Middlebury

 

MCAB Speakers

The Speakers Committee works with other students and student organizations to 1) bring speakers to campus and 2) assist with student symposiums. We love student input, and always want to know who you want to hear speak!

Want to bring a speaker to campus?

1. Step-by-Step Guide on how to bring a speaker to campus

MCAB Speakers Committee

Step-by-Step Guide to Bringing a Speaker to Campus

Please use these guidelines in order to prepare for your event. Here you will find instructions on the next steps to take. Please read the entire document before doing anything in regards to your speaker.

Please remember to contact Co-chairs Izzy Kannegieser and Nicholas Orr at mcabspeak@middlebury.edu if you have any other questions or concerns.

An application must be received at least 3 weeks prior to the proposed event to guarantee consideration for funding.

Have fun!

 

1.  Attend a Host a Speaker Training

Anyone applying for funding from the MCAB Speakers Committee must attend a training.

2.  Reserve a Room (consider the format of the event and any special needs your speaker may have)

We ask that applicants book a venue before submitting an application. Once you have decided on a venue, submit a Room Reservation Request.

There are a wide range of venues on campus at which you might hold your event. Please consider carefully your choice of venue.

Generally, what you need to think about in choosing a venue is straightforward. Make sure the capacity of the venue matches your expected audience. Make sure the set-up of the venue matches the format of your event. For example, a workshop for which you expect 20-30 people might be successful in the Abernethy Room in the Axinn Center but unsuccessful in the RAJ Conference Room.  Check out go/mls to explore possible venues, research what resources are available in each space, and check the availability of that room for the date and time you are proposing.

While most speaker requests propose a conventional lecture-style format, we encourage you to think of other ways in which to format your event. If you are expecting a relatively small audience, a roundtable discussion might be more successful and interesting.  If your speaker has specific skills he/she might be able to teach students, a workshop might be more effective. In addition, think about how to get the speaker involved in ways aside from your main event. Your main event might best be formatted as a lecture, but lunch, coffee/tea, or dinner with a smaller group of students might provide a more personal connection. To put it simply, consider how your speaker would most effectively contribute to the College community in more ways than merely re-stating his/her research topics or activities. Try to create involvement and interaction between your speaker and students.

In most situations, you will need to make sure audio and/or visual equipment is available for your speaker. Please inquire as to what your speaker needs before reserving a venue.

Be sure to familiarize yourself with the venue before you reserve the room and again at least 2 or 3 days in advance of your event. Assure that all audio/visual equipment your speaker will need is in working order and that you know how to use it. If you need more resources than your venue provides, contact Tammy Grant at 443.3147 for assistance at least 7 days prior to your event.

If you do not know who to contact or need more information, please contact the Speakers Committee Co-chairs.

 

3.  Funding

The next step is to fill out an application form (which can be found at go/speakers) and email it to mcabspeak@middlebury.edu. You will be asked to appear before the Speakers Committee at our next meeting (Wednesdays at 8:00pm in AXN 229) and to explain a bit about your proposal.

After reviewing your request, the Speakers Committee will contact you with the amount of funding we are able to provide.

For obvious reasons, please do not confirm anything with your requested speaker until after you have received written guarantees for funding from the Speakers Committee and other academic departments and offices. The speaker should not have travel arrangements made or hotels booked until after funding is confirmed.

If you wish to seek co-sponsorship for an event please do so prior to submitting your Speakers Committee application. You will be responsible for facilitating contact between Dave Kloepfer and any academic departments and offices who have agreed to provide additional funding.

4.  Contracts

After securing funding, you need to schedule a meeting with Dave Kloepfer (dkloepfe@middlebury.edu) to complete the necessary paperwork for bringing a speaker to campus.

Do not, under any circumstances, sign anything resembling a contract yourselves. The College will not honor any contract signed by a student. In addition, please remember that verbal contracts are binding in the state of Vermont. Do not phrase anything you say in such a way as could be interpreted as a binding contract.

5.  Travel/Transportation, Accommodation, Food/Beverage, etc.

These expenses should be included in your initial budget. It is usually easiest to include estimates for these expenses in a single honorarium. That way, the speaker can make his/her own arrangements.

Remember to discuss options with your speaker before confirming anything. While you should not arrange travel and accommodations for your speaker, you should help him/her by recommending hotels, inns, restaurants, etc.

