Instructions for IfA Colloquium Speakers
mountain profile Institute for Astronomy University of Hawaii

Information for IfA Colloquium Speakers

Colloquia are held in the auditorium in B building on the IfA's Manoa campus in Honolulu at 11:45am - 12:45pm on Wednesdays, unless noted otherwise. (Click here to read the rationale for 2016B time change). The address of IfA-Manoa is 2680 Woodlawn Dr., Honolulu, HI 96822.

Before Visiting

Speakers will be contacted by the Colloquium Chair (Eugene Magnier - and/or the Colloquium Secretary (Lorrie Unruh - to arrange travel to/from Oahu, accommodations in Honolulu, and local transportation. If possible, we prefer to reserve and pay for accommodations and car rental directly using our UH corporate accounts. Speakers will also receive a formal letter of invitation describing their visit and reimbursable expenses. On a typical visit the speaker arrives the day before colloquium and stays in Honolulu for two nights. Visits can be extended when additional sources of funds are available (e.g. from an IfA collaborator).

During Visit

Outside speakers will have an IfA host to guide them through the day. The host may arrange a schedule for the speaker, including meetings with IfA researchers and setup 30 minutes before colloquium, and dinner. With the new (2016B) colloquium time at starting 11:45, the speaker will be taken to lunch at a nearby restaurant by members of the faculty, postdocs, and graduate students. There will be also be a coffee/tea at ~3:30 with just the graduate students. On Wednesdays at the IfA, an astro-ph discussion is held at 10:30am in the Library. Speakers are encouraged to attend and, for part of the session, lead an informal discussion (for 10-20 minutes) of some aspect of their work that they will not be covering in their talk later in the day. Recent papers and plots can be displayed, although we encourage speakers *not* to prepare slides!

Speakers should stop by Lorrie Unruh's office (C-229) as soon as possible to complete reimbursement paperwork.

Maps of Honolulu and the UH Manoa campus are available.

Speakers needing a parking pass should arrange for one prior to the visit. See Lorrie Unruh (C-229) upon arrival to pick up the pass. Park in any stall in the IfA lot except those designated for metered public parking (green curb). Street parking is sometimes available. Do not park in Manoa Marketplace.

Travel Reimbursement

Please confirm what expenses will be reimbursed with the Colloquium Chair and/or Secretary prior to visit.

For reimbursement, permanent residents will need to bring a copy of their permanent resident card, and foreign visitors will need to bring a copy of the photo page of their passport, a copy of their visa, and complete a "Certificate of Academic Activity" form. Speakers will need to fill out the UH WH-1 form in order to be reimbursed for expenses.