In order to leverage its funding, The Lectures Committee expects that applicants will seek funding from other sources before requesting committee support. The committee generally expects applicants to provide half of the total funding amount for the event, and, if this is not achievable, to provide an explanation in the application for why they need a greater amount of funding from University Lectures. Applications coming from units who are not able to raise half of the cost are still encouraged to apply with an explanation!
The committee may agree to partially fund applications. Award letters will contain the exact amount offered.
An applicant may request an honorarium of up to $1,000. Requests for honorarium over $1000 will require additional justification and should be for lecturers with exceptional qualification. Sponsoring/co-sponsoring units may use other funds to supplement the honorarium.
- TRAVEL EXPENSES
All expenses must follow UW-Madison and UW System policies including choice of vendor.
All air travel must be booked through Concur. Airfare may be quoted or booked online via Concur or you may contact Graig Brooks, UW-Madison Travel Manager – (608) 262-8691, email@example.com. 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 travel accommodations. 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 include this information in the application form under “Travel”.
More information about booking a flight can be found here: https://businessservices.wisc.edu/travel-reimbursement/planning-a-trip/air-travel/
- HOTEL/MEAL ALLOWANCE EXPENSES
You can find current per diem rates at: https://www.federalpay.org/perdiem/2023/wisconsin/madison. The committee’s policy is to grant funds to cover only one day of meal allowances and one night at a hotel for the day of the lecture. However, 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. There is no guarantee that a second day will be approved.
- OTHER LECTURE EXPENSES
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.
If the sponsoring unit wishes to record the lecture, they must receive written permission from the speaker. A variety of lecture recording resources exist across the UW campus; contact DoIT for assistance with recording and/or streaming.
All other lecture expenses (e.g., venue, receptions, dinners, etc) are the responsibility of the sponsoring unit. Some exceptions may exist for lectures that make use of Fitch Funds – see panel below.