1 Setting up the series

These series are part of the P791 class for PHD students. There are a few speakers who will be in conjunction with other organizations.

• You will want to start this process 2-4 months before the start of the semester. The semester overview for Public Affairs is here: speaker page
• For the PA speaker series , your points of contact will be Paolo Belardinelli and Denvil Duncan, with Amanda Rutherford
• Penny Hudoff will set the room for the class when they schedule the next semester. Confirm what room as you will need to know for the flyer and the announcement emails. You can check the schedule in your Workgroup-Course Schedules-file( Please note the folders are empty, you are looking for the file Semester20??.xlsx)
• You will need to reserve the room for the PhD lunch for the semester, typically we reserve A318.  You can leave off spring/fall break week in the reservation. You will do this by sending a calendar invite to “O’Neill School Bloomington Conference Room PV-A318”, titling it something along the lines of “PhD Student Lunches w Public Affairs Speaker”. Typically, we reserve this from 1:30-3:00, but individual weeks can be shortened/extended depending on the guest speaker’s availability.
• While the speaker series is fundamentally a singular series, the finance side is two separate series with their own budgets as of Spring 2025(This is subject to change).
• You will need to submit 3 hospitality requests for the whole semester for your series. One will be for you to use for the PhD lunches using the PhD account 1040017, one will be for the p-cards for dinners, one for PAPF and one for G&M. Make sure you input a full description for reason for the report to help finance. For the PHD lunches, make sure to include that there will be students involved. The lunches are approx. $20 per guest, for 4 per lunches. For dinners, $60-80 per guest and there is typically 4 approx. guests for each dinner. The total does not need to be exact, it is just an estimation but approximate higher not lower. You also should put down for a catered reception approx. $750 for the whole semester. This needs to be on the PHD lunch hospitality request. This is not common, but is possible.

• You will need to make a Purchase Order for the PHD lunch for your individual series. You will use this PO# all semester, by simply using the PO# when you order Panera Catering lunch and sending the invoice to invoice@iu.edu after the fact. Sometimes, Panera will get the invoice sent in for this, but it is hit or miss so make sure you get confirmation of the invoice being sent. Here is a previous PO for you to refer to: PO0677941.
• You will need to make every speaker has a folder in their perspective speaker series folder in the O-drive. Make sure to put all of the documents attached to their visit are put in these folders so others can access them as well if needed. You will want to make folders for the speakers in your outlook as well to keep track of your correspondences.
• It is recommended that you use this Speaker series overview, contact and arrangements template to compile all information for your speakers as you will be planning travel for several people over several months so this will make it easier to keep track of all the information you will need about your speakers.
• At the start of the semester, after you have set up the LiveWhale events, check and make sure that the Website for perspective speaker series is updated. If you are seeing any issues, please email Mary Jo in Marketing to help get it fixed.

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