Uni Sem Conference Planning Form

Conference Planning Form
Have you submitted a conference proposal and received an approval email from the University Seminars through Submittable?*

YesNo
As of Fall 2024, proposals/applications for conference funding will be reviewed twice a year. The 2024-2025 deadlines are September 15, 2024, and March 1, 2025. The Submittable application process remains the same. You can find additional conference proposal guidelines here: https://adminportal.universityseminars.columbia.edu/content/conferences.

Email univ.seminars@columbia.edu any questions or concerns.
Seminar & Contact Information

Only chairs and active members may be event organizers. Rapporteurs, students, or non-seminar members may not be primary conference organizers but may be listed as other additional support.
Primary Chair/Member Event Organizer*

First NameLast Name
Primary Email*
example@example.com
Primary Phone Number
Please enter a valid phone number.
Primary Seminar Affiliation*

Additional Information Regarding Event Organizers
Optional
Hiring PT Student Workers

Chairs may ask their current Rapporteurs to work for a conference. If the Rapporteur is not available to work extra hours for a conference, the Chair may hire other CU graduate students to assist with conference tasks.
Do you need to hire a current rapporteur or other PT student worker to assist with the conference?*

YesNo
Hiring Guidelines and Budget Considerations:
- Current Rapporteur: Chairs may ask their current Rapporteur to work for a conference. Current Rapporteurs receive their current rapporteur hourly rate.
- Other Student Temporary Employee: Chair should have the part-time/temporary student employee being considered fill out a Rapporteur Registration Form to initiate the onboarding process.
  Temporary student employees who are not current rapporteurs receive $25/hr.
- Conference Part-Time Hours Budget: The University Seminars will pay rapporteurs (or other part-time temporary student workers) for up to 20 hours from the general part-time student payroll fund. Any hours exceeding 20 will be deducted from the funds allocated to approved conference proposals by the University Seminars Conference Committee through Submittable.
- 20-Hour Rule for Graduate CU Students: Full-time Columbia University graduate students may only work up to 20 hours per week across all CU positions.
  Some full-time graduate students hold student officer appointments (e.g., fellows, teaching/research assistants, preceptors, readers) while also working as rapporteurs or in other part-time roles at CU. Students considering additional part-time work should discuss their plans with their academic administrator. Note that some academic departments have limitations on additional work hours. Contact Gesenia Alvarez (ga2030@columbia.edu) for more information.
- University and academic holidays must be observed.
For more information regarding onboarding visit the Rapporteur page on the Administrative Portal: https://adminportal.universityseminars.columbia.edu/content/rapporteurs

Conference Budget Details
List total amount approved by University Seminars Conference Committee through Submittable. If you have not received a accepance email, contact univ.seminars@columbia.edu.
Approved Conference Funds ($)*
List total amount approved by University Seminars Conference Committee through Submittable.
Organizers are encouraged to seek additional funding sources for costs not covered by The University Seminars.
Will you receive additional funds from other sources?*

YesNoTBD

In the Addtional Funding Notes field below, describe how the additional funding will be used and how expenses will be paid (i.e. direct payment to vendor, donation to Seminar, or other method of payment).
Additional Funding Notes
Event Details
Full Event Name (30 Words Max) *

As you wish it to appear in The University Seminars newsletter, website, and annual report.0/32
Event Description (250 Words Max)*

This will be included in The University Seminars newsletter, website, and annual report.0/252
Event Primary Location*

Faculty HouseOther Location(s)Faculty House and Other Location(s)
Preliminary Event Schedule at Faculty House
#1 Event Date

MonthDayYear
Date
#1 Start Time

Hour Minutes

AM/PM Option
#2 End Time

Hour Minutes

AM/PM Option
#2 Event Date

MonthDayYear
Date
#2 Start Time

Hour Minutes

AM/PM Option
#2 End Time

Hour Minutes

AM/PM Option
#3 Event Date

MonthDayYear
Date
#3 Start Time

Hour Minutes

AM/PM Option
#3 End Time

Hour Minutes

AM/PM Option
For Non-Faculty House Events
List Other location name, address, and preliminary event schedule.
Expected Number of Attendees (FH Only)

20 - 5051 - 8081 - 100Over 100
Will you require multiple room reservations at Faculty House (i.e. for plenary, break-out sessions, meals, simultaneous presentations, etc.)

YesNo
Do you require Audio Visual equipment (FH Only)

YesNo
List audio visual needs here (FH Only)
E.G. Microphone, podium, projector, laptop, MacBook, etc.
Catering Needs (check all that apply / FH Only)

Coffee BreakLunchDinnerCocktail ReceptionOther
Describe other catering needs
Add Notes or Special Accommodations requests here (FH Only)
Event Publicity Materials
The University Seminars promotes conferences on our website and newsletter. Please reference Publicity section in our Administrative Portal for more information before designing your poster or other digital or print assets.

Upload a prelminary program and other materials below.

Please email a high-resolution graphic and final program to Summer Hart (sh3040@columbia.edu) for archiving in the annual report.
Add Related URL links (event website, registration form, etc.)
Upload Preliminary Program (if available)

Cancelof
File Upload Other Materials

Cancelof
Individual Seminar Logo for Conferences
Conference co-sponsorship is by the individual seminars. The University Seminars can provide event planners with a customized logo. Do not copy or paste the University Seminars logo from the main website.

Answer the question below to request a customized logo to use for event poster or other digital or print assets.
Would you like a customized logo with your seminar's information?*

YesNo
Should be Empty:

	Type	Organization	Amount Secured	Contact Name	Contact Email
1
2
3
4
5
6

	Chair/Member Full Name	Email Address	Seminar Affiliation
1
2
3
4

	Student Name	Email Address	Employment Status
1
2
3
4

Conference Planning Form

Seminar & Contact Information

Hiring PT Student Workers

Conference Budget Details

Event Details

Preliminary Event Schedule at Faculty House

Event Publicity Materials

Individual Seminar Logo for Conferences