Guidelines for Faculty Sponsors
Congratulations! Your proposal has been approved for funding. The chair of the Committee will shortly be sending you the approved budget. Thank you for adding to the cultural and intellectual life of the university and the community. We hope your experience as a Biever sponsor is positive and that you will consider it again.
What the committee does:
- Provide you with funds to transport, house, feed, and publicize a speaker.
What you do:
- Fill out the publicity form as soon as you have the information available. You will still need to publicize your event. This information is to put together a Biever Guest Lecture series poster for the semester.
- Make all travel and lodging arrangements for your speaker.
- Make all room and equipment reservations for the presentation.
- Submit a brief report on the event after it is over (see below for details).
- Special note for foreign nationals: Check with Debbie Danna at least one month in advance of the event to ensure that foreign nationals are in the country under the proper visa status to be paid an honorarium or that they have a U.S. Social Security number.
How do I get reimbursed for the expenses?
- 1) Fill out online check request form as soon as possible and forward the receipts and form to Biever Guest Lecture, Box 007.
Example for Expenses, Example for Honorarium
- 2) Submit online check request form. Mail typed check request form and attached original receipts to the Biever Guest Lecture, Box 7. Allow at least two weeks for processing.
- 3) For payment to on-campus entities (e.g. Marriott Catering) just submit the invoice to the Biever chair and we can pay it with a transfer of funds form. DO NOT PAY FROM THE DEPARTMENT BUDGET.
- See below for special note on paying honoraria.
Can I move monies between categories in the budget?
- Please check with the chairperson. Generally you can move money between categories, with the exception that you cannot add money to the honorarium or the meal allotment.
What if my speaker can't make it or there is a change in the event?
- Please do keep the chair informed if there is a change of date or location for your event. You cannot automatically substitute another speaker.
Other guidelines:
- Please try to secure the most reasonable lodging. The Dominican Conference Center (540 Broadway, 861-8711) is conveniently located and inexpensive.
- Please schedule public events in the evening hours so the public can easily attend.
Publicity
Publicize your event as fully as you can. As soon as you have all information on the speaker, topic, location, date, and time, notify Public Affairs at x5883 (University Calendar, Loyola Today, press releases), and Publications at x5989 (internal, posters). .
Posters and Flyers
Posters and flyers placed around campus and mailed off campus are effective. Order mailing labels by completing the online form on the Human Resources web page. Help on production and design is available through the Publication Office if you give them sufficient time. They can also advise you on printing. The Twomey Print Shop is at x 2507. E-mail is fast and free. Just address an e-mail to: faculty@loyno.edu,staff@loyno.edu,student@loyno.edu.
Presentations
The committee expects a reasonably close fit between the lecture as proposed and the lecture as advertised and presented. If the nature or title of the talk changes, you must notify the committee.
The committee encourages an informed and balanced discussion of controversial issues, and does not seek to censor any viewpoint. If your speaker is addressing a topic of public controversy, please explain here how you will allow for the voicing of alternative opinions within the event(s) planned. You must also work with Loyola’s Director of Public Affairs, x5883, for the purpose of allowing the university to prepare for community reaction, and you must make provision for the hiring of security in your budget. Failure to abide by the above protocols will result in the withdrawal of funding by the committee and the committee’s official disassociation from the lecture in question.
There are a variety of locations available on campus to accommodate large or small audiences. The sponsor is responsible for locating and engaging a suitable location.
If you wish your event to be videotaped, please contact the Media Producer at x7167 or Media Services Coordinator at x7112, at least a week in advance to discuss your production needs. You will need a signed release from the speaker, which is available from Media Services.
If you need equipment support for the presentation, please contact Media Services x7170 at least a week in advance.
Receptions on campus
For on-campus catering, request Marriot to send the reservation form to Biever Guest Lecture Services at Box 7, at least two weeks in advance. If your event includes an on-campus reception at which alcohol is served, University Police must be hired for the event. It is your responsibility to contact them and make arrangements x3434.
Finances
All Biever events are "FREE AND OPEN TO THE PUBLIC." You are responsible for staying within the overall budget approved by the committee. There is no room for paying additional expenses. All reimbursements will be made on the basis of the approved budget. Here is some general advice on the different areas of reimbursement:
Honoraria
Since the university must comply with IRS regulations, we need the home address and U.S. Social Security number of the guest speaker. The honoraria needs to be processed at least two weeks before the payment is needed. If your speaker does not have a U.S. Social Security number, please contact Debbie Danna at x7550 (danna@loyno.edu) for advice on visa status. Foreign nationals must be in this country under an appropriate visa status for us to pay them an honorarium.
Transportation
Most often this means airfare. You should work for the best price on coach fare. For payment, submit an online check request with original receipts to Biever Guest Lecture, Box 7. If the lecturer purchases the ticket, forward the original receipt to Biever Guest Lecture for reimbursement along with parking and taxi receipts. Automobile travel is reimbursed at the current rate per mile. Please be sure to record beginning and ending mileage.
Hotel and meals
Try to have speakers stay with faculty or friends. Please look for ways to economize on meals. Biever funds are not intended for meals for anyone other than the invited guest.
Co-sponsorship and further funding
We encourage you to co-produce your event with another organization such as a student or faculty club, or local or national organization. If you co-sponsor through a student organization, you may be able to apply for SGA funding. Such Co-sponsorship helps all involved in a number of ways: involving others, more exposure, more funding, etc.
Final report
The final report is very important. Your event is not complete until this report is filed with the chair. Please list all activities such as class visits, lecture presentation, etc. and include the number of people who attended. Include copies of information such as posters, newspaper stories or other media coverage. A final report must be filed for you to be considered for future Biever grants.
For any other questions, please feel free to contact the committee chair, Jeremy Brekke at jrbrekke@loyno.edu.
