Guidelines for Hosting a Guest Lecture
- Date/Venue: As soon as you’ve settled on a lecturer, you should decide on a date and book your venue. When can your lecturer come to campus? Get a few dates that will work and check the campus calendar to make sure it doesn’t conflict with other big events.
Do not assume you will get the venue of your choice – reserve it at the same time you confirm the date with your lecturer.
- Honorarium/Transportation: In order to process an honorarium, your guest lecturer will need to complete a Performance Contract and an IRS Form W-9. We will also need to collect a Speaker Permission Form - see below for Instructional Media Services (IMS).
If your guest is not a citizen or permanent resident of the United States, additional paperwork will be required. The IRS requires Whitman College to withhold 30% of the amount of funds to be received by the speaker if they DO NOT have a US social security or tax identification number. Honorariums should NOT be ‘grossed up’ to cover the 30%. To minimize potential miscommunication with your speaker concerning these regulations, please see http://www.whitman.edu/offices-and-services/human-resources/immigration-information.
In an effort to keep transportations costs down, please make every effort to confirm your lecture dates and book your airfare in a timely manner. Typically airfare is non-refundable – so it is important to make sure everything is confirmed as far as venue and honorarium (can we pay them) before purchasing airfare.
- Campus Calendar: To post your event on the campus calendar, e-mail firstname.lastname@example.org in Conference and Events with the following information: event title, date, start time, location, contact person, description and let them know if your lecture is open to the public. Getting your event on the campus calendar can help with conflicts.
- Advertising: The Communications Department can assist you with advertising. You should get in touch with them at least three to four weeks prior to your event. If you need a press release, please contact Daniel Le Ray (x4917) and for assistance with posters and flyers contact Chris Bishop (x5769) or Travis Congleton (x4966).
- Book Signing: If a book signing is desired, you should contact the Bookstore (x5274) as soon as possible. Please let them know the titles from which the author will be speaking and an estimate of audience size. This will allow time to order appropriate quantities of the book(s).
- Technical Support: You will need to contact Instructional Media Services (IMS) at email@example.com to make arrangements for any technical support for your speaker. IMS requests five working days notice for event support. For additional detailed information, see: http://www.whitman.edu/ims/request/. All endowed lectures should be taped, you will need to collect a Speaker Permission Form to submit with your request.