Host duties:

Postdoc duties

At least 2 weeks prior to the talk: 

1. Check with the colloquium organizers at Peyton, David Setton (davidsetton@princeton.edu) and Jordy Develaar (jdavelaar@princeton.edu) for information obtained by Amanda  Cenker (IAS) about the visitor's availability for meetings and dinner, any dietary restrictions/preference for dinner, and anyone in the department they have said they would like to meet. Please also familiarize yourself with the Google page corresponding to their visit, which you will find linked from this page.

2. Email the speaker to introduce yourself and explain that you will be hosting the Princeton side of their visit. Provide a cell phone number for them to contact you and inquire about their schedule while in Princeton. Typically, they will be at Peyton all day on Wednesday after visiting the IAS on Tuesday. They may opt to be in the department on other days during the week, so confirm their schedule.  

If the following information has not already been provided, ask for

• Their arrival/departure dates, which days they will be in Peyton, AND their availability for dinner on Wednesday night

• Any dietary restrictions/preferences for Wunch and dinner. (make sure to cc BOTH faculty host and Wunch organizers (Josh Roth and Matt Goodbred), https://web.astro.princeton.edu/wunch)

• Anyone in the department with whom they would like to meet

Note: You do not need to ask for the title and abstract, since this information will be collected by Amanda from the IAS. That information can be found on the IAS colloquium page: https://www.ias.edu/sns/astrophysics/joint-iaspu-astrophysics-colloquium

Finally, arrange to meet the speaker at your office or elsewhere on Wednesday morning so you can give them their office key and show them to the visitor's office. IMPORTANT: copy Mami Akiyama (makiyama@astro.princeton.edu) on this email and ask the speaker to reply all to keep everyone in the loop.

Information that the speaker might request:

• Transportation to/from the Institute for Advanced Study (IAS): IAS shuttle schedule

• Getting to/around the Princeton Campus: https://transportation.princeton.edu/getting-campus

Note: The Forrestal Route stops at Jadwin Hall and the Princeton Station.

Once you have the speaker's schedule, you should:

3. Fill out the page for the speaker linked from the main schedule page. Update the title, abstract, and meeting schedule dates. If the speaker will be in Peyton for more than one day, copy and paste the schedule from Wednesday and change the date(s).

4. Edit the dinner sign-up list on the speaker's visit page to include a total of 8 slots (including the speaker). To allow for easier conversation with the speaker we are limiting the dinner to ~8 people. If people contact you saying they'd like to come but the list is full, coordinate with the IAS host to see how many people are planning to attend on their end. You can also contact David and Jordy and ask for guidance. At the restaurant, the Astro faculty host should pay for the Wednesday dinner using their T&E card, even if there is a mix of participants from two institutions; the IAS will pay for Tuesday's dinner.

Note: Sometimes due to the speaker's travel restrictions, the IAS and Peyton dinners will combined into a single dinner. In that case, coordinate with the IAS host to decide on a place and time for dinner. 

5. The speaker page should be filled with slots for meetings with people at Peyton Hall, as well as extra activities (e.g., Wunch). Please adjust it as necessary according to the speaker’s schedule for the week and set up the requested meetings. 

Note: The schedule on Wednesday includes Wunch, which is a reserved slot for the speaker to have lunch with the graduate students between 12:30 and 1:30pm. Please make sure not to schedule other activities for the speaker during this time.  If the speaker is visiting on a day other than Wednesday, contact the Wunch organizers (Ronan ronanhix@princeton.edu, Miguel miguelmontalvo@princeton.edu, and Caleb caleb.lammers@princeton.edu) to see if the students would like to reschedule the lunch. 

Friday before the talk: 

• The IAS announcement will include a link to the sign up for meetings and dinner. If you need to send a reminder about either, use the all@astro.princeton.edu mailing list.

  • NB : please send the edit link to the doc, rather than just the link to the webpage itself. New members of the community often don't have edit privileges right away, and only can edit the schedule with an edit link. Example: https://sites.google.com/d/1fOFqBsVGfVKonRFp-bIFCULR_cXJm_2a/p/1RW-Z7Vf0lEdPGi1H7yJcPbzNcMYVP2Ab/edit

    • To get the edit link: (i) go to the webpage (e.g. this one), (ii) click the edit button in the bottom right, (iii) use the URL in the URL topbar (it should end in "/edit").

• Also in the reminder announcement sent to all@astro.princeton.edu , be sure to include below: 

1. The talk will be in-person attendance only, in Wolfensohn Hall at the IAS (Exception Oct.21 and Dec. 2 on which it will be in Bloomberg Lecture Hall).  That is, there will be no zoom option.  

