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 and Charlotte Tate: (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 (in the left-hand column) 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/) and the RCGA Events Calendar (http://www.middlebury.edu/international/rohatyn/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 holiday weekends and at other times when the College is hosting major events.
  • Honoraria have mostly ranged between $500 and $800, with a maximum of $1,500. Honoraria may vary if the visitor also visits a class, or renders other services.
  • Rates for some local accommodations (updated 5/19): Inn on the Green, rates below do not include taxes, do include continental breakfast for guests staying at the Inn ($10 for each additional guests): Nov. 1 - May 31, Sun - Thur, single - triple $105; Fri - Sat $148.  June 1 - Oct. 31,  Sun - Sat, single - triple $148. Middlebury Inn, rates below do not include taxes or breakfast (full breakfast $15.07 including taxes and gratuity per person): Sun - Thur, single $110, double $125;  Fri - Sat: single $125, double $135. For February and May Graduations; Reunion, Fall Family, and Homecoming Weekends, call Chantal or Patricia at 802-388-4961 for rates. Rates are subject to change based on occupancy; they apply by request only at the time of booking. 
  • Ground transportation options: Jessica's Vital Transit, LLC, and Middlebury Transit; both offer discounts if you allow ride-share with someone else arriving/departing at the same time. Mileage as of 1/1/19 is reimbursed at $.58 per mile.
  • If you expect attendance over 49 people, you will need a "crowd manager" in accordance with the College policy, see http://www.middlebury.edu/offices/health/ehs/policies/Crowdmanager. Training is provided through the Environmental, Health & Safety Department on a regular basis as needed. If you will not be acting as crowd manager, and will be hiring a student as CM, please add $11.44/hr to your budget.
  • Form should be fully completed before being submitted.
Your Information
Lecture Information
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 weekdays at 4:30 and in the evenings.
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, the coordinator will send the lecturer a W-9 form and Speaker's Contract to be completed. Both must be attached to the honorarium voucher which the coordinator will complete. If the lecturer is NOT a U.S. citizen, the coordinator will forward the speaker's email address to the tax manager who will send the appropriate tax documents to the speaker.
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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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