2 Contacting the speaker

To start, confirm with the delegate that the speaker is still attending.

Once you have confirmed, look in BUY.IU to see if they are already a supplier. If they are NOT in BUY.IU, you will then email the speaker with something similar to the below:

Hello [Name],

My name is [Your Name], and I will be assisting you with your travel arrangements for your upcoming visit to The O’Neill School on [Date].

To set you up in our system and book accommodations, I will need the following information:

• Full name as it appears on your passport or photo ID
• Cell phone number while traveling
• Date of birth
• Frequent flyer number (if applicable)
• Home address

Once you are set up in our system, you will receive a link from BUY.IU, our procurement system, to complete your direct deposit information. This is necessary in case of any incidentals that might occur during the trip. Once that is complete, I can proceed with booking your travel.

If you would like me to book your flight, please send me a flight itinerary that works with your schedule and your airport preferences. I will also arrange a shared ride service to and from the Indianapolis International Airport (IND) and Bloomington.

When considering flight preferences, please keep in mind:

• Our shared ride service allows 2 hours from pickup time to arrival in Bloomington. Therefore, a flight arrival time around 4:00 PM or earlier is preferable.
• The shared ride service requires a pickup time 3 hours before your return flight departs.

Alternatively, you are welcome to book your own flights. If you choose this option, please send me the confirmations and receipts so I can submit them for reimbursement. Just keep in mind the information listed above regarding the shared ride service.

We look forward to your visit to The O’Neill School of Public and Environmental Affairs and are here to assist you with any questions or concerns you may have.

Thank you!

 If they are a supplier, Send them an email with something akin to the following:

Hello [Name],

My name is [Your Name], and I will be assisting you with your travel arrangements for your upcoming visit to The O’Neill School on [Date].

I see that you are already a supplier in our system, but I would like to confirm that none of your information has changed.

Could you please confirm the following information for me:

• Full name as it appears on your passport or photo ID
• Cell phone number while traveling
• Date of birth
• Frequent flyer number (if applicable)
• Home address

If any information has changed, I will submit an update, and you should receive an email about that change from BUY.IU. Once that is complete, I can proceed with booking your travel.

If you would like me to book your flight, please send me a flight itinerary that works with your schedule and your airport preferences. I will also arrange a shared ride service to and from the Indianapolis International Airport (IND) and Bloomington.

When considering flight preferences, please keep in mind:

• Our shared ride service allows 2 hours from pickup time to arrival in Bloomington. Therefore, a flight arrival time around 4:00 PM or earlier is preferable, as there is usually a Thursday night dinner.
• The shared ride service requires a pickup time 3 hours before your return flight departs. Typically, there is a lunch after your seminar with the PhD students from 1:30 PM until 3:00 PM.

Alternatively, you are welcome to book your own flights. If you choose this option, please send me the confirmations and receipts so I can submit them for reimbursement. Just keep in mind the information listed above regarding the shared ride service.

We look forward to your visit to The O’Neill School of Public and Environmental Affairs and are here to assist you with any questions or concerns you may have.

Thank you!

Once you hear back from them, you can get started on booking their travel. If the speaker wishes to book their own travel, they are welcome to do so. You can politely remind them that as a standard, IU does not reimburse for business class or better. They also do not cover upgrades.