Budgeting Guidelines
Section Navigation
Advertising and Printing Costs
Food
Instructional Media Services
Lodging
Transportation
This is intended to be used as a guide to help with estimating budgets for Visiting Educators – costs quoted are subject to change.
Advertising Costs
The easiest way for faculty to request advertising is using the Whitman form. The link is found on the Whitman Communications web page: Event Advertising
Before you fill out the Event Advertising Form, it will be very helpful if you already have the event date, location, and the title of the presentation. A picture and bio of the speaker and a short description (50 words or less) of the event or lecture and any other relevant materials will be also very helpful. Please contact Qi Jia and your building academic assistant for submitting the full name of the endowment and budget number. Check here for informaiton about Endowed Lectures coordinated by the Office of the Provost and Dean of the Faculty.
Off-campus advertising costs (as per Event Advertising Form):
| NPR series of 10 ads (run three ads a day for three or four days prior to the event) |
$175 | |
| NPR series of 20 ads (run over the course of 2 weeks) | $350 | |
| Union Bulletin standard ad (2x5, black and white) | $150-$170 | |
| Union Bulletin 2"x3" color ad in Marquee (insert in UB that comes out every Thursday and is focused on community events during the week) | $75 |
On-Campus advertising (as per Event Advertising form):
| Posters (three week lead time) 8.5 x 11 | $.53/sheet | |
| Posters (three week lead time) 11 x 17 | $1.05/sheet | |
| Hanging posters around campus | $11.00 |
Press Release
Bryce Heuett (two weeks lead time) FREE
Announcements in The Fountain
Gillian Frew (3 or 4 days lead time) FREE
Whitman College Calendar Events listing and events venue reservations
Victor Saldana, Scheduling Coordinator, Conferences and Events, x5366
If additional tables and chairs are needed for the event/lecture, email tablesandchairs@whitman.edu
Food
Please note that Bon Appetit must be used for all on-campus catering.
Bon Appétit Contact: Teresa Maddess, Catering Director x5127 or maddesta@whitman.edu
For information about Bon Appetit catering for meals or receptions, see www.whitman.caterax.com
Local Off-Campus Dining - Dinner costs should not be more than $60 per person (excluding the tax/tip).
Instructional Media Services
Contact: Charles Marr x5257 or ims@whitman.edu
Requests for technology support is arranged by filling out the following Event Support Request Form: http://www.whitman.edu/ims/request/
Please be aware that IMS does not support off-campus events.
IMS requests a minimun notice of 5 business days before a weekday (M-F, 8am-5pm) event to arrange either a simple set-up of technology, or consultant attendance during an event. Weekend set-ups, consultant attendance of a weekend event, or live-streaming requires a notice of 7 business days. Simple set-ups of technology, as determined by IMS, are normally not charged. Consultant attendance is charged at $25/hour with a one-hour minimum. Weekend and after-hours support is charged at $50/hour.
Lodging
Please be aware that hotel rates and availability are subject to change.
Rates are generally higher April through October and some weekends are substantially higher due to local tourism events.
| Bed & Breakfast (within walking distance of campus) | $160 (or more) per night | |
| Best Western Walla Walla Suites | $110 + tax | |
| Marcus Whitman Hotel & Conference Center (includes complementary breakfast) | $112 + tax (more on weekends - $150-$300 - and high demand nights) | |
| Courtyard by Marriot Hotel (does not include breakfast) | $92 + tax (through Dec, 2019) |
Transportation
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Airfare: Please obtain a quote from an outside travel agent (our office uses Teri Owens at teri@travelleaders247.com, but there are others.) Be sure to include the service fee charged for booking through an agent or service in your estimate. You may also use an on-line travel site such as Travelocity or Expedia. |
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| Rental Cars: Whitman has a contract with Enterprise and National Car rental agencies for deeply discounted rental car use for College business purposes. One benefit is waiving of one-way rental drop-off fees. Contact Ruth Ladderud for discount code and details. All gas used in rental vehicles is reimbursable. | |
| Beginning Jan. 1, 2019, Mileage Reimbursement rate is 58.0 cents a mile. A good source to determine mileage distance is Mapquest. |