College of Design Guest Speaker and Honorarium Proposal and Approval Form

College of Design

Guest Speaker and Honorarium

Proposal and Approval Form

Please review the College of Design Honoraria and Guest Travel Guidelines (PDF) on https://inside.design.iastate.edu/forms/

This form is required for any situation where a guest will be given an honorarium by funding housed in the College of Design. Regardless of funding source, this form should be completed no less than three weeks prior to any event.

The timeline requested of three weeks prior to the event is to allow plenty of time to review budget, verify funding, and establish supplier for guest (as needed). The form is established to help ensure that all policy surrounding such events are followed. The goal of establishing the guidelines is to pull all relevant policy together instead of expecting faculty to find all the information. This process will also notify involved colleagues of the intention for this event and will allow us to best support you in the success of your event.

Funding and unit authorities have necessary information about the events and expenses within their units.
The department partner or corresponding staff will be notified upon submission of this form.
The communications team will be notified in the possibility that they are not already aware.

Faculty Coordinator Information

Faculty Name*

Faculty Email*

Hosting Department*

The corresponding staff will be notified based on the answer to this question.

Select or enter value

Co-hosting department/unit

Select or enter value

Guest Speaker & Event Details

An honorarium is a one-time payment given to an individual (not a business or organization) as a gesture of thanks for contributing to a short, non-recurring event, such as a guest lecture, panel discussion, or critique, where no formal deliverable is required.

If paying a company, then an invoice is required. Service will be categorized as a Speaker/Guest Speaker instead of Honoraria. See: https://www.procurement.iastate.edu/resources/payment-and-procurement-methods

Event Title*

Will this be paid to a person or a company?*

If this is for a company, then an invoice is required.

https://www.procurement.iastate.edu/resources/payment-and-procurement-methods#Speaker

https://www.procurement.iastate.edu/resources/payment-and-procurement-methods#Honoraria

Select or enter value

Guest Name*

Guest Email*

Please check the box below if this guest is a foreign national.

Speaker Qualifications*

Please summarize the speaker's qualifications and relevance to the event.

Term*

Select

Event start date*

Event Start Time*

Event end date*

Event End Time*

Event Location*

Event Description and Relevance*

Provide a brief description of the event and its relevance to the department or college goals.

Intended Audience*

Please specify the intended audience.

Please consider all college, department only, class, etc. and if this is open to faculty, staff, students and/or public.

If this event is open outside of the department, please submit a communications request to the college here: https://inside.design.iastate.edu/communications-request/

Attendance Goal*

How many total people do you expect and hope to be in attendance?

Please consider the ratio of attendance to the size of the room.

How many estimated students will benefit from this event?*

Promotion Efforts*

What promotion efforts are being made in support of this event?

Proposed Honorarium

Any honorarium of $2000 or more require the person to register as a supplier.

"In order for Iowa State University to issue payment, we need to have you please fill out this Supplier Registration link:

https://www.procurement.iastate.edu/forms/supplier/external/supplier-registration"

Honorarium Amount*

This honorarium is the amount for their time and effort (does not include accommodations)

Justfication of Honorarium Amount*

Consider speaker's expertise, market rates, budget constraints

Travel Arrangement Option*

Select or enter value

Additional Expenses

Travel Amount ($xxx)

Lodging Amount ($xxx)

Meals Amount ($xxx)

Other (specify + $xx)

Funding Source & Budget

Total Event Budget*

Worktag(s)

Please list the funding source if it is already known to you.

Budget

Drag and drop files here or

Proposal Submission

I have reviewed the College of Design Guidelines for Honoraria and confirm that this proposal complies with all relevant policies and procedures.

https://inside.design.iastate.edu/forms/

Type initials below

I understand and communicated to the guest that all honorarium payments are subject to tax reporting requirements.

Type initials below

For foreign nationals: I have consulted with the Director of International Programs regarding visa and tax implications.

Type initials below

Comments

Any final comments relevant to this proposal?

Unit Leader Approver Email*

This email should be the leader of the hosting department/unit.

For departments, please list the department chair's email.

For COD Admin or College Lectures & Exhibitions, then please list Karlyn Rainey (krainey@iastate.edu).

Funding Source Approver Email*

Please list the Cost Center Manager.

If hosting unit is COD Admin or College Lectures & Exhibitions, then please list Lisa Shen for funding approver (lisashen@iastate.edu)

For departments, please list the department partner.

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