You should also arrange transportation for your speaker to/from the airport. You can reserve a College car or van through the Student Activities Office.

Also, consider organizing lunches and/or dinners with students and your speaker. We encourage you to talk to Commons Faculty Heads – they are often willing to use their Commons budgets to cater a dinner for the speaker and interested students at their homes.

Dave Kloepfer will help you negotiate these details.

6.  Marketing/Publicity

We expect a portion of your itemized budget to be set aside for marketing/publicity for your event. Please think of creative ways to advertise your event, but remember that emails and posters always work well.

While we are unable to send out an all-school email for most events, you can email certain student organizations, academic departments and offices, and groups of people who might be interested in your event. In addition, it’s free.

Posters, however, are also inexpensive. You can hire Reprographics to print color posters. You can either design posters yourself, or ask for help from their designer. For design questions, call 802.443.5080.  Allow at least one week for printing. 11X17 inch posters are $1.00/each; 8.5X11 inch posters are $0.50/each.

Reprographics is located in FIC. It is open 8:00AM to 5:00PM, Monday through Friday. Contact them at 802.443.5178.

In addition, consider displays in the library, t-shirts, banners, dropping-in on classes, chalking, announcements at student organization meetings, emailing professors, emailing student organization presidents, notifying people via Facebook, and other creative options.

Important Notes:

Tabling: Only recognized student organizations have access to this service, so you will need to go through the student organization backing your speaker request in order to reserve tables. Reservations are made with Tammy Grant in the Event Management Office on a first-come, first-serve basis.  Tabling locations are limited to the area outside the Mail Center in McCullough and the lobby of the Library.

Banners: The Proctor banner space is reserved with Tammy Grant in the Event Management Office on a first-come, first-serve basis. Reservations must be made at least one week in advance. Banner space may be reserved for two consecutive days only. In order to place banners in other locations, you must obtain prior written permission from a Commons Dean or Associate Dean of Students for Student Activities and Orientation (JJ Boggs (jboggs@middlebury.edu)).

 

Chalking: Sidewalk chalking is permitted in order to promote your event. It is permitted on concrete outdoor sidewalks only (i.e., not on vertical surfaces). Do not use chalk on marble, brick, or tile surfaces. Use only water-soluble chalk.

 

7.  Event Management

If you anticipate having over 50 people in attendance at your event, you must arrange to have a trained crowd manager present.  Please review the College’s crowd manager policy well in advance of your event.

2. MCAB Speaker Application Form

 

Please fill out the following form and send a completed version to mcabspeak@middlebury.edu
MCAB Speaker Application 2011-2012MCAB Speaker Application 2014-2015


3. Interested in a symposium?

Fall Symposium 2015

The Speakers Committee is now accepting proposals for the 2015 Fall Symposium with funding requests of up to $8,750. A symposiums is a concentrated series of events spread over a few days focusing on one specific theme. Events can include lectures, Q&A sessions, spoken word performances, etc.

If you are interested in applying for the 2015 Fall Symposium, please email us (mcabspeak@middlebury.edu) your application by no later than Friday, May 1st, 2015. We recommend that you broach your topic interest with us and ask any questions before then to make sure that you have a well prepared proposal. We have examples of past proposals for your reference as well. For the application, please include the title and dates of the symposium, names of the organizers, list of co-sponsors, and a 1-2 paragraph summary of the idea behind the theme of the symposium. You may also add information about your organization if you wish. For the individual events you may fill out separate speaker applications (listed under Number 2 of this web page) or provide a list of speaker descriptions, dates, times, etc along with a total budget at the end.

If you have any questions, please don't hesitate to email co-chairs Izzy Kannegieser and Nicholas Orr at mcabspeak@middlebury.edu!

Host-a-Speaker Training Sessions

If you have any questions, please don't hesitate to email co-chairs Izzy Kannegieser and Nicholas Orr at mcabspeak@middlebury.edu!

Trainings take no more than an hour but are a mandatory first step in bringing a speaker to campus.

Host-a-Speaker training sessions will be offered at the following times:


 Wednesday  September 10th  8:00pm  Axinn 219
 Wednesday  September 17th  8:00pm  Axinn 229 
 Wednesday  September 24th  8:00pm  Axinn 229
 Wednesday  October 1st  8:00pm  Axinn 229
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