Skip to content

Draft Blog Post for Cultural Analytics Talk: Taylor Arnold #131

@mnmnm22

Description

@mnmnm22

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:

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

Metadata

Metadata

Assignees

Labels

No labels
No labels

Type

No type

Projects

No projects

Milestone

No milestone

Relationships

None yet

Development

No branches or pull requests

Issue actions