The Lectures Committee expects that applicants will seek funding from other sources before requesting committee support. The committee is able to maximize the number of lectures it supports each year because of commitments by the sponsoring units to provide partial financial support for a lecture. Thus, the committee is more favorable to funding requests that present evidence of such support. In addition to the application to the Lectures Committee, it is expected that applicants will seek funding from event co-sponsors and other funding sources. This allows the committee to maximize the number of lectures supported each year.
The financial support the committee provides is made possible by grants from general university funds, the Anonymous Fund, the Knapp Bequest, the Meiklejohn Fund, and the Fitch Fund. Although the level of funding from these sources has been steady in recent years, it is subject to change annually. Consequently, financial support of lectures is always contingent upon the committee’s annual budget.
In recent years, the committee has provided an average of $900 to $1,000 per lecture. This figure includes honorarium, travel and hotel/meal expenses.
The committee uses a variable honorarium system for recognizing lecturers. An applicant may request an honorarium of $400 or $600. Higher honoraria may be considered for exceptional lecturers
. When requesting support for a lecture, the applicant must specify the honorarium level requested. If the requested honorarium is above the $600 level, the applicant must justify the level requested, as described below. Note that the sponsoring units may use other funds to supplement the honorarium requested from the Lectures Committee.
Evaluation criteria and expectations identified below should guide the applicant’s selection of an honorarium. These serve as the bases of the committee’s evaluation of the appropriateness of the honorarium level requested. The committee will adjust the honorarium (upward or downward) based on the applicant’s documentation.
Honorarium evaluation criteria include: 1) the extent to which the proposed lecture addresses a topic of general interest; 2) the level of interdisciplinary support for the lecture; 3) the audience size realistically anticipated; and 4) the stature of the speaker. The lecture request must include evidence speaking to each of these points.
The committee’s expectations for materials submitted with the lecture request depend upon the honorarium level requested. When a higher honorarium level is requested, the committee also expects the applicant to include more comprehensive plans for: 1) publicizing the proposed lecture; and 2) attracting students (particularly undergraduates) to the proposed lecture.
Contrasting examples may help illustrate appropriate honorarium levels in actual lecture requests. A $0 honorarium lecture might: be of interest primarily within a single department/program; have perhaps one co-sponsor; have interest limited to faculty and graduate students; anticipate an audience of less than 50 persons; and have no special publicity planned. In contrast, a lecture requesting the maximum $600 honorarium might: be on a topic of broad interest throughout the university community; have several co-sponsors; have the lecturer address the lecture topic at a level readily accessible to non-specialists; anticipate an audience of more than 100 persons; and include a plan for active, campus-wide publicity. (Note that these examples are presented for illustration only. They should not been seen as prescribing the content of any specific lecture request.)
 Requests for higher honoraria for exceptional lecturers require compelling justification.
C. TRAVEL EXPENSES
All air travel must be booked through Fox World Travel or Concur. Airfare may be quoted or booked online via Concur or you may contact Debbie Talbott, UW System admin onsite agent at 608-263-1044 or firstname.lastname@example.org. Airfare reservations made through other services will not be reimbursed. Fares should be based on economy class, 30-day advance purchase. Airfare estimates that do not follow these guidelines may not be fully funded. A screen shot of the airfare cost must be included at the time of submission. Only one airfare quote is necessary.
The University Lectures Committee recognizes that some speakers may require accommodations in travel, lodging or presentations. For example, a speaker with a chronic health condition may not be able to travel by air due to their physical limitations or an elder lecturer may need to a travel companion to safely arrive on campus. If your lecturer requires such accommodations, please briefly state the accommodation and the reason this accommodation is required.
D. HOTEL/MEAL ALLOWANCE EXPENSES
The committee has a general policy of granting only one day of hotel/meal allowance at the rate of $175 (as of September 2017). The hotel/meal allowance is intended to cover the lecturer’s meals (at the UW rate of $59) and lodging expenses (at the state rate of $115/night) and applies only to the date of the lecture, not to the lecturer’s entire stay on campus. As with the honorarium, the hotel/meal allowance can be supplemented by the sponsoring and co-sponsoring units through other funds.
