How to organize a short visit#

Checklists for organizing a short visit:

Organizing arrival and lodgings#

  • Decide on the dates by checking with

  • Confirm the exact arrival and departure dates with the visitor, ask the visitor to book the flight/train

  • Ask the group MA [Lizzy Groote (L.Groote@tudelft.nl) or Jenny (J.Boks-Zondervan@tudelft.nl )] to reserve a hotel and email the reservation to the visitor as well as the host. Necessary information:

    • Visitor name

    • Visitor email

    • Dates

    • Budget from which the hotel needs to be reserved

Making a schedule for the visitor#

  • Create a schedule on hackmd, such that group members can pick time slots for discussions with the visitor.

  • Feel free to use the following template:

# <Guest name>'s visit schedule

## Day
| Hour      | Person |
| ----------- | ------ |
| 10:30-11:00 | Coffee |
| 11:00-12:00 |        |
| 12:00-13:00 | Lunch  |
| 13:00-14:00 |        |
| 14:00-15:00 |        |
| 15:00-16:00 |        |
| 16:00-17:00 |        |
| 17:00-18:00 |        |
| 18:00       | Dinner |
  • If you are organizing a dinner for the visitor, first consult with Anton or Michael who in the group would be a good fit before inviting people.

  • Make a reservation at an appropriate restaurant (not a Michelin star place :pray:), and pay for the dinner, to be reimbursed via digiforms (keep the receipt!)

Presentation from a visitor#

  • Ask the visitor to provide the title and abstract of the talk

  • Ask the service point to reserve a room for the seminar servicepunt-tnw@tudelft.nl (check room availability at https://mytimetable.tudelft.nl). We prefer room F or room E for seminars, F333 for applications (no reservation required). The reservation email should be sent from your TUD email, and must contain all of the following:

    • Which lecture room you want to reserve

    • Date and time

    • Title (e.g. “Seminar by XXX YYY”)

  • If the visitor is open to the idea, their talk could be a Virtual Science Forum Speaker’s Corner presentation. If they are, ask them to self-invite on the Speaker’s Corner website.

  • Add the presentation to the group’s calendar

  • One week in advance: announce at to the appropriate combination of QN theory, QN experiment, and QuTech mailing lists.

  • Start planning the program and the dinner

  • One hour in advance: send a reminder