Steps and Timeline for Confirming a Traveling Lecturer

90 Days Prior to Lecture

1. Determine the date/time, topic, and preferred speaker for your meeting.
1. If you need assistance selecting a topic or speaker, please refer to the OSA Traveling Lecturer Directory. This resource features a wide array of optics and photonics experts.
2. Speakers must be OSA members to be eligible for this program. Please click here for access to the Member Directory. Only OSA Members have access to the directory.
3. If you have questions about a speaker or if you are considering a speaker not listed in the Directory, please email chaptersandsections@osa.org for assistance.
4. If the speaker you would like to invite is an OSA Board Officer, please contact OSA staff at chaptersandsections@osa.org to confirm the speaker's availability before making your request directly to the lecturer.
2. Formally invite the speaker. For your convenience, please refer to the Formal Request Letter Template.
1. Be sure your invitation is sent and the speaker confirmed at least 60 days prior to the lecture date. You will need to complete the Host a Lecturer Form and submit it to OSA no later than 60 days prior to the lecture date.

60 Days Prior to Lecture

3. Once you have firm commitment from a speaker, complete the Host a Lecturer Form for approval.
1. OSA will contact you regarding your approval status and/or with questions and concerns. (No reimbursement will be authorized without prior approval by OSA.)
2. OSA will send your speaker a Volunteer Authorization Form, which they will need to send back outlining their expected trip expenses. Once OSA receives and approves this form, you and the speaker will be notified with a confirmation letter and instructions for completing the OSA Travel Expense Report.
4. After you receive approval from OSA, draft and send a speaker a confirmation letter. For your convenience, please refer to the Speaker Confirmation Letter Template.

30 Days Prior to Lecture

5. Confirm final arrangements and speaker travel plans.
1. Has the speaker made all necessary travel arrangements?
2. Does the speaker have all the correct logistical information for your event including date, time and location?
3. Confirm the speaker’s audio/visual requirements.

Lecture

6. Verify the speaker has arrived at their hotel and has no last minute changes to their presentation or schedule.
7. Reconfirm location and timing of your event with the speaker.
8. Designate a section/chapter delegate to greet the speaker at the meeting venue.

Post Lecture

9. Send a thank you letter to the speaker. For your convenience, please refer to the Speaker Thank You Letter Template.
10. Complete the Traveling Lecturer Event Summary/Evaluation and submit to OSA within 15 days of the lecture.