Instructions for DLS Presenters

Please let us know if you there is anything we can do to ensure your DLS experience is a positive one.

• Faculty Host (2023-24 academic year): Dr. Michael Thorne and Dr. Juan Carlos de Obeso
• Coordinator (Travel and Technical Support): Alan Rigby
• Marketing: Isabelle DuCharme
• Marketing Assistant: Faith Chand

We create a slide/flyer for your lecture and start marketing it about 2 weeks prior to the lecture date.

• Flyer and bio are posted on our DLS website.
• Flyer is shared on the U of U Events.
• Flyers are posted throughout our building, the Frederick Albert Sutton Building.
• The slide is featured on the monitor in the lobby of Frederick Albert Sutton Building and the William Browning Building.
• The slide is posted twice on University of Utah Geology and Geophysics Facebook.
• The slide is emailed twice to faculty, staff, students, and interested community members.

These lectures are free and open to the public; however, most participants are Department faculty, graduate students, and staff. We also attract some of our undergraduate students, community members, and emeritus faculty. We have about 25-55 guests per lecture. 

With your permission, we will record your lecture and post it on our YouTube channel. Our YouTube has recorded lectures dating back to 2019.  (Note: We do not post the Q&A portion of the lectures.) 

Submit the below information via our online lecture form. 

• Your name and title.
• Name of your organization.
• Your presentation title.
• 1-2 high-quality images for marketing purposes
  • Preferably 1.0 Mb in size or at a minimum resolution of 300 dpi.
  • Ideally, one photograph clearly showingyour face in the center of the photo or at least away from the edges.
  • The other images could be of you in action or something - such as a data chart or map - from your presentation or research.
• A short bio that can be used to introduce you and that will be posted on the lecture website. 
• An abstract of your presentation (optional).
• Yes/No: May we record your presentation (minus Q&A)?
• Yes/No: May we upload it to our Department YouTube channel for public viewing?
• Yes/No: Are you available to join the students and a faculty host at GeoSlice the same day as your presentation at 5:15pm at the Pie Pizzeria, which is one block off campus? 

• The University's travel agents are employed by Christopherson Business Travel and are dedicated to handling University of Utah travel exclusively. Our Department travel facilitators will work directly with them to book your travel. Please note that the University is not always able to get the same price that you may find on a discount travel website; sometimes we are higher, sometimes we are lower. 
• Note: If you are planning to book your travel through the University of Utah system, please plan on the process taking a few days.

Self Reservations: If you choose this option and will need reimbursement, please send us a completed Guest Request Trip form prior to your trip. Then to submit for reimbursement, please following the instructions in the "Reimbursement of Expenses" section below.

• Guest Request Trip form
• UTravel Book A Flight form
  
• GG Travel Reimbursement Form
• IRS W9 (Request for Taxpayer Identification Number and Certification) form (for US citizens)

or  IRS W9BEN (for non-US citizens; the form will be sent to you through a secure link when the time is approprioate)

Email completed forms to DLS Coordinator.

Due to the University's travel process, it is critical that guests completely fill out the correct forms to ensure we have all the information required before we start the booking process, thus reducing the potential for delays.  We have strived to make the form as clear and concise as possible. 

If you have any expenses you need reimbursed, please email us the below, completed items.

• US citizens: Email completed forms to our DLS Coordinator.
• Non-US citizens: Email forms to our Accountant.

Please note that it can take a few weeks for you to recieve your reimbursement check. 

Required Documentation:

• Guest Request Trip form
• GG Travel Reimbursement Form
  
  • If you have multiple receipts for a single type of expense, put in “Multiple” under the “Vendor” and “City of Purchase” fields with the sum of your receipts under the total column. If you have other receipts that don’t fall under any of the categories, you may put them under the “Misc. Expenses” field.
• IRS W9 (Request for Taxpayer Identification Number and Certification) form (for US citizens)

or IRS W9BEN (for non-US citizens; the form will be sent to you through a secure link when the time is appropriate).

