How To Propose An Event
HOW TO PROPOSE AN EVENT
TO THE CONCERT AND LECTURE SERIES COMMITTEE
The goal of the Concert and Lecture Series is to bring high quality programs and speakers to for the benefit of students, faculty, staff and the general public. Because the budget for honoraria comes from student fees, all C/LS events must be presented FREE and must be open to the public.
The Concert and Lecture Series Committee, which oversees the program and approves all expenditures, is a shared governance sub-committee of the Student Prep for Success Committee. Thus, we proceed by following the college shared governance policies and procedures. The C/LS Committee usually meets on the first Tuesday of the month at 1 pm in Room 422 Batmale Hall. All meetings are open.
If you have an idea for a program, speaker, film or other presentation, the best thing to do is to place a call or send an email to the C/LS office: firstname.lastname@example.org; 415.239.3580; or email@example.com. Talking over the idea with C/LS staff will help to clarify whether the program is appropriate for C/LS to produce or whether some other entity is more in line with the nature of the event.
Talking to C/LS first also helps us determine whether a venue would be available; whether the time-frame is adequate; whether the funding is available; and other logistical considerations.
Another way to organize your proposal is to use the C/LS proposal form, found on this website, or by clicking HERE, to write down the details C/LS will need in order to evaluate the proposal.
In general, proposals should include:
-At least a two-month lead time from the date of the anticipated C/LS committee meeting to approve funding (e.g., October 1 for meeting October 5; event date of December 5 at the latest)
-The name, contact info, background and qualifications of the presenter
-The anticipated Student Learning Outcomes – in our case, a general statement of what audience members would take away from the program that makes this presentation worthwhile to the College
-The amount of funding requested and any shared funding from other entities
-The source of the audience: for instance, specific classes committed to attend (we require a “core audience” guarantee)
-Any other pertinent information (websites; special requirements for microphones, PowerPoint and other equipment; accessible space).
STEPS LEADING TO APPROVAL
Once the proposal has been discussed with C/LS staff, it will be placed onto the minutes of the next C/LS Committee meeting.
The person proposing the event is welcome to attend the committee meeting to explain the proposal or answer any questions.
The committee takes the proposal under advisement and votes on approval after excusing the non-committee members.
Staff notifies the person making the proposal of the determination of the committee, including any reservations or contingencies (shared funding, for instance).
After all questions and contingencies have been met, the committee will take a final vote on whether to approve the proposal.