Organizing a Site VisitHere

Christine KingDirector, Research Development ServicesOVPRJanuary 18, 2012

The Devil’s in the Details

……. And it’s (almost) all details

Overview

Meeting SpaceFood and DrinkPrinted MaterialsAttendeesRed Team and Mock ReviewTravel – Site VisitorsTravel – PartnersMiscellaneous ConsiderationsPaymentAssistanceSix-week Timeline

When/How Is the Meeting Space Determined and Set Up?

•Meeting room•Additional conference room•Space for food setup•ITaP wireless access for rooms•Laptops/printers for both rooms•A/V•Pre-visit set up

How Does Everyone Get Fed?

•Caterer for meals and snacks during visit•Arrangements for site visitors at or near hotel•Arrangements for Purdue and partner institutions•Reception? •Alcohol?

What Printed Materials Are Needed, and How?

•Presentations•Agenda•Copies of proposal•One page bios, with photo•Identification•Signage

Who Should Attend?

•Purdue PI, co-PIs, students•Partner institutions co-PIs•Institutional representatives•SPS Pre-award or business representative

Why & How Include Red Team and Mock Review?

•Purposes of mock review(s)

•Identifying red team members•Establishing process and deadlines for mock review, including feedback•Materials needed by red team•Arrangements for partners unable to attend mock review•Presentation coaching, if needed

Travel Assistance for Site Visitors?

•Transportation: campus, airport, hotel•Hotel reservations•Hotel meeting room with wireless•Restaurant recommendations and/or reservations•Campus parking•Payment for Purdue-provided food

Travel Assistance for Partners?

•Flights (occasionally)•Transportation – campus, airport, hotel•Campus parking•Meeting/dinner prior to site visit

What Else Should Be Considered?

•Determination of dates for visit•Coaching to improve presentation style/skill•Special site visitor “to do” requests•Special physical requirements•Background research on site visitors•Communication channels with site visitors re: content and re: logistics•Regular communication with PI

Who Pays?

•Pre-award: Coordinated by Research Development (OVPR), OVPR pays food, printing, and related expenses.•Post-award: Coordinated by grant-funded staff, grant pays for above expenses.

Who Can Help?

Sue GrimesAssistant Director of Research Development ServicesOVPRsgrimes@purdue.edu

•Coordinates pre-award site visits•“Coaches” those responsible for post-award site visits

Sample 6-week Timeline

•SIX WEEKS BEFORE…..-PI, OVPR &/or managing

director agree on roles and responsibilities and timeline (inc. alternate dates for visit)

-Agree on who is to communicate with sponsor

-Identify and reserve venue(s) for visit

-Secure potential hotel rooms-Secure caterer-Initiate formation of red

team

Sample 6-week Timeline

•FIVE WEEKS BEFORE…..-Hold date(s) on calendars of

appropriate institutional attendees (president, provost, VPR, dean, etc.)

-Begin work on presentations, inc. template, format inc. binding, timeline to printing

-Finish securing red team and schedule mock review(s) (two, if possible)

-Identify Internet and A/V needs; begin communication with ITaP

Sample 6-week Timeline

•FOUR WEEKS BEFORE…..-Assist site visitors and partners with travel arrangements, as

needed-Assure (federal) site visitors

payment requirements are met-Meet with caterer; plan meals, snacks, etc.; secure building

access for caterer-Arrange for Purdue vehicles, as needed, for transportation

during visit-Secure “A” permits or parking spaces

Sample 6-week Timeline

•THREE WEEKS BEFORE…..-All draft presentations

submitted-Materials to red team, inc. draft presentations (when available)-Confirm wireless access and A/V-Presentation information to

institutional reps-“Research” site visitors when

names are provided by sponsor-Finalize list of all attendees;

begin preparing tent cards and name badges

Sample 6-week Timeline

•TWO WEEKS BEFORE…..-(First) mock review, with

feedback to presenters-Continue work on

presentations, based on feedback-Complete proposal binders-Finalize structure for

presentation binders-Continue travel assistance-Determine

venue/arrangements for “night before” get together with partners

Sample 6-week Timeline

•ONE WEEK BEFORE-Finalize agenda and provide

to all involved-Create one-page bios, with

pictures (optional)-Presentation assistance from

CIE, if needed-(Second) mock review, with feedback to presenters-Venue visit and review by PI

and team, caterers, ITaP, etc.

Sample 6-week Timeline

•FOUR-FIVE DAYS BEFORE..-Send final presentations to

be printed and bound; create flash drives of presentations

-Review all details for completion

Sample 6-week Timeline

•TWO-THREE DAYS BEFORE..-Review completed

presentation books-Finalize name badges, tent

cards

Sample 6-week Timeline

•ONE DAY BEFORE…..- Meet to set up venue:

PIOVPR and/or managing

directorCatererITaP

-Deliver all materials to venue

-Share cell phone numbers-Confirm morning hotel

pickups of site visitors- Meet with partners

Sample 6-week Timeline

•DAY OF…..-Be there early-Be prepared for anything…..