Tasks involved in hosting visitors (updated on August 12,2016)
It is very beneficial to have
outside visitors and seminars by EMC visitors, so we will be informed about new
progress without having to travel. Since we have new security procedures to follow
and resources at EMC are limited, we need to share and coordinate visitor
tasks. This is a list of the current tasks that need to be accomplished when a
visitor is coming to speak at EMC. This will make sure visitors have a smooth
arrival and a good experience at EMC.
If you have any comments, please
contact Mary Hart at Mary.Hart@noaaa.gov and Michiko Masutani at
Michiko.masutani@noaa.gov
Host:
1. Act as contact person (POC) with
the speaker
Security for
NCWCP:
Contact: Julie Etter (301)
683-3963
Make sure your non-NOAA visitors contact Julie Etter. If they do not have US citizenship or permanent
residency, they need to contact Julie 3 at least working days before the
seminar so she can arrange building access. This is not required for
access to the NCWCP conference center.
2. Coordinate event with seminar
series coordinators & front office people
3. Introduce the speaker or arrange
for the introduction
4. Meet/sign-in speaker on arrival
5. Work with seminar coordinator to
find a room according to speaker's schedule, if seminar is not the usual
Tuesday lunch seminar
6. Help Mary & Tammy organize
visit schedule for speaker (includes lunch arrangements & list of people to
be included in meetings or discussions)
7. Request Tammy to provide
travel/security directions to speaker
8. Help with speaker lunch
order/pickup (especially when Tammy not here)
9. Provide info on visitor (name,
organization name/telephone) to support staff for security letter, when it is
required.
If there is any
problem, please be sure to arrange for back-up people to handle these tasks.
[EMC
Seminar]
Seminar Coordinator: Michiko Masutani (E-mail:Michiko.Masutani@noaa.gov
240-413-6727)
(Mary Hart can act as alternate when Michiko is not
available.)
1. Reserve room for seminars
(Michiko)
Rm 2155: More security for
outside visitors
Conference Center: Outside visitors
expected
Auditorium: Large audience (more
than 50) expected.
2. Maintain of seminar schedule EMC
seminar website
Maintain Seminar Web site (Michiko)
Produce abstract page (Mary)
3. Post seminar from ONE-NOAA
science seminar
http://www.nodc.noaa.gov/seminars/index.html
Michiko has write permission to the
calendar
Detail is posted by Tracy Gill(tracy.gill@noaa.gov) .
Summary will be E-mail to every
Monday to E-mail list
(Must be
notified to Hernan in time)
4. Send E-mail announcement
Maintain the E-mail list (Michiko)
Send E-mail to E-mail list (Michiko)
E-mail list: Individuals (Contact
people in DC area institutes), NCEP Centers in NCWCP, GMAO, NESDIS, GSFC-Meso Modeling, UMD/ESSIC
5. Create poster and post (Mary)
6. Notify guards about seminar and
expected visitors (email & hard copy) (Contact person)
7. Set up Go to Meeting
(Michiko)
8. Post seminar from EMC facebook page (Michiko)
Currently followed by more than 2000
people (August 2016)
Usually seminar announcements are
visited by nearly 1000 people
9. set up the seminar room (Michiko)
start Go To
Meeting
water for speaker
chair (sometimes chairs and tables
are moved)
10. Host seminars and encourage
people to host seminars (Michiko)
Miscelleneous
tasks:
1. Maintain seminar announcement
and EMC E-mail list (Michiko)
2. Maintain current info, local maps
& directions (Mary)
Restaurant
Transportation
(Shuttle, Taxi)
3. Help sponsor organize visit
schedule for speaker (Mary)
4. Backup to notify guards about
seminar/visitors (Mary)
5. Last-minute seminar E-mail
announcement (Mary)
6. Provide travel/security
directions to speaker (Mary)
7. Contact for security
Julie Etter (301) 683-3953
Technical
Support:
1. Purchase Equipment (NCO Helpdesk)
2. Maintain equipment inventory
(Helpdesk)
3. Set up the A/V equipment for the
seminar Michiko, Mady, and NCO
4. Maintain A/V equipment (NCO)