Post-Event

• Send speaker “Post Event - Payment” thank you and instructions
• Upload photos to Drive
• Write blog post
• Send blog post to speaker for review
• Reminder: Send reimbursement reminder 28 days after trip concludes

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Duplicate! please disregard