• Receipts (Receipts must list all items purchased and show method of payment.)

The University's travel agents are employed by Christopherson Business Travel and are dedicated to handling University of Utah travel exclusively. Our Department travel facilitators will work directly with them to book your flight. 

If we are booking your airfare, please send us the below, completed forms as soon as you are ready:

• Guest Request Trip form
• UTravel Book A Flight form

Email completed forms to DLS Coordinator.

IMPORTANT NOTES:

• Due to the nature of the University's travel system and the fact that staff work M-F 8am-5pm, we are often not able to book flights the same day you request them. 
• Additionally, the airfare booking process must take place within a few hours of the ticket being put on hold by the University's travel agency and it must be completed on the same day before 5pm MST. To that end, it is essential that the Travelers be checking their email during 8am-5pm MST on the day their ticket is being purchased.

We are happy to book you a room in the University Guest House (UGH) or, if there is not availablity in UGH, the Salt Lake City Marriott University Park. 

The standard reservation is for a Single King or Double Queen (pending availability of Kings) for a Wednesday night arrival and a Friday morning departure.

Please let us know as soon as possible if you want us to make reservations for you and if you need any alterations made to our standard reservation.

• University Guest House (UGH: UGH is located in Historic Fort Douglas on campus. It is quick and easy to get to our building from UGH on the Green Route of the free campus shuttle.  It's about 20-minute ride from UGH to our stop (FASB/Kennecot). 
• Salt Lake City Marriott University Park: The Marriott is located in the university's research park. It is not served directly by a campus shuttle; however, it is a short 5-10 minute walk up the hill to a Green Route campus shuttle stop. It's about 20-minute ride from UGH to our stop (FASB/Kennecot). 

We are located about 10 miles from the Salt Lake International Airport. 

Often our Faculty Host will arrange to pick our Guest Speakers up at the airport and take them to the hotel. However, many Guest Speakers choose to use public transportation (UTA). Once on campus, the U of U Shuttle can get you anywhere you need to go for free.

UTA (Utah Transit Authority): Salt Lake has a wonderful public transit system that can take you to your hotel or the University from the airport. There are four TRAX (light rail) stations (all of which are only accessible on the Red Line) and over 60 bus stops on campus.

• To reach the Guest House from the Airport (65 minutes): Take the Green Line (heading to West Valley) to the "Court House" stop. Then, transfer to the Red Line (heading the University). Exit at the "Fort Douglas" stop. The University Guest House up and across the road 0.3 miles.  The one-way fare to and from the airport is $2.50.   

Ground Transportation: Feel free to reserve your own Lyft, Uber, or taxi (20 minutes from airport to the University).

For more information on short term and visitor parking, visit U of U Commuter Services.

Visitor Parking Lot: There is a visitor parking lot directly south of our building.  To get directions to this lot, search for "Sutton Building - FASB - Bld 12" on the Campus Map. (Basically: Take 100 South onto campus. Turn right onto 1455 East. Follow the road around the parking garage. When you reach the T intersection, turn right and the visitor parking lot will be on your left.) 

You can pay for parking by phone or with a department validation at the kiosks located in the visitor parking lots.

Requesting a Parking Validation: Email DLS Coordinatorat least 2 business days prior to the day of your visit and we will provide you with a complimentary all day validation. 

U of U Shuttle: Our campus has a free shuttle system that makes it easy to get anywhere you need to on campus, including to and from the University Guest House and our building via the Green route. The name of the stop nearest our building is "Kennecott", which is directly north of our buidling.

Frederick Albert Sutton Building (FASB): Our department is located in FASB, which is on the northeast corner of campus; search for "Sutton Building - FASB - Bld 12" on the Campus Map. (Basically: Take 100 South onto campusWe are located about 10 miles from the Salt Lake International Airport and 4 miles from downtown Salt Lake City. 

