ACES PROPOSAL FORM Peter K. Steinfeld

steinfeld@bvu.edu 749-2205, Box 2011

Are you interested in having your event qualify as an ACES event? 1. Before scheduling, check with Peter Steinfeld to make sure the date you’d like will work with the ACES schedule.2. After the date has been approved, check with the Forum Office (2401) to schedule the event.3. Email form as an attachment to Peter. He will proceed to make ACES a part of your event and will notify you

once the decision has been made.4. Download and begin completing “Checklist for Scholarly and Student Life ACES Event Planner.” Whether your

event is approved as an ACES event or not, this form will be a valuable tool in gathering information to ensure theevent’s success, should you choose to host the event anyway.

5. When the event has been approved as an ACES please submit a copy of the contract and technical rider (if any),and completed “Checklist” to Peter Steinfeld as soon as possible.

Proposal Submitted by (contact name): Office Phone: Organization or school planning the event:

Category of Academic Event: Scholarly Cultural

A. Program Information Complete and clear information makes approval, marketing and promotion much smoother.Fill out the information requested completely.

Program Title:

Description of Program: (this will appear on the ACES website)

Name of Speaker:

B. On-Campus Itinerary ACES credit is only available for events opened to the entire BVU community (notclassroom visits); however one of the goals is to get the performer into classroom for student/guest interaction. Please listALL presentations/classroom visits by the speaker/performer, regardless of whether or not ACES credit will be given forall. If you are unsure of what faculty member would be interested in having your speaker, please notify Peter Steinfeld.NOTE: All Scholarly events are open to the general public.

DATE TIME LOCATION (arranged through Forum office) CREDIT YES NO

YES NO

YES NO

YES NO

FOR OFFICE USE ONLY

Authorizing Student Life Staff Person or Dean ___________________________________ Date: _____________

Dean of Faculty/Associate Dean Approval ___________________________________ Date: _____________

Estimated Expenses Please record the amount of money for each category. The person submitting this proposal will work with the ACES Director in making the following arrangements as needed.

These expenses are being paid for by:_________________________________________________________________________________________________ (Example: ACES, your department, or your organization, can be multiple)

Honorarium: $ ____________ Any honorarium payment made to an individual requires a W-9 be filed with the Business office PRIOR to payment being made. If an honorarium is to be paid at the time of the event, 2 weeks advance request is required. Direct payment forms are available from the ACES office.

Transportation: $ ____________ (Includes air-fare or mileage at $0.46 per mile)

Printing: $ ____________ (programs, handouts, special needs)

On-Campus Receptions w/students and/or faculty: $ ____________

On-Campus Meal Tickets: $ ____________

Off-Campus Dinners/Lunches with students and/or faculty: $ ____________ (NOTE: The ACES budget will not cover any alcohol purchases.)

Lodging: $ ____________ (NOTE: Most local accommodations can be direct billed, BUT to assure quick and accurate payment, you must clearly identify this as an Academic ACES billing.)

Other: $ ____________

TOTAL COST OF EVENT: $ ____________

Requested ACES Amount: $ ____________

When the authorizing signatures are obtained for the event, you will be contacted about money and ACES approval.

Messages: *The use of the “Checklist for ACES Event Planner” will greatly facilitate gathering the information you will need to complete your budgetary items listed above. If you have questions, please feel free to contact Peter K. Steinfeld for assistance.