1. Work with your department chair or program director to:
o Complete the Lecture/Event Proposal form;
o Confirm availability of funds;
o Check planning calendars of future events for possible dates, to avoid conflicts:
-- Middlebury's Master Calendar (which is accessible from the Middlebury College Home Page, just click on "Calendars" at the top)
o obtain budget number(s);
2. Verify if lecturer is a Foreign National. If the lecturer is NOT a U.S. citizen, please contact the International Students and Scholars Office (x5382) to determine if a J-1 visa will be necessary.
3. Confirm dates with speaker, then inform your department chair that dates are confirmed.
4. Reserve space and facilities:
o Room/space reservations are typically made through the Events Scheduling & Information Office (and a few other offices designated as schedulers for specific event types. See the Events Scheduling & Information Website for details about other campus schedulers.)
o You can reserve a room/location by completing the online Room Reservation Request form at: https://cat.middlebury.edu/forms/schedule/facform.php
o Once you have a room reservation for your event, you can submit your event information for the calendar at any time, using the online Calendar Information form at: https://cat.middlebury.edu/forms/schedule/event_calendar.html
o More information for Events Scheduling politics and procedures can be found at: https://cat.middlebury.edu/events/info_policies.php#submit
5. Travel and accommodations for your lecturer or performer:
o Reserve accommodations (budget number needed).
o Arrange for travel through Accent Travel (388-3125, or 1-800-666-3125) or Milne Travel (388-6600, or 1-800-906-4563) whenever possible (budget number needed).
o Arrange airport pickup.
6. On-campus dining for the event itself:
o Contact Dining Events for liquor license, allowing four weeks (Mary Reed, or "Dining Events" on email).
o Choose a menu (budget number needed).
o Individual invitations to appropriate faculty and students. An RSVP is required for dinners. Dining services will need your final count 48 hours before the event. (They allow for 10% variation either way and charge for the actual number served within that range. You should therefore over-invite slightly to get the number you hope to have attend, since there will inevitably be some no-shows).
7. Preparing the honorarium:
o Obtain a W-9 form from your dept. coordinator or from Human Resources and either have the speaker fill it out in advance and return it, in order to receive the honorarium while still on campus, or have the speaker complete the form while on campus and arrange for the honorarium to be mailed later.
Non-U.S. citizens who do not have a Social Security number do not need to complete this form; just write "Foreign National; No Social Security Number" on the voucher.
o Complete a voucher for the honorarium (please be sure to have the Chair initial the voucher), attach the completed W-9, and send to Madeleine Winterfalcon, Old Chapel, for the DFDR's signature. You must pick up the check at the Cashier's office unless it is being mailed. Cash cannot be supplied. For foreign speakers leaving the country, you will need to cash the check for them at a local bank.
o With the honorarium voucher, submit a poster which advertised the event and the lecturer's "highlight paragraph" which should include the following information:
1. lecturer's name, title, and affiliation
2. date and title of lecture
3. key points of the lecturer's research
4. their latest publications (books or articles)
5. a statement as to why this lecturer was important to the department's curriculum
6. the approximate attendance of the event.
Please note that without the initialed voucher, the poster, and the "highlight paragraph", vouchers will not be processed. They will be returned to the department for correction and payment will be delayed.
8. Publicity:
o When preparing posters for the lecture, be sure to give credit to the program enrichment fund(s) supporting the event.
o Weekly Calendar: the deadline for submission is Tuesday noon for the following week. (Monday events thus need to be submitted two Tuesdays in advance).
o Press release, where appropriate, through Public Affairs.
o Campus posters (from 40-70) distributed to dept. coordinators, posted in major classroom buildings, major student centers (Library, Voter, Proctor, McCullough), and possibly in dorms. (Lyn DeGraff (x5080) in Reprographics can help with design and production of an original poster, but they are quite busy and need at least two weeks lead-time.)
9. Payment for lecturer's travel expenses:
o Collect ticket stubs (if ticket has not been charged directly to a College account) and supporting documents for other reimbursable expenses where necessary, and calculate mileage at the current mileage rate for the submission of a pink travel expense voucher. Complete the travel expense voucher for the expenses and send to Madeleine Winterfalcon, Old Chapel, for the DFDR's signature, who will then forward the voucher to the Accounting office.