• Contact the visitor to find out when they arrive & leave the department.
• Check that they are aware of their accommodations (if not, ask Jennifer.Felsenberg@earth ).
• Announce the seminar by email to mailing lists: everyone, 4th-year, 3rd-year [add (at)earth(dot)ox(dot)ac(dot)uk to make these into addresses]
• In this email, request that departmental people meet with the speaker during their visit.  Be proactive in filling the speaker's schedule.
• Begin to plan schedule for the visit including lunch & dinner.

Day of the seminar:

• Send another announcement email to the same lists.
• Coordinate visit, including lunch.
• Coordinate and pay for dinner (budget of up to £125 for speaker, grads, postdocs, faculty only).
• Introduce the speaker (or delegate this to a faculty member if you prefer).
• After the speaker has finished talking: go to the front of the audience, turn up the lights, thank the speaker and invite questions. Then act as moderator, meaning that you indicate who asks the questions, in what order. Cut off discussion that has gone too far afield. End the question-session promptly at 13:00 or as soon as possible afterwards.
  

The week after the seminar:

• Forward reimbursement worksheet to the speaker with info on how to claim.  It can be found on  the Departmental intranet under Forms.  Be sure to get their wet signature.
  
• Use this same document to request reimbursement for dinner expenses.