Update template for "Cultural Analytics Talk and Discussion series: [Speaker Name] - [Event Date]"

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Dal 30/4/2026.

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Descrizione

The Cultural Analytics Group, led by TT, invites guests to campus to lead a talk at the I School and a discussion at AI Futures Lab.

instructions: Following is a list of standard tasks that should be edited to reflect the needs of the specific event/invited guest. Add reminders and subissues as needed.

Resources

Speaker Information

Reservations

  • Reserve Room 210, South Hall
  • Request lunch order for South Hall
  • Reserve Seminar Room at AI Futures Lab
  • Reserve room for guest speaker at Hotel Shattuck

Invitations

  • Invite TT, KW, event staff to bCal events
  • Invite event staff to [setup] bCal events
  • Draft formal invitation (template)
  • Create PDF version of the invitation
  • Share email draft & PDF with Tim for review
  • Send formal invitation (with PDF attached) to speaker
  • Send travel email (Choose one: “air travel - hotel” OR “local travel - hotel”)
  • Complete speaker vendor registration (preferably completed before travel)
  • Send Speaker Release Request (Once title/abstract are received)

Coordination

  • Make a copy of the Application Form and update for this event
  • Send title/abstract to Jonathan (Web) to add Zoom to the event
  • Send copy of the Application Form to Jonathan (Web)
  • File signed speaker request on Drive (will need to provide it to I School for video release)
  • Send registration update to [Admin Name TBD] (Determine if >40 lunches needed)
  • Get speaker details and expense list from TT, and add the expenses that will be covered to this issue
    standard: Lodging (Hotel Shattuck, 2 nts), Airfare, Ground Transportation, No meal reimbursements (lunch and dinner typically provided)

Promotion

  • Request images from Emily (Social Media); Cc Caitlin (Comms)
  • Send event announcements (Talk and Discussion)
  • Add event to the newsletter
  • Invite Tim’s identified list to the discussion (No application required)
  • Add invited guests to bCal

Registrations

Day of Event

  • Purchase food for AI Futures Lab discussion
  • Set up food
  • Lobby duty: Let people in 15 mins prior to start
  • At I School and AIFL events, check people of and add walk-ins to attendee tracking spreadsheet
  • Set out name tags and crowd release sign - make clear notes for anyone who does not want to be captured in the photos
  • Take photos
  • Clean up after the discussion event

Post-Event

  • Send speaker Post Event - Payment thank you and instructions
  • Upload photos to Drive
  • Submit details to Jonathan (Web) so that I School can release the recording
  • Write blog post
  • Send blog post to speaker for review
  • Reminder: Send reimbursement reminder 28 days after trip concludes
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