The Catholic University of America
GSA LECTURES COMMITTEE
 

Each academic year, the Graduate Student Association reserves a fund for graduate students to invite external lecturers to campus to share their perspectives with the CUA community. The goal of this fund is to provide graduate students the opportunity to select and invite lecturers on their own initiative. We believe this fosters intellectual growth, professional experience, and unique networking possibilities with professors from other academic or professional circles. 

 
Lectures should be: 1) organized with the intention of being public events for the entire graduate community; 2) advertised to multiple departments and schools; and 3) spearheaded by graduate students, as GSA does not provide support for lectures that are intended for a specific course or arranged by faculty or staff.
 
 
Funding Guidelines for Sponsored Lectures*
 
20 Students
30 Students
40 Students
50 Students
75 Students
100 Students
Lecture Fee
$250
$300
$300
$400
$400
$400
Travel
$250
$250
$250
$250
$250
$250
Reception
$75
$100
$150
$200
$300
$400
Total  $575  $650  $700 $850   $950  $1050
 *The breakdowns listed for each audience level are suggestions; you may request funding in any allocation up to the corresponding total for each audience level.

 

how to Bring a Lecturer to Campus

   Planning Checklist

  • Be sure to give yourself several months to prepare!
  • Discuss and plan the lecture with your department, school, or advisor.
  • Reserve a space on campus for the lecture. 
  • Create an “event” on the Nest for your lecture so it will be on the University calendar.
  • Create a flyer for the event. (You can create one yourself or use our template. If you create one yourself, you must include the GSA Logo.)
  • Confirm your reserved room is fully equipped with all necessary items.
  • Post your flyers.
  • Help the Lecturer find hotel accommodations if necessary.
 


Applying for and receiving GSA Lectures funding is a two-step process: 1) Applying for funding, and 2) requesting your approved funding.

1)  APPLY FOR GSA Lecture Funding
 
At least 1 month in advance of the date of the lecture, submit a complete GSA Lectures Funding Application on the Nest, including an attached copy of your event flyer.

2)   REQUEST FUNDING PAYMENT

After your application is approved, you may:

  • Request approved funding for a lecture fee. If you are negotiating a lecture fee with your speaker, submit an executed Contract and New Vendor Form (NVF) on the Nest via a Purchase Request. THIS MUST BE DONE AT LEAST TWO WEEKS IN ADVANCE OF THE LECTURE.
  • Request approved funding for a lecture reception.
    There are multiple options for paying for a lecture reception. You may:

o  Get a purchasing card (“P-card”) to purchase food and beverages yourself. To obtain a P-Card, fill out a Purchase Request on the Nest for the amount for which you were approved in your application.

o  Pre-pay for catering. To pre-pay for catering, fill out a Purchase Request for the amount for which you were approved, and attach your catering invoice. To use Aramark, email CUA CateringNote: Aramark is nearly always the most expensive option; an outside vendor can typically provide high quality food within your budget. For ideas and options, see our list of frequently used vendors.      

o  Purchase food and beverages on a personal or department card. Submit a Purchase Request for reimbursement after the lecture. (See below.)

Note: GSA does not provide funding for alcohol or alcohol-related expenses. 

After the lecture is complete, you may: Request reimbursement.

  • If you are reimbursing your speaker’s travel, complete a Purchase Request and Travel Expense Report (TER) for your Speaker within 15 business days of travel. Turn in all original paper receipts to OCA (Pryz 125). For more help on how to fill out the TER, click here.
  • To be reimbursed yourself for supplies or refreshments, submit a Purchase Request on the Nest. Turn in all original paper receipts to OCA (Pryz 125).

Feel free to contact our lectures chair, Liz Maestri, with questions.