Faculuty Guide to Hosting Visitors and Events Department sponsored events and guests contribute to the vitality of the department and the enrichment of the curriculum. The following information is intended to assist you in coordinating a variety of events that you may plan throughout the academic year. Class Guest – No payment Audience: Class or class/department invitees only. Space request: None. Scheduled during regular class meeting time. Payment: No honorarium, travel, or entertainment expenses No notice to the department required. Class/department Guest – Payment Audience: Class or class/department invitees only. Space request: None. Scheduled during regular class meeting time. Advertising: Department can post on website and email students. Payment: Honorarium and/or lodging and/or travel reimbursement. Requests are to be submitted via email to the chair at least 3 weeks in advance. * Follow the appropriate procedure to provide honorarium and/or travel/lodging expenses. Campus Event Audience: UCSC Community Space request: Event may held during regular class time (if space allows for additional people) or host may request space in Communications or available registrar space. Advertising: Campus calendar, dept website, flyers, email students, divisions, other departments. Requests are to be submitted via email to the chair at least 4 weeks in advance. * Follow the appropriate procedure to provide honorarium and/or travel/lodging expenses. Public Event Audience: Everyone Space request: Communications or registrar space. *Available registrar space is limited. Advertising: Campus calendar, dept website, flyers, email students, divisions, other departments. Off campus promotion: KZSC, Good Times, Santa Cruz Sentinel. Requests are to be submitted via email to the chair 4-6 weeks in advance. In addition, an ARTS DIVISION EVENT INFORMATION FORM must be completed. See Lynda or Jenny for this form. Often, there are a myriad of issues to address when coordinating a public event. Discussion should involve the department chair, manager, and assistant in order to assess the level of support and to address workload issues. Our Operations Manager will be included in discussions for events being considered in Communications. * Follow the appropriate procedure to provide honorarium and/or travel/lodging expenses. Guest Parking If needed, Jenny can provide you with a parking permit that you can leave at the campus main entrance kiosk or give your guest when they arrive. Co sponsorship Though it is desirable to find other sources for funding for your guest and/or event, staff workload increases with every additional sponsor and it’s necessary to take that into account when planning your event and coordinating with other departments. Please provide the department with contact information and contribution amounts/details for every sponsor as early as possible in the process so the coordination of payments and/or arrangements can be facilitated as smoothly as possible. Procedures for getting your guest: an honorarium, hotel room, reimbursed, etc. Honoraria If an honorarium is approved, your guest will need to complete a 204 form. Jenny can email you a pdf with instructions or provide you with a hard copy to fax to your guest. The 204 can be submitted prior to the visit or on the day of the visit, however, payment will be more expedient if the it is received prior to the guest’s arrival. Payment: Paperwork for an honorarium is submitted after the class visit or event. Guests will receive their honorarium 2-4 weeks after their visit. Travel Expenses/Reimbursements If a travel reimbursement is approved for gas, rental car, meals, etc., in addition to submitting the 204, your guest will be asked to provide receipts. In the case of meals, the receipts must be itemized. * Occasionally, approval will be given for the department to cover a flight. See Jenny early in the process and she will help with arrangements. Payment: The guest will receive a check 2-4 weeks after all receipts have been submitted. Hotel If the department will be covering travel and/or lodging, Jenny can make the reservation, after the 204 has been submitted. The UCSC contract covers room and tax only. Note: If your guest chooses to stay in a hotel at their own expense during the time they are providing their service, they are eligible for the university rate at a UCSC vendor hotel. Here are the 2005-06 rates (rates can change year to year) for a few that the department frequently uses: Coast Hotel - $119 + tax, 7 days a week. (831) 426-4331 Sea & Sand Inn – $89 + tax, Sun-Thurs; No UCSC rate Fri & Sat. 427-3400 Ocean Pacific Lodge - $47 + tax, Sun-Thurs; $67 + tax, Fri & Sat. 457-1234 Entertainment If approval is given for the department to cover any meals for faculty and their guest(s), an Entertainment Approval form must be submitted and approved by the division prior to the visit. Jenny will submit the form to the division at the time of department approval. Original itemized receipts are required for reimbursements. Click here to review UCSC’s entertainment policies. The maximum per person expenditures for individuals being entertained and for a University employee who is the official host or who is a participant at the request of the official host shall not exceed the following amounts (inclusive of tax and service): Breakfast $18.00 Dinner $45.00 Lunch $30.00 Light Refreshment $12.00 Foreign Visitors Foreign visitors (non-citizens, non-resident aliens) add a layer of complexity. At the time of approval, contact Jenny to let her know that you will be hosting a foreign visitor and she will email you the information you will need to forward to your guest and talk to you about specifics. Resident Aliens If your guest is a resident alien, when they fax the 204 they will also need to include a copy of their green card.