Submit or Publicize an Event
Members of the Notre Dame community, do you want to bring a lecturer to campus, ask the MI to contribute to event costs, or request that we publicize your event? We'll be glad to consider it and ask that you read the guidelines below and then submit a request for an event with the MI.
The MI can participate in your event in several ways:
(1) The MI as PUBLICIZER—send one printed poster via campus mail to the Institute (715 Hesburgh Library) for posting on the MI's bulletin board; email your digital poster to firstname.lastname@example.org for posting by email and to our digital display; you can also request via Conductor that we import your event to put in our website events feed. Please note:
- we generally advertise only events that are medieval in subject.
- generally, we post only MI-hosted events to our Google Events Calendar, Facebook, and Twitter accounts. If we are co-sponsoring and you the host are advertising on Facebook or Twitter, please tag us and we will be happy to share/retweet.
- if you cannot request that we import your event through Conductor (i.e., the MI is your main source of advertising or web presence for your event), we will create an event in our events feed and display the digital poster. We can add important information not already on the poster, such as a link to registration, the program, or your email (though we are unable to run registration itself or host dedicated websites or pages. If you need this functionality, we suggest using Google forms, for registrations that do not require payment, and sites.nd.edu or WordPress for free website creation.)
- please allow one week for requests to be processed and posted
(2) The MI as CO-SPONSOR or SUPPORTER—we help pay for an event that is not hosted by the MI; if co-organization is necessary, we must agree in advance on how to divide the responsibilities with the faculty organizer and co-sponsoring departments (for planning responsibilities, see the list of major planning items/considerations below). All event details, including any role of the MI in the event and publicity items, must be finalized no later than two weeks before the event (this applies as well to any MI-hosted events that are not evening lectures).
(3) The MI as HOST—we organize, pay for (perhaps with some cost sharing), and host the lecture, usually in our Main Reading Room.
Evening lectures hosted by the MI follow this template:
Lecture on a Thursday at 5pm (the day is negotiable, if needed)
Lecture is 45-50 minutes maximum, with Q&A ending by 6:15pm, followed by a reception
Optional: Graduate Seminar and lunch the day following the lecture from 10:30am to 1pm
The faculty member inviting the speaker makes all arrangements for
- escorts around campus, including making sure the speaker gets to the MI for the lecture
- the speaker dinner (start time 7:30pm). We recommend inviting a maximum of 5–6 guests. The MI has direct billing arrangements with Café Navarre, Tapastrie, LaSalle Grill, and Elia's; when you make the reservation, ask them to bill the MI. Any on-campus restaurants can be charged to our FOAPAL (ask the MI admin or Assistant Director for this). Beyond these two options, you are welcome to use your credit card and file for reimbursement in TravelND. Please save all receipts and submit them to the MI's admin along with a list of all attendees (this is required by the Controller's office; you can email receipts and guest list to email@example.com or drop them off in person).
N.B. Unfortunately, we do not have the resources to organize things outside of this template, e.g., breakfasts/lunches, campus tours, etc. (To arrange a campus tour, you can contact the Eck Visitor Center.)
Major Planning Items/Considerations
This list is for an evening lecture; other events will have other kinds of considerations as well.
- coordinating with speaker
- determining if a visa is required; this includes issuing a letter of invitation with all necessary information to be shown at U.S. Customs and Border Protection (faculty organizer must provide speaker’s country of citizenship/visa to the MI at the time of an event request)
- securing a venue
- reserving hotel (for speaker only; we cannot handle arrangements for family members)
- arranging travel (via Anthony Travel and paying by FOAPAL; for speaker only)
- ordering catering (must be done at least 3 weeks in advance for alcohol permit)
- organizing a speaker dinner (handled by the faculty organizer)
- organizing a graduate seminar (sending invitation and Google form for RSVP, with two subsequent reminders; ordering food; coordinating on the day)
- creating publicity; for MI-hosted and co-sponsored events, that means
- Designing a poster
- Posting event to MI website events feed
- Requesting that the A&L Calendar import the event
- Creating and scheduling tweets
- Designing and scheduling emails
- Adding poster to MI digital display
- Adding to public Google events calendar
- Adding to internal MI calendar
- Creating event on Facebook
- preparing and sending a speaker itinerary
- arranging necessary escorts for the speaker (handled by the faculty organizer)
- scheduling MI doors to be unlocked after hours, if the MI is the venue
- supervising the event setup, catering, and takedown on the day of the event
- ensuring speaker completes paperwork for honorarium and expenses
- paying honorarium and expenses once the visit concludes