Budgeting Guidelines

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):

On-Campus advertising (as per Event Advertising form):

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

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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).

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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.

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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.

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Transportation