How to Host a Successful Lecture
Invitations should be extended directly to the individual lecturer. All arrangements about dates, travel and hospitality should be worked out between the sponsoring Sigma Xi chapter and the invited visitor. Chapters hosting lecturers are required to provide a stipend of $300. In the distribution of subsidies to chapters, the Lectureship Committee will only consider a $300 honorarium per visit as part of the subsidy, and lecturers may not request more than this. However, because chapters are encouraged to schedule multiple activities for a lecturer during his/her visit, it is appropriate for the chapter to consider increasing the honorarium based on the demands they are making of the speaker and the length of the visit. Any additional honorarium is to be decided between the chapter and the lecturer and lecturers may not refuse an invitation based on the amount of the honorarium.
- Consider asking the institutions affiliated with the chapter for support for the lecture. Other support may come from academic societies, businesses or industry that are particularly interested in the topic.
- Applications for a subsidy through the Sigma Xi Administrative Offices were due by March 1. If you have any questions, please e-mail firstname.lastname@example.org.
- Arrangements should be confirmed with the lecturer in writing through either U.S. mail or e-mail.
- Arrangements should be made as early in the fiscal year (July - June fiscal year) as possible. The Distinguished Lecturers frequently have busy travel schedules and early planning will optimize the chapter's chances of getting their first choice for lecturer.
- The Committee on Lectureships, through the Sigma Xi Administrative Offices, should be informed of the arrangements as soon as they are confirmed. Please contact the offices through mail, phone 800-243-6534 x 206 or email@example.com.
Expectations for Lecture
- When making the initial arrangements for the lecturer's visit, contact nearby chapters about co-sponsoring the lecture or having the lecturer visit both chapters. Because airfare is typically the largest expense in hosting a Distinguished Lecturer, this can significantly lower the cost. Chapters that are able to be flexible on the dates of the lecture can save money.
- Review with the lecturer the expected length of the talk and question and answer period. Also what audio/visual equipment the lecturer will need.
Maximize the Opportunity
- Be sure to adequately advertise the lecture. This includes notifying the public affairs office of the institutions affiliated with the chapter. Copies of the Distinguished Lecturer's C.V. can be obtained from the lecturer. Announcements should be made to appropriate classes as well as on the institution's calendar. If it is a public lecture on a topic that could be understood by K-12 students, contact the local schools with information about the lecture. Contact firstname.lastname@example.org for a high-resolution photograph of the lecturer to use in advertising.
- While the lecturer is at the chapter, consideration should be given to having the lecturer engage in additional activities such as speaking to a class, having a meal with students and/or faculty, meeting with the local press or visiting an area school. Many lecturers have commented that meeting students and faculty members and seeing campuses they might not otherwise see is the greatest reward of being a Distinguished Lecturer.
- Strong consideration should be given to having a public lecture. If the lecture is part of the chapter banquet, consider opening up the lecture to the public after the meal function. Consideration should be given as well to including populations that might not otherwise have access to high quality speakers.
- Each Sigma Xi member should invite a nonmember to the lecture. This is an EXCELLENT OPPORTUNITY to introduce colleagues to Sigma Xi.
- Don't forget to invite senior administrative staff to the lecture.
- Every effort should be made to ensure that the lecture proceeds smoothly. This includes the standard checks of room readiness, projection equipment, etc.
- Assist the lecturers in confirming plane reservations and related travel arrangements. Inform the speaker whether a member of the chapter will provide transportation to and from the airport.
- Shortly after arrival at the institution, the lecturer should be shown the auditorium or room where the lecture will be held. At this time double-check audio-visual equipment.
- The lecturer should be given the honorarium and expense reimbursement as promptly as possible.
- Unless otherwise requested by the lecturer, the host is responsible for all local arrangements including transportation, lodging, meals, etc.
- ___ Ask provost, chancellor, deans, heads of laboratories, or senior administration staff, other academic societies, businesses or industry for support.
- ___ Apply for subsidy for Distinguished Lecturer. Deadline is March 1.
Sigma Xi Administrative Offices
- ___ Announcements to classes.
- ___ Announcements to media.
- ___ Announcements to local schools.
- ___ Announcements on institutional calendar of events.
- ___ Announcements on chapter listservs.
- ___ Arrange media interviews for lecturer.
- ___ Notify once date of lecture is set.
- ___ Send Lecture Report Form after lecture.
Arrangements with Lecturer
- ___ Coordinate visit with nearby chapters if possible.
- ___ Invite nearby chapters to attend.
- ___ Confirm in writing all arrangements.
- ___ Agree ahead of time on the lecturer's activities (lecture, class discussion, media interview, etc.). Lecturers have agreed to accept a $300 honorarium per visit. Chapters however can offer a larger honorarium.
- Show the lecturer the location of the talk as soon as possible after arrival.
- Check room and equipment directly prior to the featured talk.
- ___ Pay lecturer promptly.