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Once dates have been established:

  1. Reach out to the guest speaker to request:
    1. Availability throughout the week of his/her talk to meet with faculty
    2. The number of meetings that he/she would like to have during the week (let him/her know that there will probably be about eight)
    3. Speaker's abstract and a high-quality graphic
    4. A list of any MIT faculty with whom s/he would like to have a virtual meeting

  2. Post to announcement to the:
    1. MIT Events Calendar Page
    2. MRL website (contact Maria Aglietti)
    3. MRSEC website (contact Gina Franzetta until November 1; later to be determined)
    4. Spotlights page on the MIT Materials Events website (actual web address to be determined August 6)

  3. On the MIT Materials Events page, using Google Forms1, create a registration for the event 

  4. Create a 16:9 digital display, implementing artwork from speaker
    1. Change out the four images (username: mit.dmse@yahoo.com) of the  materials banner  
    2.  Update the abstract and image using the graphic provided by the speaker, and the name and title of the speaker, the title and the date.
    3. Change the background color to coordinate with the speaker's graphic
    4. Create QR code, connecting to the MIT Materials Events registration. Implement this code next to logos
    5. The digital display will go to:
      1. MIT Nano (Amanda Stoll)
      2. DMSE (Rachel Kemper)
      3. MRL (Maria Aglietti)

  5. Create bio on speaker that includes:
    1. Current title(s)
    2. Education (undergrad through professorship)

  6. Identify other departments pertinent to the speaker and the speaker's talk (obtain this from the host and/or seminar committee). This will be used to:
    1. Advertise to these departments (see contact sheet of contacts to sent email blasts
    2. If you cannot fill the speaker's schedule with

  7. Schedule meetings on the week or day of (depending on speaker's preference for a single day of meetings or to distribute throughout the week)
    1. Email faculty on dmse-professors@mit.edu (and, until November 1, 2020, mrsecfac2018@mit.edu)
    2. Organize an available time for a roundtable discussion group for postdocs and grad students
    3. For virtual events, complete schedule ASAP (try for no more than two weeks) as speaker's schedule is also likely to shift should she/he request meetings sporadically throughout the week.)

  8. Send final ASAP for him/her to confirm that the meeting times schedule are still conducive to his/her schedule. (Do note that initially proposed times by speaker may change within the course to two to three weeks, so this is critical to have either a confirmation or an alteration.

  9. Set up Zoom meetings and send meeting links to faculty meeting with speaker. Add corresponding Zoom links to speaker's formal, final schedule and share with speaker.

 

 

 

1) GoogleDocs link: https://drive.google.com/drive/u/1/my-drive

Username: MITMaterialsEvents@gmail.com

Password: Matseminar$123

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