Instructions for Hosts (Spring)

Postdoc duties

At least 2 weeks prior to the talk: 

1. 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. The Bahcall Lunch organizers will reach out in a separate email. Typically, they will be at Peyton all day on Tuesday and will visit the IAS on Wednesday. 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 Tuesday night

• Any dietary restrictions/preferences for dinner

• 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 has been already received by Mami Akiyama, who helps coordinate their visits.

Finally, arrange to meet the speaker at your office or elsewhere on Tuesday morning so you can let them into the building, give them the key to their office,  and show them to the visitor's office. IMPORTANT: copy Mami (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:

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

Note: Route 4 stops at Princeton Junction, Princeton station and near Goheen walk at Washington st (closest stop to Peyton and Jadwin hall).

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

• Note the disruption due to Ivy Lane construction:
  The speaker should enter Peyton hall from the South entrance due to the Ivy Lane road closure. The email should include instructions taken from https://web.astro.princeton.edu/resources-contacts/directions to walk from Nassau Inn to Peyton hall.

2. Once you have the speaker's schedule, you should 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 Tuesday and change the date(s).

• By default, the dinner sign-up list on the speaker's visit page includes only 8 spots (including the speaker). 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 Ashley and Philipp to ask for guidance. At the restaurant, the astro faculty host should pay for the Tuesday dinner, even if there is a mix of participants from two institutions; the IAS will pay for Wednesday's dinner.

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

• The speaker page should be filled with slots for meetings with people at Peyton Hall, as well as extra activities (e.g., Bahcall lunch and tea with the graduate students). Please adjust it as necessary according to the speaker’s schedule for the week and set up the requested meetings.  If the meeting with the graduate students needs to be rescheduled, please check with Ashley and Philipp or email the tea organizers, Nick (loudas@princeton.edu) and Lena (lena.treiber@princeton.edu).

1-2 weeks prior to the talk: 

• Check with the Peyton colloquium organizers for information 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.

Contacts:
- Ashley Chontos (ashleychontos@astro.princeton.edu)
- Philipp Kempski (pkempski@princeton.edu) 

Friday before the talk: 

• Send an email to all@astro.princeton.edu announcing the speaker to the department. Give the link to the editable Google Sites page, so that any remaining meeting spots may be filled and so people can sign up to join dinner on Tuesday. The announcement should also say that the colloquium will be in-person attendance only (that is, there will be no zoom option) and will be followed by Bahcall Lunch at 12:30 pm, which will be held in the Lewis Library Treehouse adjacent to Peyton Hall.

Monday: 

1. Obtain the visitor office key, welcome packet, and gift (laser pointer) from Mami (114 Peyton; makiyama@princeton.edu) or, if you cannot find Mami, Stephanie Reif (sreif@princeton.edu) or Greg Motta (gmotta@princeton.edu).

2. Send a reminder that the colloquium is tomorrow and include the links for the one-on-one meeting schedule.

Tuesday: 

1. Meet the speaker first thing in the morning and give them their welcome packet, a copy of their schedule, the gift/laser pointer, and a key to the visitor office.

2. Assist the speaker if they need any help. 

Note: During the Spring, reimbursement is processed by the Princeton Astro Department by Mami. Mami should have been in contact with the speaker prior to their visit, but if not please help the speaker make the connection.

3. Find the speaker in advance of the colloquium and make sure they are set up.  (We'll have to check whether there is a class in the auditorium just before the colloquium.  If so, we'll have to find a time for doing that setup.)

4. Make sure whoever is giving the introduction is ready and on time.  Usually the postdoc host introduces the speaker and moderates questions after the talk.

5. Coordinate with the faculty host regarding the dinner organization (see below). Facilitate transportation to and from the dinner. 

Wednesday: 

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

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: 

• 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. 

• Coordinate with the postdoc host for who will give the introduction for the speaker.

Tuesday: 

• By about 12 pm, make reservations for dinner at 6:30 pm. Dinner should not exceed $65 per person, or a total of $520 if 8 people joined dinner. Pay the bill with your Princeton Travel and Expense card. 

Note: 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 11 guests in addition to the speaker (12 people in total). At the restaurant, the Astro faculty host should pay for the Tuesday dinner, even if there is a mix of participants from two institutions; the IAS will pay for Wednesday's dinner.

• Restaurant suggestions include (but are not limited to):

  • Mediterra, 29 Hulfish St. (Palmer square), (609)-252-9680

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

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

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

  • Yankee Doodle Tap Room, 10 Palmer Square, (609)-688-2600

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

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

  • Aspendos, 182 Nassau St,  609-423-2811

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

• For reimbursement, submit an expense report through the Concur system, allocating the expense to Department 23100, Fund E9999, Program AC005. You will need to submit the receipt. If you have any questions regarding reimbursement, please contact Mami Akiyama (114 Peyton; makiyama@astro.princeton.edu).