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CPFP Weekly Meetings
Attendance of the following two meetings is expected (unless prior exception has been requested from and was granted by the Program Director):
Cancer Prevention and Control Colloquia Series
Held every Wednesday at 11:00 a.m.—12:00 noon, September Colloquia Series through June in the Executive Plaza North Conference facilities. This lecture series features presentations by individuals currently working on research related to the mission of cancer prevention and control. Date and speaker schedule can be found at http://cancer.gov/prevention/pob/fellowship/colloquia.html. The first lecture of each month is devoted to the sponsorship of a speaker suggested by the Biometry Research Group, Division of Cancer Prevention.
In June of every year, the Program Office requests names of possible speakers for the upcoming colloquia year. Suggestions should be submitted to Lisa Poe.
Fellows' Research Meetings
Take place Wednesdays, 9:30 a.m.—10:45 a.m., September through June and are being held in EPS, Suite T-41. The format for these meetings includes: research reports, plans, dry run presentations (fellows); guest speakers from media, law, private industry; colloquium speakers; journal club; and employment seminars. Fellows are asked to evaluate each other's presentations (download form).
Meet the Speakers
The Cancer Prevention and Control Colloquia Series and other NIH meetings present outstanding opportunities for fellows to meet the speakers and introduce themselves to them. Fellows can also contact the Program Office to discuss the possibility of scheduling an appointment with individual lecturers before or after the colloquium.
NIH Fellows Committee Representation
The NIH Fellows Committee represents the postdoctoral fellows at the NIH and was formed to enhance the intramural training program. The goals of the committee are to promote the education and career development of fellows, to foster communication and interaction among fellows, and to serve as a liaison to the NIH administration regarding intramural training program policies. The Office of Education, NIH sponsors this committee, and the CPFP provides two representatives to the committee.
Policy on Attendance of Local Meetings
Attendance at scientific meetings held in the Washington area is not limited in number, but prior approval is required for payment or reimbursement of registration fees (see Travel section for appropriate forms and information). An Annual Meetings List is attached.
For policies and procedures about attending meetings outside the Washington, D.C. area, please refer to the Travel section of this handbook
Calendar of Events Websites
The NIH Calendar of Events (http://calendar.nih.gov) is the official weekly listing of seminars, lectures, and meetings at NIH as well as events of other selected professional organizations.
NIH Research Festival
This event is held each fall on the NIH Campus. NIH distributes information about the festival usually at the end of spring/beginning of summer. It includes symposia, workshops and poster sessions, featuring NIH intramural research; it generally concludes with a two-day scientific equipment show sponsored by the Technical Sales Association. Researchers from all Institutes and Centers (ICs) are invited to present posters at the festival. The applications to participate in this program are accepted on a first-come, first served basis.
How To Invite and Host A Speaker (Generic)
Inviting a speaker to your institution is an honor both to be asked and to be accepted. It is also an opportunity for you to meet and spend some quality time with a well-known scientist whose research is of great interest to you. For these reasons, it is important to know how to invite and host a guest speaker, such that the speaker's experience and yours are high quality and likely to be successful. Below are some guidelines to help you have such an experience.
- Identify speaker as early as possible (i.e., 6–12 months in advance — the more famous, the more advance planning is needed; sometimes you may need an incentive to entice your speaker to come like offering them a visiting professorship award).
- Ask for a copy of the speaker's CV or biosketch to get approval for inviting the speaker. You can contact them and say that you are in charge of identifying some speakers for a seminar series and that you have been asked to collect a number of CVs of potential speakers.
- Once you have approval to invite the speaker, contact the speaker informally and to confirm their interest in your invitation and identify a date. Get the title of the talk.
- Once the speaker is confirmed, send the official invitation letter on letterhead. In your letter, describe the composition of the audience (e.g., age range, degrees, average number in attendance), room (i.e., size, tiered seats or not, AV equipment, podium or not), and the length of the speaker's talk (e.g., typically 40–45 minutes with about 10–15 minutes of Q/A time). If the lecture is going to be videotaped or broadcast to another site, be sure to inform the speaker. Schedule the room immediately, if you have not done this in advance, which is advisable.
- Arrange for advertisement of the seminar. Be sure to include the name of the sponsoring group, the name of the seminar series, the day and date, the time, the title of the talk, the location, the name, degrees, and affiliation of the speaker. Provide a contact name and telephone number and if a reception is planned, provide the details for that as well.
- Help make sure the speaker arranges flights, hotel, and transport to/from airport according to his/her preference. As you are arranging the visit, ask the speaker if there might be anybody at the institution or in the area that they want to meet sometime during their visit to your institution. Typically, hosts will arrange a dinner with colleagues or other interested people the night before the speaker's talk if the speaker comes the day before.
2 Weeks Before
- Make sure VIPs at your institution know that the speaker is coming and that they have an opportunity to meet with your speaker if they want.
- Confirm date of seminar, travel plans, and audiovisual needs. Be sure to ask about and if necessary, arrange for computer presentations and equipment needed for projection.
- Arrange for dinner the night before — ask about diets or other special needs/requirements.
- Arrange travel from hotel to institution and later back to hotel/airport.
- Plan remarks for introductions. Do not be silly; be respectful and appropriate for the occasion.
- Have a mechanism to keep track of the time. Plan means for moderating time (have "5 min" sign to flash to speaker).
- If you are giving an award or presenting a certificate, make sure the items are ready when you make the presentation.
How To Host A Speaker for the DCP Cancer Prevention and Control Colloquia Series
CPFP Fellows are encouraged to invite established researchers and clinicians in their field of research or the broader topic of cancer prevention and control.
- To nominate a speaker for the colloquia series, provide via email the name of your speaker with speaker's expertise and biosketch to Drs. Weed, Hursting, and Chang at least 6 months in advance of the proposed date.
- Upon approval, contact the speaker informally to secure a confirmation of interest to present for the NCI's DCP Colloquia Series and identify a date for speaking after checking with Susan Winer for available Colloquia dates.
- Notify Susan Winer of speaker's commitment; provide speaker's full name, institution, phone and email address. She will write the formal invitation letter to the speaker with necessary information about how to arrange for flights, where to stay, ground transportation, and audio-visual needs. You will receive a copy of the letter of invitation.
- At the same time, invite the speaker to attend the Fellows' Research Meeting before the Colloquium.
- Prior to the lecture date, contact the speaker to check that travel plans, including flights, hotel, and ground transportation have been taken care of, including from the hotel to NCI on the day of the lecture. Also help the speaker arrange for meetings with other NCI scientists and staff.
- Prepare a brief professional statement to introduce the speaker to the audience and moderate questions at the end of the lecture. Be sure to end the lecture at noon (1 hour). Act as a guide for speaker throughout the day, including lunch plans. (You do not have to pay for their lunch as they receive a per diem to cover this expense but you should make sure that they get something to eat and that they don't eat alone!) Appropriate dress is required of the host.
Annual Scientific Meetings List
The Annual Scientific Meetings listing is compiled and regularly updated by the OPO. For your convenience, it provides abstract due dates and direct links to each organization's URL or meeting website.
Download Annual Scientific Meeting List:
Excel Spreadsheet — or — PDF