2012-14 Speakers Bureau Hosting Guidelines
Steps for Booking a Speakers Bureau Presentation
Step 1. Review our lineup of current speakers and determine which presentation you’d like to host.
Step 2. Email or call the Speakers Bureau program manager to determine eligibility: email@example.com or (206) 682-1770 x102 .
To be eligible for a subsidized presentation, hosts must:
- Be a nonprofit organization (e.g., library, historical society, museum, social-service organization or community center) or a K-12 school, college or university.
- Make your Speakers Bureau event free and open to the public.
- Allow at least one hour for each presentation, including sufficient time for conversation.
- Generate publicity for the program, and secure an audience of at least 30 people (Humanities Washington will provide a toolkit to help promote the event).
Step 3. If your organization is eligible and funding is available, you will be given contact information for the speaker of your choosing. Contact the speaker to schedule their appearance and participation.
Humanities Washington will cover the speaker’s stipend. Travel and lodging expenses* (as applicable) and publicity costs are the host organization’s responsibility.
Please discuss these fees with the speaker in advance, and ask if the speaker requires any special equipment or arrangements.
Step 4. Once you confirm the date and time of the presentation with the speaker, formally apply for the program through our online application. Applications must be submitted at least six weeks before the presentation date.
Step 5. Once your application is processed, we will provide further instructions including a toolkit to help promote the event.
Step 6. After the event, reimburse the speaker for their travel expenses and return evaluation materials in a timely manner. Note: Failure to return these evaluation materials in a timely manner may affect future applications from your organization.
- Host organizations may book up to three subsidized presentations per year; additional presentations may be available by request.
- The Humanities Washington Speakers Bureau is also available for closed membership organizations and private functions for a $400 fee per presentation, plus travel and lodging expenses (as applicable).
* Travel and Lodging Guidelines
The host organization is responsible for reimbursing the speaker for their travel costs. These can include:
- Mileage traveled (we recommend using the federal standard of 55 cents per mile)
- Car rental fees
- Meals during the visit
- Ferry tickets
- Overnight accommodations (as applicable)
Please negotiate the travel fees with the speaker well in advance of the event date.
Failure to return these documents in a timely manner may affect future applications from your organization.