Applied Radiology

Dr. Mirvis is the Editor-in-Chief of this journal and Professor of Radiology, Diagnostic Imaging Department, University of Maryland Medical Center, Baltimore, MD.

One of the great potential perks of an academic career is the honor of being invited to give lectures in other academic departments. Obviously, this honor carries many responsibilities for the visiting professor (VP) that presumably are taken very seriously, such as being punctual, presenting a lecture(s) with updated material, and being pleasant and highly approachable in both the formal teaching and social settings.

Equal, if not greater, duties rest with the inviting department. The extent to which these responsibilities are met may affect the performance of the VP and the likelihood that others will anxiously follow. As a frequent flier on the VP stage, and after many conversations with academic faculty who are also commonly "on the circuit," I can offer several suggestions that may enhance the experience for all concerned.

1. When formally inviting the VP, either by telephone, e-mail, or letter, provide all pertinent information regarding dates, times, speaking expectations (number and format of lectures), something about the topics you wish to hear about, and details of the financial considerations. If there is an honorarium, make the amount known.

2. Once an agreement is reached, a formal letter of invitation on department letterhead should be sent confirming the details. This letter will usually serve the VP as the documentation to obtain the needed time away from the department.

3. Send a reminder letter 2 weeks or so prior to the visit to both the VP and the secretary, if any. Never underestimate how much a very busy, but well intentioned, VP can forget over time despite personal digital assistants, electronic calendars, and small paper notes buried on desks.

4. Provide specific travel directions for those driving. Include the exact location of your department within your medical system and instructions on how to get to "the right place." It's tiring carrying luggage around through hospital corridors, sweating in a jacket and tie, while playing the lost soul; after all the VP is supposed to know it all. Some VPs, particularly of the male variety, will starve before asking for directions and could inadvertently wind up in the hospital's autopsy room or worse.

5. Whenever possible, have someone meet the VP at the airport or train station and lead them to your local medical Mecca. It's nice to feel welcome. If you send a resident, make sure the car is in good working order with seatbelts, locking doors, heating, and air conditioning. No VP will sit in a car seat.

6. Provide the VP with a written itinerary including telephone numbers in the department, the hotel, and the number(s) of the hosting physician. Most VPs have cell phones, but they are not always reliable or turned on and he/she may need to stay in close contact with others.

7. Unless you know the VP very well, do not offer your home as an overnight haven, no matter how proud of it you may be or how comfortable you think it is. The offer puts the VP in an embarrassing situation.

8. Know something about your VP before the introduction; a curriculum vitae is a good place to start. Ask the VP a few questions about interests, hobbies, family, etc. Some of this data may be far more intriguing or offbeat than numbers of papers written and schools attended. For example, most people are surprised (or amazed) to learn I was a hard-rock drummer for 10 years. A good introduction gives the VP potential non-scholastic topics to ease into the lecture.

9. When entertaining the VP at any social event (there should be at least one since meeting other faculty is a key part of the process) do not go overboard; in all things moderation. The VP may want to party hardy, but tomorrow is another day and he/she needs to be in good shape to deal with the demands of travel. A quiet, comfortable hotel room is important, as is a clear billing arrangement.

10. Given the increasing vicissitudes of air travel, let the VP know where the host can be found in case travel home (or the next destination) is delayed. In this rare event, the host institution should still cover any additional expenses or offer any other assistance that might ameliorate the situation. When the plane leaves the ground or the train leaves the station your official sponsorship concludes.

11. A thank-you note is always welcome to acknowledge a job well done. If you believe the performance exceeded your best expectations make that apparent in a heart-felt letter. Such letters will be a source of pride for the VP and leave a pleasant memory.

Most of these suggestions are common sense and simply reflect good manners. They can serve as a checklist to help optimize the VP's experience, create the best environment for an enthusiastic, energetic presentation, and promote future visits by the VP and his/her academic acquaintances.