CVS External Seminar Series

Information on how to run CVS external seminars

DATE/TIME:   every Thursday @ 1.30pm – 2.30pm with an ECR Session from 2.30pm – 3.30pm (other than during holiday periods – dates can be confirmed with Admin Support) VENUE (In-person):   Wellcome Theatre – booked from 1-3pm (Hybrid Session)/Online via TEAMS


Prior to Seminar

  • Book WT LT venue 6 months in advance for the academic year ahead
  • Speaker’s name to be proposed by PI host/CVS theme lead to CVS Admin Support (
  • LV to send out letter offering possible dates to speaker – also confirm with host that they would be available to chair the talk on dates provided
  • Confirm date with speaker and the host - date to be added to CVS External timetable by CVS Admin Support
  • Speaker is required to provide short bio with research interests, at this stage
  • CVS Admin support to issue letter of invitation to proposed seminar speaker cc’ing the host, including a deadline for response (2 weeks) 
    Invitation Letter (23.61 KB / DOCX)
  • CVS Admin support will assist the Speaker with travel arrangements and expenses
    • Host to send email to asking if individual would be interested to meet the speaker attaching a short biography provided by the speaker.
    • Complete one-to-one slots on draft itinerary 
      Draft itinerary (78.5 KB / DOC)
    • Request that PhD students/postdocs host “ECR Meet the Speaker session” following the seminar
    • Organise/order lunch (if required)
    • On the Thursday before the speaker’s seminar request CVS admin support to contact the speaker with the completed itinerary and travel instructions on how to locate the QMRI.
    • Week before Seminar (on Thursday afternoon or Friday Morning), Admin Support to send out details of Seminar with a link for HYBRID session
    • On the day of the Seminar (Thursday morning) Admin Support to send out a REMINDER with details of Seminar and a link for HYBRID session
    • Every three months a list of upcoming scheduled seminars is sent out.

Day of Seminar

  • Greet your speaker and take them to Room C3.12, QMRI.  The one-to-one meetings are held in room C3.12 – Admin to book C3.12
  • Lunch to be served in The Drum (if requested)
  • At 1.15pm take speaker down to the Wellcome Auditorium and set up talk as per instructions 
    Instructions for Hybrid Meeting (144.46 KB / DOCX)
  • Offer/Provide a water drink to the speaker ahead/during the talk.
    • Reclaim lunch expense for the speaker using e-Expenses and codes:  195CVS/4713/G37005 (complete on-line via e-Expenses together with receipt)
    • “ECR Meet the Speaker Session” with your students/postdocs are held during lunch in The Drum
    • The speaker should then be taken back to Room C3.12 for the remainder of one-to-one sessions or departure after Seminar.
    • CVS Admin Support can organise taxis if required to Edinburgh Airport/Waverly Station as appropriate.