Office for the Advancement of Research
Conference/Event Planning Form
Date ______
Title of Proposed Conference______
Date(s) of Proposed Conference______
Description:
1. Briefly describe the subject matter and goals of the conference.
2. What benefits will the conference bring to the John Jay community (will students be provided admission? Faculty? Will they be charged? etc.).
Contact Information:
3. What John Jay faculty or staff member is the contact person for the conference?
4. Is the conference, or the society which sponsors the conference a commercial operation?? If so, please list the contact person with their phone number and email address.
Audience:
5. Who is the intended audience (e.g. John Jay faculty, external scholars, students, practitioners, national or international participants)?
6. Approximately how many people do you expect to attend?
Space Requests:
7. How many rooms, and what capacity room do you need? Please be specific in terms of what times of day and dates you need specific types of room (i.e. a lecture hall that can accommodate ## people on *date* from *time* to *time*) Please be aware: although we need this information to book rooms for you, another form will be required by the Office of Space Planning once availability is confirmed.
Technology:
8. What special technology is necessary for the conference (e.g. computer set-ups,
video equipment, public address systems, etc). The Departments of Audio-Visual Services and Information Technology requires notification at least five days in advance. The required form is available at http://inside.jjay.cuny.edu/apps/avs/default.php.
Publicity:
9. What are the publicity and publication needs of the conference including press releases, invitations, programs, posters, photography, etc.?
• press releases
Participation of College Administrators:
10. Will you be requesting any participation by college administration? If so please list those administrators with dates and times. Please note: all requests to obtain the President’s participation are to be made to the Office of the Provost.
Budget:
11. Please detail the conference budget, including amount and source(s) of funding. Please indicate whether funds are in place or expected. Please note: all conferences need to show appropriate budgets to cover expected expenses.
a. Space Rental Fees
b. Space setup/cleaning fees
c. AV support
d. Publicity/signage
e. Food
f. Speaker fees and/or travel
g. Other (please specify)
12. Will registration fees be charged, what fees will be charged, what will they be used to support?
Please note:
· Large conferences that occur during times of peak use during the academic calendar (M-F during fall or spring) are difficult to accommodate.
· Due to increased demand on John Jay facilities and increased cost associated with hosting events - room, labor, and other support charges will be assessed. Space fees will be estimated by OAR after submission of this form; however, the budget the conference has to cover these fees should be estimated above.
Please return the completed form to the Office for the Advancement of Research (601B) via .
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