Colloquium Guidelines for Student and Faculty Hosts

Student Host: Duties Checklist

1 Month Before Colloquium
  • Contact the guest speaker to confirm the details of their visit and provide any necessary information about the colloquium.
  • Coordinate with the faculty host regarding the speaker’s schedule and visit.
1 Week Before Colloquium
  • Check in with the guest speaker to confirm any printing, technology, or other presentation needs.
  • Confirm that any requested handouts or special equipment will be available for the presentation.
Day of Colloquium
  • Serve as a point of contact for the guest speaker and assist with questions or logistical needs throughout the visit.
  • Meet the speaker before their presentation and assist with getting to the colloquium location.
  • Prepare approximately 45 copies of handouts, if requested by the speaker.
  • Bring handouts, whiteboard markers, and any other requested presentation materials or equipment to the colloquium room.
  • Assist the speaker with setting up presentation equipment, including the projector, as needed.

Faculty Host: Duties Checklist 

2 Weeks Before Colloquium
  • Create an online sign-up sheet (Google Sheet) for one-on-one meetings with the guest speaker and for the Friday dinner. Confirm the speaker’s availability in advance.
    • Include the location for the speaker’s one-on-one meetings on the appointment sheet (typically 3125 C in the Main Office).
  • Share the sign-up sheet with the department and invite faculty and graduate students to sign up for meetings and dinner.
1 Week Before Colloquium
  • Send the guest speaker the final schedule for their visit.
Day of Colloquium
  • Welcome the guest speaker and show them around the department, including any office or meeting space they will use during their visit.
  • Introduce the speaker at the colloquium and moderate the question period following the talk.
  • Accompany the guest speaker to dinner following the colloquium. Dinner expenses must comply with the department’s colloquium dinner guidelines and applicable UCLA policies.
  • Ensure that any department keys or other borrowed equipment are returned to the department before the speaker’s departure.
1-2 Weeks After Colloquium
  • Send the dinner reimbursement documentation to Staff.

Colloquium Question Period Guidelines: 

The following guidelines have been established for the question period following colloquia:

  • The faculty host moderates the question period and calls on questioners rather than leaving the selection of questions to the speaker.
  • At the beginning of the question period, when multiple attendees have questions, student questions should be given priority, followed by faculty questions.
  • During the remainder of the question period, student questions should be given priority when a student and faculty member have their hands raised at the same time, all other circumstances being equal.
  • The faculty host should facilitate an inclusive and productive discussion while ensuring that the question period remains within the scheduled time.

Colloquium Dinner Guidelines: 

Colloquium dinners provide an opportunity for the guest speaker, faculty host, and department participants to continue discussion following the colloquium.

  • The department may reimburse eligible expenses for dinners associated with official Linguistics colloquia, subject to applicable UCLA policies and departmental guidelines.
  • Dinner attendance should generally be limited to the guest speaker, faculty host, and a reasonable number of department participants.
  • For speakers who arrive prior to the colloquium, an additional dinner may be eligible for reimbursement when necessary for the speaker’s official visit.
  • Staff will reach out to the faculty host in advance regarding the current approved spending limits and reimbursement requirements for the dinner.
  • All expenses must comply with current UCLA reimbursement and entertainment policies, including applicable per-person limits and documentation requirements. Alcoholic beverage expenses may not exceed the applicable food expense limit.
  • Expenses that exceed the approved departmental amount or applicable UCLA limits may be the responsibility of the individual incurring the expense.

Documentation Required for Reimbursement:

To facilitate reimbursement, the following documentation should be provided:

  • A list of attendees, including each person’s name and affiliation or relationship to UCLA.
  • The type of expense (for example, dinner or light refreshments).
  • The date and location of the dinner.
  • An original, itemized receipt showing the purchases and total amount.
  • Proof of payment when the itemized receipt does not demonstrate that payment was made.
  • Additional justification when a spouse, partner, or other non-UCLA guest is in attendance, required by UCLA policy.

All reimbursement requests are subject to review and approval and must comply with current UCLA policies and procedures. Hosts should consult the applicable UCLA reimbursement guidance before incurring expenses.

Frequently Asked Questions 

Q: Who should I consider hosting?

A: Faculty and students are encouraged to host speakers they have recommended or supported through the colloquium selection process. Students at all levels are welcome and encouraged to participate in student hosting. Hosting is a valuable opportunity to engage with visiting scholars and contribute to the department community. No advanced degree or prior hosting experience is required.

Q: What if I want to host, but can’t do all parts of my duties?

A: Hosting responsibilities can be shared among multiple faculty members or students. If you would like to host a speaker but are unable to complete one or more responsibilities, please coordinate with others who may be able to assist.

Q: How often do I need to host?

A: There is no required number of times that faculty or students must host during the academic year. We encourage members of the department to participate when they are able so that hosting responsibilities are distributed across the department. Volunteering to host even once during the academic year is a valuable contribution to the colloquium program.