Middlebury

 

Lecture/Event Proposal Form

Guidelines

  • Use this form for single lectures. To submit proposals for symposia and conferences, please email the following to Tamar Mayer , Charlotte Tate, and Martha Baldwin: (1) program description, (2) tentative schedule, (3) estimated budget, (4) anticipated funding sources and amounts.
  • This is a "Middlebury only" form, so you will need to log in with your name and password as you do when you log onto your computer.  This automatically populates the name and e-mail boxes.
  • RCGA avoids cosponsoring conflicting events. Before submitting a proposal, please check the College Events Calendar (http://www.middlebury.edu/events/).
  • When choosing a lecture date, please keep in mind regularly scheduled College events such as monthly faculty meetings, midterm recess, and winter carnival. Remember, too, that accommodations can be difficult to secure on Columbus Day weekend, Fall Family Weekend, and at other times when the College is hosting major events.
  • Honoraria have mostly ranged between $300 and $600. Honoraria may vary if the visitor also visits a class, or renders other services.
  • Rates for some local accommodations: Inn on the Green, rates below include rooms and meals taxes (non-suite accommodations include continental breakfast for one guest, $5 each additional guest.): Nov. 1-May 31, Sun - Thur: $99; Fri - Sat: $151.80 including breakfast for one guest--add $5 for additional guest; Suite all nights (up to 4 guests)$185.90, including breakfast for all guests .  June 1-Oct. 31: All nights $151.80; Suite (up to 4 guests) $185.90 including breakfast for all guests. Middlebury Inn (breakfast not included), rates include rooms and meals taxes: Last week in Oct until mid Sept, Sun - Thur: single $110.00; double $121.00;  Fri - Sat: single $137.50; double $148.50. Mid Sept until mid Oct, $207.49 to $284.90, depending on the room.
  • Ground transportation: Middlebury Transit charges $126.50, including gratuity, to pick up a speaker at Burlington Airport, and another $126.50 to take that speaker back to the airport. Mileage for FY'12 is reimbursed at $.555 per mile.
  • If you expect attendance over 49 people, you will need a "crowd manager" This in accordance with the new College policy, see http://www.middlebury.edu/offices/health/ehs/policies/Crowdmanager. An on-line training course is available at http://www.firemarshal.state.md.us/ ) If you will not be acting as crowd manager, and will be hiring a student as CM, please add $9.30/hr. to your budget.
  • Form should be fully completed before being submitted.
Your Information
Lecture Information

Please provide an mailing address, email address, phone number, and fax (if possible) for the lecturer.

Please provide a brief biography of the lecturer.

Please provide a brief explanation of the purpose for this lecture.

Scheduling
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The conference room in the Robert A. Jones ‘59 House accommodates up to 99 persons, and it is also comfortable for smaller lectures/events. The conference room is generally available for international events at the following times: the Friday lunchtime ISC series, weekdays at 4:30 and in the evenings, weekend days and in the evenings. However, it fills up quickly, so schedule early.

Budget

For those who might need assistance, we’ve listed some cost estimates in the guidelines above, and RCGA can help you determine costs in the following areas. Please let us know the number of participants you anticipate at events where food will be provided.

NOTE: If the lecturer is a U.S. citizen, a completed W-9 must be attached to the honorarium voucher. These forms are available from Martha Baldwin in RCGA. If the lecturer is NOT a U.S. citizen, please contact Martha Baldwin to determine if a J-1 visa will be necessary and other IRS procedures.

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Funding

We strongly encourage co-sponsorship of events. For those who might need assistance, RCGA can help determine appropriate potential co-sponsors.

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