13 Checklist
Below is a checklist for you to keep track of all of the steps you need to follow:
- Confirm with host (feel out how much involvement host would like with speakers arrangements) (Due Date- 2-4 months before the start of semester)
- Check BUY.IU that they are not already a supplier
- Send supplier email
- Set up supplier profile
- Confirm full approval on BUY.IU
- Get travel plans
- Book flight
- Reconcile if you book
- Book accommodations
- Book rideshare
- Received Rideshare confirmation
- Put plans in itinerary (try to do this as swiftly as possible and forward to host so they can start filling it with meetings)
- Send itinerary to host and speaker once fully arranged
- Email to get bio, photo and abstract
- Make flyer
- Make LiveWhale event
- All above 2-4 months before Semester
- Set up delayed email-
- • 1 week before visit
- • Day of
- Confirm dinner plans with host
- Send out menus for PHD lunch to host for them to distribute to PHD Students
- Send menus to Speaker for PHD lunch
- Get p-card for dinner if needed
- Submit PHD Lunch order
- Reconcile any expense they arranged
- Submit Panera invoice (maybe self submitting)