DAp SEMINAR ORGANIZATION GUIDE

Frédéric GALLIANO,

chair, LFEMI representative.

Pierre-Antoine FRUGIER,

LSIS/LISIS/LEDES/LSAS/LQIS representative.

Camila CORREA,

LCEG representative.

Fabian HERVAS PETERS,

LCS representative.

• The role of the representatives is to gather suggestions of speakers to invite, from their different labs, and to serve as organizers for these speakers.
• The organizer helps the speaker to plan his trip and book his hotel.
• On the day of the seminar, the organizer takes care of the practical aspects and helps the speaker fill the reimbursement documents.
• We involve postdocs and students in the committee, to improve their visibility and create a more participative atmosphere.
• If the seminar originates in the request of one of our colleagues, this colleague is the local contact. Keep him in the loop. Otherwise, the local contact is the organizer.

Those are the seminars this committee manages.

• They happen on Tuesdays, at 10am. Some Tuesdays are left to the postdoc seminars (organized by Thierry FOGLIZZO).
• No seminar during Zone C school holidays (a seminar can be scheduled early July), unless we have the confirmation that enough people will participate.
• No Seminar during SF2A, HCERES, etc.
• They take place in the Galilée room, building 713. Note: the Galilée room will be unavailable during the construction of the new entrance hall of building 713, probably between June and December 2024. The Cassini room has been reserved for seminars during this period.

Those are seminars that could not be scheduled at the usual time. They can happen anytime, in the Galilée room, if it is available.

• The person inviting the speaker is the local contact, and take care of traval arrangement and reimbursement forms.
• The committee circulates the anouncements and include them on the program.

Groups can organize seminars for various reasons:

• allowing a more technical talk than regular seminars;
• organizing it at the last minute;
• or inviting a speaker less senior than those who give regular seminars, such as a postdoc.

It is however good practice, when possible, to advertise it to the whole department and allow anyone to assist. These group seminars are the responsibility of the person inviting the speaker, but the seminar committee can help in the organization (e.g. sending announcements). Their cost must be supported by the inviting group money and not by the seminar budget.

Those are seminars for local postdocs. They are scheduled in alternance with the regular seminars (in the Galilée room, too).

Contact:

Thierry FOGLIZZO.

Those are regular seminars on the broad topic of star formation.

Contact:

Ugo LEBREUILLY.

Once per semester, we have a seminar dedicated to climate issues, on a Tuesday at 10am. These seminars are organized by the DAp climate committee.

Contact:

Jérôme GUILET.

• The projector must be switched on/off using the remote (let it warm up for 30s).
• Use the HDMI cable, by default. Several dongles are available.

• There is a "Michel Drucker" microphone, which is switched on/off with the red button at its bottom.
• The lapel microphones can be switched on/off by opening their front panel.
• Put them back on their charging rack afterward.

The goal of the following set-up is to be able to give a seminar in the Galilée room and broadcast it to outside people in decent conditions, at the same time.

1. Go get two Jabras in Laura's office. Make sure you get two of the same model (the color dots must have the same color). It is important to go a early enough before (usually on Monday afternoon) in case someone borrowed them.
2. Switch the projector on with the remote. It takes ~30 seconds to warm up.
3. Install the presenter's computer on the presenter high table.
   • Plug the power cord.
   • Plug the ethernet cable (that's why it has to be a CEA machine). If the speaker prefers using his own computer, connect to Eduroam (account needed) or to Einstein (on-line form needed).
   • Plug the HDMI (or VGA/USBC). If nothing appears on the screen try toggling between HDMI and COMPUTER using the remote.
   • Open the presentation and make sure it shows correctly on the screen.
   • Open the Zoom link, and wait to be admitted.
4. Install the moderator's computer at the table of the first rank.
   • Plug the power cord.
   • Plug the ethernet cable.
   • Open the Zoom session.
   • Admit the speaker.
5. On the presenter's computer:
   • Share the projector's screen in Zoom. Usually, select "Desktop 2".
   • Move away the Zoom bar and other unnecessary windows.
   • Unmute and switch the camera on.
   • Plug one of the two Jabras to a USB port.
   • Check that, on the Zoom sound icon, Jabras are selected both as microphones and speakers (it is usually automatic).
   • Sync the other Jabra, that will be used for the questions, by simultaneously pressing the two locked ring symbol on their side until it says "linked".
6. On the moderator's computer:
   • Check that we see what's on the screen.
   • Ask the speaker to say a few words to check the sound.
   • When the seminar starts, press "Record" in Zoom.

We invite the speaker to La Rotonde (2-42-80), after the talk, with up to 7 DAp people (see with local contact).

• DAp pays for everyone. Christelle DUVAL has the card.
• Drinks are extra price:
  • you can order still and fizzy water;
  • you can order up to two bottle of wines, if the speaker wants some;
  • you can order coffee.

If La Rotonde is not available, the speaker can be invited to:

1. The restaurant of the St Aubin golf (01 69 41 28 42).
2. L'Invitation, a restaurant in St Aubin, proposing vegan and gluten free options (01 69 41 20 55).

The same restrictions apply. The local contact has to advance the money and give the receipt to Laura RICCHI for reimbursement (budget line: A-HORIZ-10 + LOC306VISITS).

• DAp reimburses trips within Europe (with some exceptions) ⇒ try to catch extra-european researchers during a conference or a visit in Europe.
• It is preferable if Laura RICCHI books the tickets for the speaker.
• Low-cost flights can not be booked by CEA, but can be reimbursed.
• Information you need to gather for Laura:
  • First name;
  • Last name;
  • Email adress;
  • Passport number;
  • Country delivering the passport;
  • Gender;
  • Passport delivrance date and place;
  • Birth date and place;
  • Departure and return dates;
  • Flight/train number.

• DAp reimburses up to 2 hotel nights + per diem: maximum total of 150 euros/day.
• DAp can not book hotel in advance.
• Airbnb can not be reimbursed.
• See the invited speaker survival guide.

You need to provide Laura RICCHI with the followings.

• Originals receipts are required (travel, hotel, meals) ⇒ inform the speaker to keep them.
• Bank detail information of the speaker (RIB).
• Email address of the speaker.
• Budget line: A-HORIZ-10 + LOC306VISITS.

1. Introduce the speaker with the info you have gathered.
2. Ask if everyone can hear fine.
3. Dim the light.
4. Count the number of people ⇒ send it to the chair afterwards for statistics.
5. Keep the full event (talk + questions under 1 hour) ⇒ give the speaker 10 and 5 minute reminders. The talk should last about 45 minutes.
6. Questions:
   • prepare 1 or 2 questions yourself in case nobody raises a hand;
   • Circulate the mic to make sure that everyone hears the question;
   • check if someone has a question online.
7. End:
   • remind everyone which office the speaker will be in the afternoon;
   • switch the microphones off;
   • switch the projector off;
   • make sure nobody fell asleep in the audience;
   • switch the lights off;
   • close the room.

1. Go to lunch. Do not forget the speaker.
2. Return the card to Christelle.
3. Eventually organize an informal discussion with the speaker.
4. Internet access through Eduroam or the local network (Einstein).
5. Remind the speaker to send you all his receipts and bank detail when he goes back home.