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UT Libraries Programming Proposal
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UT Libraries Programming Proposal
Please submit a proposal even if your event does not require additional support. The proposal form gives the committee an overview of the goals of the program and the required resources. The committee will look for scheduling conflicts or other potential problems. After initial vetting, the committee will give the green light for the proposer (s) to begin planning the program or obtain additional approvals if necessary. Proposal can be submitted at any time and will be reviewed immediately. nnCompleting the proposal form does NOT mean your event is planned. You will need to contact the individuals who will assist you with your event or complete specific tasks. The contact person is in parentheses next to the activity.
  • Preferred Date and Time

    Check the library calendar for scheduling conflicts. Remember to make sure the library is open during your event.

  • Date Format: MM slash DD slash YYYY
  • :
  • Check the room reservation calendar to see if there are conflicts. Reserve your space as soon as possible.
  • Tables/Chairs, Special Cleaning, etc.
  • Requests for invitations need to be made well in advance of your event. Printed invitations require a 4 week notice prior to the date of mailing
  • Donor invitation lists, Library Society participation
  • Event planners must meet with Jason Wood and Elizabeth Greene to discuss speaker fees and/or travel expenses Options for payment 1. Speaker can work with Elizabeth Greene to arrange for travel which will be paid by the Libraries and then receive the honorarium after the event. 2. Pay a larger honorarium to cover travel costs incurred by speaker. The speaker makes own travel plans in this case and then receives honorarium check after the event. UT Treasurers Office will not make payment for honorariums until after the event or on the day of the event. Speakers will receive payment approximately 2 weeks after the event is held. Speaker will need to submit completed W-9 and Minority form.
  • For a streamed event (live or recorded) in the Hodges Library Auditorium: mediasite@utk.edu Webcasts require a minimum 3 day advance notice. Speakers must sign a consent form in order to be videotaped. For other areas in the Library or anywhere on Campus (and sometimes nearby off campus) Contact Jack Holden at jholden@utk.edu. You will need to tell him where, what type of presentation PowerPoint, lecturer(s), when, do you want it live or just recorded, what format/playback type you want in the end. He should be able to get back with you on a price for on campus and one for if he is able to do it off campus.
  • Digital signage, displays, computers
  • Most of the exhibition areas in the library are dedicated to the use of particular groups or maintain a semi-permanent exhibit for 5 to 10 years. A list of exhibit areas is available on the SharePoint site. • The auditorium display case rotates on a monthly schedule. • Special Collections rotates exhibits each semester and the calendar is planned on an annual basis. Although exhibits feature special collections’ material, we welcome the opportunity to collaborate with other departments in creating exhibits.
  • Budget requests will be forwarded to the Dean/Associate Dean for approval.
    Events involving speaker fees and/or travel expenses must be discussed with Elizabeth Greene and Jason Wood before planning begins.

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