Successfully Arranging a Beckman Laser Institute LAMMP Seminar

To start arrangements for a speaker’s visit, the faculty member should contact Midge or Erin who will check the BLI Library calendar for optimal seminar dates and offer several options. Too many seminars within a short time frame will dilute their effectiveness and will strain meeting availability for faculty. Ideally, three weeks or more is needed to make all arrangements and create a full meeting schedule for the visitor.

Once a date is selected, the Library will be reserved and the Seminar website will be updated with the speaker’s name, affiliation, and seminar date. The title, abstract and photo will be added as soon as it’s received by the speaker.

Erin/Midge will contact the speaker for additional information needed for the day of the seminar. We will:

  • accommodate our guests for dietary restrictions/preferences for the seminar luncheon
  • make hotel reservation (BLI is billed directly by the hotel—usually one or two nights maximum) and provide a reservation number, address and phone number, and information about hotel shuttle to the speaker
  • obtain the speaker’s permission to record the seminar and post it on the BLI website
  • schedule meetings for the speaker WITH suggestions from the host
  • create a seminar announcement then e-mail to all of BLI, BME, SOE and if appropriate, SOM

Speakers will make their own air travel arrangements and will submit receipts to be reimbursed after their visit. We recommend flying into SNA but realize that this Orange County destination is sometimes more expensive than flying into LAX. We do have a transportation service that can drive a speaker from LAX to Irvine for approximately $20. . This expense can be reimbursed to the speaker.

The more time we have to make all arrangements, the better the experience will be.

We have found that having more than one seminar per week is not optimal.

Below is the number of BLI-hosted seminars in the past 3 ½ years. There was a substantial increase in last year’s number from the previous year which demonstrates the importance of giving us notice as soon as you have confirmed the speaker.

2015 seminars as of today: 15 2014 seminars: 34 2013 seminars: 23 2012 seminars: 24