2. Shuttle pick-up at 10:25 (Broadmead) and 10:30 (Peyton).  

3. One-on-one meetings and dinner  * sign up at: https://sites.google.com/princeton.edu/puias-joint-colloq/2024-fall-schedule?authuser=0

4. The Joint Astrophysics Colloquium is immediately followed by Bahcall Lunch at the IAS (in-person only)

5. "All are strongly encouraged to come to Bahcall lunch. But if not, the bus will be available to return to the university, leaving about 12:15 (pickup in front of Fuld Hall).  The bus will then return for a pickup following lunch at about 1:35 (again in front of Fuld Hall), getting us back to our offices in Peyton Hall and Broadmead before 2 PM."

Note: The cost of dinner with the speaker will be covered by the department, but is limited to eight people (including the speaker).

Monday: 

1. Obtain the visitor office key and gift (laser pointer) from Mami Akiyama (114 Peyton; makiyama@princeton.edu) or, if you cannot find Mami, Stephanie Reif (sreif@princeton.edu) or Jillian Hoffman (jh36@princeton.edu>).

2. Send a reminder that the colloquium is tomorrow and remind Astro Department people to meet in front of Peyton Hall at 10:25 AM to walk over to Washington Road to take the bus to the IAS.

Tuesday: 

• Give the speaker the gift prior to the talk (it's a laser pointer so might be useful for the talk itself!). Assist the speaker if they need any help.

Note: During the Fall, reimbursement is processed from the IAS, not the Princeton Astro Department.

Wednesday: 

• Make sure the speaker has transportation to and from the IAS housing and Peyton Hall (see links above).

• Give the speaker a copy of their schedule, and the key to the visitor office.

About Joint Dinner:

At the restaurant, the Astro faculty host should pay for the Wednesday dinner, even if there is a mix of participants from two institutions; the IAS will pay for Tuesday's dinner.  Monday joint dinner will be paid by the host institution (IAS fall host).

In the case of a joint dinner with the IAS (when a speaker could only stay for one dinner), please coordinate with IAS hosts to allow  up to 11 guests in addition to the speaker (12 people in total). Please also separately email the Astro faculty host to let them know that there will not be a separate dinner.

After the departure of the speaker: Return the key to  Mami (114 Peyton; makiyama@princeton.edu) or Gregory Motta (101 Peyton; gmotta@princeton.edu).

Faculty duties:

The week before the talk: 

Coordinate with the postdoc host regarding responsibilities for hosting.

Monday before the talk: 

Email the department to solicit people to attend dinner. Dinner will be covered by the department, but is limited to 8 people total. We would like to encourage participation in the dinners from all demographics.

Wednesday: 

By about 12 pm, make reservations for dinner at 6:30 pm. Dinner should not exceed $65/pp, or a total of $520, including tip if 8 people (including the speaker) join the dinner. Pay the bill with your Princeton Travel and Expense card. Please be sure to keep the total cost under $520.    At the restaurant, the Astro faculty host should pay for the Wednesday dinner, even if there is a mix of participants from two institutions; the IAS will pay for Tuesday's dinner.  Monday joint dinner will be paid by the host institution (IAS fall host).

In the case of a joint dinner with IAS (when a speaker could only stay for one dinner), please coordinate with IAS hosts to allow  up to 11 guests in addition to the speaker (12 people in total). 

Restaurant suggestions include (but need not be limited to):

• Teresa Caffe, 23 Palmer Square E, (609)-921-1974

• Trattoria Procaccini, 354 Nassau Street, (609) 683-9700

• Lan Ramen, 4 Hulfish Street, (609) 356-0383

• SC House (Szechuan), 238 Nassau Street, (609) 454-3790

• Aspendos, (Mediterranean) 182 Nassau St (609) 423-2811

• Dvaraka,  (Indian) Witherspoon Street, (609) 423- 2809

• Local Greek,  44 Leigh Avenue (609) 285-2969

• The Mint (Indian), 164 Nassau St, (609) 285-5475

• Nassau Sushi (Korean with sushi options), 179 Nassau St, (609) 497-3275

• Efe's (Turkish), 235 Nassau St #4643, (609) 683 1220

• Amazing Thai, 260 Nassau St(609)-454-3593

Restaurant/bar options:

• Triumph, Palmer Square, (609)-924-7855 - 

• Alchemist & Barrister, 28 Witherspoon St, (609)-924-5555

• The Dinky Bar & Kitchen, 94 University Pl., (609)-423-2188

• Winberie's, 1 Palmer Square, (609)-921-0700

Somewhat more expensive (and difficult to keep under $65): 

• La Mezzaluna, 25 Witherspoon St, Italian, (609) 688-8515 / OpenTable.   Has outdoor seating! 

• Mediterra, 29 Hulfish St. (Palmer Square), (609)-252-9680 (difficult to keep  under $65/pp)

• Agricola, 1 Witherspoon St, (609) 921-2798

Reimbursement: Submit an expense report through the Concur system, allocating the expense to Department 23100, Fund E9999, Program AC005 (not AC111 as before July!). You will need to submit the receipt. If you have any questions regarding reimbursement, please contact Mami Akiyama (makiyama@astro.princeton.edu).