In an effort to expedite the administration surrounding the visit of speakers in The Svedberg Lecture Series the following information and checklist have been put together.
Information
As an invited speaker in The Svedberg Lecture Series national and international speakers are reimbursed for traveling costs (APEX ticket). Every effort is made to cover also 2-3 nights at hotel in Uppsala, but frequently the host must cover this cost (travel costs including hotel, totally max. 5,000 SEK for speakers from Europe and 10,000 SEK for speakers outside Europe). It is the responsibility of the host to arrange for accommodation in Uppsala as well as arranging a social program for the speaker during his/her stay.
The Svedberg Lecture Series administrator currently Susanne Lundgren (susanne.lundgren@imbim.uu.se) administrates the economy of the lecture series. In order for the payments to be effective and to take place on time the host must strictly follow the below outlined checklist.
Checklist for hosts
As soon as a date for the speaker has been decided, ask the speaker to submit an abstract describing his/her recent work or alternatively what the lecture will cover. A few words on his/her career is also of interest. Send this information to susanne.lundgren@imbim.uu.se. One-two weeks before your guests arrival, ask them to read this presentation suggestions and to fill in the forms "Nordea Payment of Salary" and "Swedish Tax Application" and send them back to susanne.lundgren@imbim.uu.se.
When the speaker arrives to Uppsala proceed with the following:
Fill out the forms "Nordea Payment of Salary" and "Swedish Tax Application" together with the speaker (if not done earlier). Find out if total payment can be made directly to a foreign bank account of the speaker. If no bank account is given, a check will be sent to the speaker. It is cheaper and simpler if a bank transfer can be made. Make a copy of the speaker's passport (showing passport number and photo of holder) and a copy of his/her travel tickets, hand in taxi/buss tickets in original. The payment procedure takes several weeks. It is therefore essential that all this information be collected while the speaker still is in Uppsala. Enclose the information collected under 1-2 to the administrator at the latest the day following The Svedberg Lecture given by the invited speaker. If there is a hotel bill, contact The Svedberg Lecture Series administrator to inquire into the possibility of additional support before you pay the invoice yourself.
Host duties and tips
The host is fully responsible for the guest. Since the lectures take place every week, the poster of the new lecture is mailed to UU departments and other institutes at BMC every Thursday of the previous week. Together with the poster, the administrator also mails to each week's host the sign-up list of the students that take this lecture series as a course. The host can introduce the list to the students as a reminder, and at the end of the lecture collects the list and returns it to the series administrator. The auditorium where the lectures take place is usually the C8:301, C8:305, C10:301 or C10:305 and a few times we use alternative rooms of equal quality. These rooms offer all audiovisual tools needed for a modern lecture, but it is the host that must arrange about connecting the lap-top of the speaker to the room's system. This is very easy. Only one plain cable that connects computers to projectors is needed. The host should also remember to bring along a laser pointer. Laser pointers are available at the BMC reception as well. For obvious reasons the rooms have no permanent laser pointer or computer cables, only a classic wooden pointer.
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