Event Coordination


Overview
Cultural and educational events are an important part of campus life and successful events require collaboration between faculty and staff. 
 
OAA Special Event Fund
Effective fall 2015, full-time faculty can apply to the OAA Special Event Fund for funding for special events.  Applications require approval from the coordinating faculty member’s chairperson and agreement from the department COA that s/he will assist the event coordinator with related administrative processes.  The Fund is overseen by the Academic Council and, while applications are accepted on a rolling basis, they are reviewed monthly at standing Council meetings.  Please plan accordingly.    

It is important to note that it is the policy of the Office of Academic Affairs that funds be requested only for events that are open to the Hostos community.  Funds cannot be assigned for speakers and/or events that will solely take place during regularly scheduled classes.  For events or speakers that will be class specific, faculty may contact the Office of Academic Affairs to request a promotional Hostos item to be used as a gift for a class presenter.  Requests should be made at least one week in advance and sent to Shimyia Sinclair at SHSSINCLAIR@hostos.cuny.edu.

Spring 2017 Special Event Fund Application


Guest Speakers for Open Events
When requesting stipends for guest speakers, it is important to note that:
  1. Coordination with a department COA is required to process all payments
     
  2. In order to process payment for stipends, guest speakers must submit both a W-9 and Honorarium Form. Coordinating faculty are responsible for collecting these forms and submitting them to the COA who will use the forms when creating the CUNYfirst requisition to facilitate payment.  These forms can only be used for payments less than $250.
     
  3. Any stipends larger than $250 require that the guest become a city vendor which is a time intensive process and should only be requested for events that anticipate more than 100 participants. For stipends larger than $250, contact Amaris Matos, Director of Academic Affairs, for assistance. 
 
Other Helpful Event Information
The attached brochure includes helpful information on available event spaces, publicity requests, food orders and other related issues.

OAA Special Event Brochure