The sponsoring unit must reserve the lecturer’s lodging arrangements and must secure the state rate of $115/night or less. Consider using an on-campus facility such as Lowell Center or Union South, both which provide quick and easy access to the UW campus.
While the committee’s policy is to grant a one-day hotel/meal allowance, if the lecturer provides other services of a public (i.e., university-wide) nature on another day, the sponsor may request additional hotel/meal allowance expenses. In such cases, the applicant must detail and fully justify the request for additional amount.
E. OTHER LECTURE EXPENSES
All other lecture expenses (e.g., room rental, receptions, dinners, etc.) are the responsibility of the sponsoring unit.
If agreeable to the speaker, the sponsoring unit may make arrangements with DoIT to record the lecture using streaming media for future listening and/or viewing over the internet. It is the sole responsibility of the sponsoring unit to receive written permission from the speaker to record their lecture. Although the Lectures Committee cannot pay the expense for this service, the committee will be pleased to add a link to the recorded lecture on its web site. Please include information regarding live recording on all publicity of the event.
A variety of lecture recording resources exist across the UW campus, including:
UW-Madison Classroom Media Support
Available at the following locations:
Animal Science 212, Bascom 272, Birge 145, Biochemistry 1120, Biochemistry 1125, Education L150, Education L185, Education L196, Humanities 1217, Humanities 1221, Humanities 3650, Ingraham 22, Ingraham B10, Microbial Sciences 1520, Nicholas 1125, Nicholas 4235, Noland 132, Noland 168, Psychology 105, Psychology 121, Russell Labs 184, Social Science 5206, Social Science 5208, Social Science 6116, Social Science 6210, Sterling 1310, Sterling 1313, Van Hise 104, Van Hise 114, Vilas 4008
College of Engineering
The Fluno Center
The Pyle Center
School of Business / Grainger Hall
School of Medicine and Public Health / Health Sciences Learning Center
School of Nursing / Signe Skott Cooper Hall
School of Pharmacy / Rennebohm Hall
Funds for live captioning and CART services (up to $220) are available to all lectures with anticipated audiences of 100 or more participants. Interested units, must work directly with the McBurney Disability Resource Center to make arrangements. Funds for CART services may also be requested after the proposal is approved for lecture funds. Please contact email@example.com if you need assistance with identifying possible locations to use live captioning.
How to Request Captioning/Communication Access Realtime Translation (CART) Services
Video Captions Benefit Everyone
The Essential Higher Ed Closed Captioning Guide
F. ARRANGEMENTS FOR INTERNATIONAL SPEAKERS
Sponsoring units that wish to invite international speakers to the campus should be advised that such speakers are covered by special federal laws related to: 1) travel and immigration documentation; 2) payments that can be made by the university; and 3) the speaker’s U.S. tax liability. Enforcement of these laws has changed in recent years and become more stringent; the committee does not control this situation and has no ability to override it.
Because the process for securing necessary travel documents can be relatively complex and lengthy, the sponsor should contact the Office of International Faculty and Staff Services (265-4000) at least three months in advance of the speaker’s visit if the visa application process is not otherwise underway. An international speaker’s visa class dictates the individual’s eligibility to receive payment for giving a lecture and to receive reimbursement for travel expenses; therefore, it is critical that the speaker obtain an appropriate visa.
All international speakers must provide the university with either a Social Security Number (SSN) or a United States Individual Taxpayer Identification Number (ITIN). Direct questions about the SSN/ITIN to the committee’s support staff. Please check: Payment to Foreign Nationals Immigration and Tax Considerations prior to applying for funding for international speakers to check what types of payments are covered. Some visas do not cover honorariums, if you have questions regarding visas, please contact Jose Carus, Accounting Services.