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Departments or organizations who are the primary sponsor (originator) of VIA events are responsible for leadership in venue, finance and publicity. This checklist will help ensure you are not dealing with critical details at the last minute.
____ Reserve venue. Contact Paula Finton in MU Conference Services to reserve non-academic venuess (Cordier, upper Union). Contact Glenna Castillo in the Registrar’s Office to reserve academic venues (Flory, Academic Center). At time of reservation indicate expected technology, equipment, and set-up needs, if applicable.
____ Confirm travel arrangements. This may include: airfare, car rental, hotel, and meals. Guests may stay overnight on campus for free, depending on availability. Contact Paula Finton in Conference Services for reservations. If your speaker/presenter is “donating” their honorarium, contact the Office of University Advancement.
____ Review and return speaker’s contract/appearance agreement. All contracts must be reviewed and signed by Jack Gochenaur, CFO, in the Finance Office. Please submit the signed copy of the contract to the VIA committee.
____ Create check request form for payment. If VIA is providing full or partial funding for the speaker, complete the check request form, available on Gateway. If multiple departments, student organizations, etc., are contributing to the speaker costs, complete a check request form and submit it last to the VIA secretary, Kathrine Dwyer in Academic Affairs.
A Tax Identification Number (TIN) or Social Security number for the speaker is required on the request form. Kathrine will contact you when check request form is complete and ready to be picked up and turned into the Finance Office. Please plan ahead: Consult with the speaker/performer about due dates for the contract/appearance agreement and payment due dates. If payment is expected immediately after the presentation, the check request must be completed two weeks in advance.
____ Complete W-9 form, if applicable. If the speaker or performer has not performed at Manchester before, a W-9 is needed. Get W-9 form on Gateway. Turn in the W-9 form to Finance with the check request form.
____ Need posters, flyers, programs, news release? Complete the Office of Marketing’s eForm. Please submit the eForm at least three weeks before the event to allow sufficient time to create and review your materials. Note: The presenter’s contract/appearance agreement may include specific instructions and/or restrictions regarding publicity.
____ Confirm the introducer. Who will introduce the speaker/performance? Please notify the VIA Committee of your decision.