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Organizing a Site Visit Here

This guide offers comprehensive insights on organizing a successful site visit, covering meeting space, food, attendees, red team review, travel assistance, payment, and more. Learn how to manage every detail efficiently and ensure a smooth visit experience.

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Organizing a Site Visit Here

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  1. Organizing a Site VisitHere Christine King Director, Research Development Services OVPR January 18, 2012

  2. The Devil’s in the Details ……. And it’s (almost) all details

  3. Overview • Meeting Space • Food and Drink • Printed Materials • Attendees • Red Team and Mock Review • Travel – Site Visitors • Travel – Partners • Miscellaneous Considerations • Payment • Assistance • Six-week Timeline

  4. 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

  5. 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?

  6. What Printed Materials Are Needed, and How? • Presentations • Agenda • Copies of proposal • One page bios, with photo • Identification • Signage

  7. Who Should Attend? • Purdue PI, co-PIs, students • Partner institutions co-PIs • Institutional representatives • SPS Pre-award or business representative

  8. 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

  9. 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

  10. Travel Assistance for Partners? • Flights (occasionally) • Transportation – campus, airport, hotel • Campus parking • Meeting/dinner prior to site visit

  11. 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

  12. 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.

  13. Who Can Help? Sue Grimes Assistant Director of Research Development Services OVPR sgrimes@purdue.edu • Coordinates pre-award site visits • “Coaches” those responsible for post-award site visits

  14. 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

  15. 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

  16. 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

  17. 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

  18. 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

  19. 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.

  20. 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

  21. Sample 6-week Timeline • TWO-THREE DAYS BEFORE.. -Review completed presentation books -Finalize name badges, tent cards

  22. Sample 6-week Timeline • ONE DAY BEFORE….. - Meet to set up venue: PI OVPR and/or managing director Caterer ITaP -Deliver all materials to venue -Share cell phone numbers -Confirm morning hotel pickups of site visitors - Meet with partners

  23. Sample 6-week Timeline • DAY OF….. -Be there early -Be prepared for anything…..

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