How to invite a Speaker

Determining the Date

  1. Check for open dates (scrolling might be necessary to see the next semester)
  2. Provide open dates to speaker – arrange a tentative date – DO NOT CONFIRM THE DATE and please check with seminar coordinator to ensure that the date that appears to be open on the web site is not being held for someone else. This will avoid double booking.
  3. Dates can be held tentatively, but please be sure to confirm one date as soon as possible and release the others.

Posting the Seminar Info

  • After confirming a date with the speaker please e-mail full name, credentials and institution – this is critical for posting info on the web.
  • We will e-mail a Welcome letter and a Speaker information form to the speaker (includes how to arrange for travel arrangements).  Host will be cc’d on all communications.

International Speakers

  • International Speakers: We need a copy of the I-94/US custom’s entry stamp and of the picture page of the passport while the speaker is here.  The University has a very strict set of rules that we need to follow so that the speaker can get a honorarium and reimbursement.  Please ask when first inviting the speaker.

Speaker Travel:

  • We  will be arranging the flights/hotel and will communicate this information to the speaker.

Host's Responsibility

  • The faculty host is responsible for taking care of the speaker during the visit, including arranging the meeting schedules and meals. (MIC will reimburse if procedures are followed.)
  • Hosts should stay in touch with the speaker to ensure they have all the information they need to make their visit a smooth and pleasant one. Our hotel, the Courtyard Marriott does not provide shuttle service to and from the hotel/airport. Please ask if you would like us to arrange for a taxi pickup.
  • A thank you letter will be sent to the speaker a couple of days following the presentation, along with a reminder to send all receipts.

While Speaker is here

  • Student Lunch: The speaker will have lunch with a group of students on the day of the presentation – usually at noon-1:30PM in the MIC library.
  • If the speaker is international get copy of I-94/US custom’s entry stamp and of the picture page of the passport in addition to extra paperwork. (Speaker has to sign.)
  • Meal costs and limits:  see reimbursements below.


  • To allow prompt reimbursement of any expenses incurred by the speaker during the visit, the host should remind the speaker to return all travel receipts Lynn McCutcheon (434-924-1948) once they have returned home.
  • You will get reimbursed for up to three UVA faculty (personnel) to have dinner with the speaker.
  • The department is limited by the University and state as to how much may be reimbursed and spent for meals.  Dinner may not exceed $65 inclusive of tax and gratuity per person.  Excessive amounts will not be reimbursable.  The maximum reimbursement for breakfast is $15 and lunch is $20 per person (tax and gratuity included in those figures).  Please see staff if you have any questions.
  • Tip should not exceed 18% and must be only on food and Drink and not on tax.  Only one bottle of wine will be reimbursed.