Procedures for Invited Guests -- U.S. Citizens
Procedures for Invited Guests – US Citizens
Receive approval from the chair
If you have funding to pay for airfare, give the visitor the speedtype that you will be using to pay for airfare (see Karen for speedtype) and give Karen's email address to give to the travel agent as an approver (give your email address as well, if you want a copy of the itinerary). Have the visitor contact Christopherson Travel directly to purchase the airline ticket.
Complete Honorarium and Travel Reimbursement form for GSLL Visitors
If you intend to pay the speaker (travel expenses and/or honorarium), Karen will need visitor’s home address, phone # and social security number. Note: Boulder per diem rate is $61/day. If you take visitor out for meals, that meal rate will be subtracted from the daily per diem rate (Breakfast=$10, lunch=$15, dinner=$31).
If you intend to pay the speaker an honorarium, Karen will also need (in addition to the information above): amount of honorarium, qualifications of visitor (Prof. of ___ at Univ of ___,) and what the visitor will be doing (include title of lecture). The visitor will also need to fill out a W-9 (see Karen).
Lodging: Several hotels in Boulder give a discounted "CU rate". The Hotel Boulderado, (303) 442-4344, has rooms for $154/night during low season (1/1 - 5/3 & 11/2-12/31) and $169/night during high season (5/4 - 11/1) - Boulderado rates are for 2014. The Millennium Harvest House, (303) 443-3850, has rooms for $124/night (Jan-Apr and Oct-Dec) and $144/night (May-Sept) -- Millennium rates are for 2014/2015. The Boulder Creek Quality Inn and Suites, (303) 449-7550, has rooms for $109/night (2014 rate). Note: hotels have a limited number of rooms available at the CU rate. When you make the reservation, tell them Karen will call with a travel card number. Please send Karen the reservation confirmation including the total amount due, and a speedtype you want the lodging charged to. See CU's PSC preferred hotel website for additional hotel information and rates:https://www.cu.edu/psc/preferred-hotel-program
Room Reservation for Talk: Email Jan date, time and desired room capacity (also note if you need an AV or SMT room). Please let her know if you have any flexibility with the dates/times.
Reception: Decide what you would like to order from UMC catering (look at deliveries menu and prices): http://umc.colorado.edu/events/cateringmenus. Ask Jan to order food (let her know what your budget is). If you decide to go with another caterer, you must use an approved caterer. (We’ve ordered sandwiches and continental breakfasts from Panera – they are good and deliver!) All events in the UMC must be catered by UMC catering.
Meals: If you are taking the visitor out to meals, use your acard to pay for the meal. Alcohol cannot be paid for out of CU funds, so have any alcohol put on a separate bill. Faculty spouses/partners attending the meal should pay for themselves using a separate bill. Return itemized receipt to Karen along with a list of who attended the meal.
Advertising:
Faculty/Staff Buff Bulletins: Buff Bulletins can be submitted online: http://www.colorado.edu/bulletin/. You are limited to a max of 75 words (doesn't include title) and can also attach an image. Make sure you include a title and contact information (including GSLL’s webpage). All flyers and buff bulletins must be approved in advance by the chair.
GSLL Events Calendar: Email Karen or Jan event information (including date/time/location) to be added to GSLL’s online events calendar.
Posters/Flyers: Our student workers can design a poster/flyer for you event. Please give at least a week to design the poster. Email information you would like included on the poster to Karen.