• 115 S 1460 E
  Salt Lake City, UT 84112-0102 
• Main Office: Room 383

Our building is connected to the Browning Building (WBB). Inside it can be difficult to know which one you are in. FASB is to the north and is most easily entered from the east (mountain side) through the 2^nd floor. Once inside the Confluence Lobby, head to the left. When the hall comes to an end at the computer lab, the 295 FASB lecture hall will be on your left. To reach the Department Administrative Offices (room 383), you can take the stairs that are to you right or head left down the hallway to find the elevator near the restrooms. 

Please be aware that due to so many different configurations (type of presentation software, Mac or PC, USB, HDMI, etc.) it is best for you to bring your own laptop and power adapter and, ideally, HDMI adapter.

Please arrive to the lecture hall, FASB 295, on time for tech set-up (which starts 30 minutes before the lecture) in advance to make sure all the tech is ready to go prior to the start time. We try to start right on time.

12:00 - 12:30pm: 

• Meet & Greet - Takes place in the FASB Confluence Lobby (right around the corner from the lecture hall); light snacks and drinks are served.  The purpose of the Meet & Greet is to provide a less formal setting for students, staff, and faculty of our Department to ask you questions regarding your career and research. Graduate students are our primary participants, but everyone in the department is welcome to join.
• Technical set up in 295 FASB. Please pop a little early so we can make sure the technology is running smoothly.

12:30-1:30pm: Lecture in 295 FASB - The 60-minute event consists of a short introduction of our featured speaker by our faculty host, followed by a 45-minute formal presentation, and concluding with a 15-minute for Q&A. All lectures are broadcasted on Zoom:  https://utah.zoom.us/j/92330696837, passcode: GGDLS.

5:00-6:30pm: GeoSlice with graduate students and faculty or staff host at The Pie Pizzaria Underground. (This is optional and will be scheduled only if you marked "yes" on the online form and students are available.)

TBA: Dinner with faculty host (We normally only do these dinners for speakers who are spending the night in SLC; please coordinate directly with your faculty host as to whether or not you are interested in and/or able to do a dinner.)

Around Town: Check out Visit Salt Lake!

On Campus:

• Natural History Museum of Utah (Request a Guest Pass via our DLS Coordinator; offer dependent on availability of Guest Passes.)
• Red Butte Gardens
• Utah Fine Arts Museum 
• Place to Eat on Campus  

Submit the below information via our online lecture form. 

• Your name as you want it to appear.
• Your job title as you want it to appear.
• Name of your host organization as you want it to appear.
• Your presentation title as you want it to appear.
• 1-2 high-quality images for marketing purposes
  • Preferably 1.0 Mb in size or at a minimum resolution of 300 dpi.
  • Ideally, one photograph clearly showingyour face in the center of the photo or at least away from the edges.
  • The other images could be of you in action or something - such as a data chart or map - from your presentation or research.
• A short bio that can be used to introduce you and that will be posted on the lecture website. 
• An abstract of your presentation (optional).
• Yes/No: May we record your presentation (minus Q&A)
• Yes/No: May we upload it to our Department YouTube channel for public viewing?

• https://utah.zoom.us/j/93696645514
• Passcode: GGDLS

12:00-12:30 pm: Technical check in Zoom. Please pop into Zoom a little early so we can make sure the technology is running smoothly.

12:30-1:30 pm: The 60-minute lecture consists of a short introduction of our featured speaker by our faculty host, followed by a 45-minute formal presentation, and concluding with a 15-minute for Q&A. 

If accepting an honorarium, please submit the below, completed forms to our Accountant.

• U of U Guest Lecturer form
• IRS W9 (Request for Taxpayer Identification Number and Certification) form (for US citizens)

or IRS W9BEN (for non-US citizens; the form will be sent to you through a secure link when the time is approprioate)

Please note that it can take a few weeks for you to recieve your check.