Speaker Tour Coordinator Job Description | Science Atlantic Knowledge Base

Speaker Tour Coordinator Job Description

The Speaker Tour Coordinator will research, develop, and implement an itinerary to suit the

purpose of their specific speaker tour. The Speaker Tour Coordinator will reach out to potential

speakers, communicate with confirmed speakers, promote the tour, arrange and coordinate the

logistical details of the tour, communicate with representatives of the Science Atlantic member

institutions involved, follow the tour budget as approved by the Executive Director, and adhere

to the policies of Science Atlantic as they apply to the tour. Science Atlantic staff are not

responsible for the content or coordination of speaker tours, but should have the opportunity to

make suggestions to enhance their impact and should be kept informed of the details necessary

to promote the tours.

Tour speakers are required to visit a minimum of three Science Atlantic member institutions; the

Speaker Tour Coordinator must ensure that travel between these institutions is arranged in the

most efficient manner to minimize costs and the time commitment for the speaker. The Speaker

Tour Coordinator must view and approve a speaker’s schedule and travel budget at least two

months prior to beginning a tour.

The Speaker Tour Coordinator is responsible for reviewing the reimbursement submissions of

tour speakers and arranging reimbursements by the tour sponsors. Allowable expenses for tour

speakers are outlined below:

Allowable expenses

1. Travel between institutions (including home institution)

a) Travel may be completed by air, rental car, or personal vehicle, as is most

economical.

b) Personal vehicle use will be reimbursed at the current Science Atlantic rate.

Gas for rental vehicles will be reimbursed based on submitted receipts.

2. Accommodations

a) Each host institution is responsible for covering all local expenses, e.g., meals

and at least one night’s accommodation if required.

b) Support from the tour sponsors is limited to a second night’s accommodation

when required.

3. Meals

a) Each host institution is responsible for covering local meals.

b) Tour sponsors will reimburse meals required while the speaker is travelling

between institutions. Receipts must be provided.

c) Maximum meal reimbursements are based on current Science Atlantic rates.