Planning a classroom activity and/or an on-campus event with a guest speaker/artist?
If you are planning a classroom activity or an on-campus event involving a guest speaker or artist, the information below outlines key considerations and links to campus resources to help you get started.
Booking Campus Space
Book an event space using 25Live. For assistance with event spaces or the 25Live system, contact Conferences & Events and/or your program analyst. Please reference the assigned accounting chartfield provided in your IRA award letter when making reservations.
Parking
Guest parking permits can be requested through Parking Services using the online Guest Parking Permit Request Form
Hospitality
In accordance with CSUCI’s Hospitality Procedures and Guidelines, a Hospitality Expense Justification Form is required for each hospitality event. This form is necessary for any purchase involving hospitality-related expenses, including but not limited to:
- Meals or refreshments (on- or off-campus)
- Decorations or supplies for events
- Awards, promotional items, or tokens of appreciation
Only one form is required per event, and it should include all related hospitality items (e.g., meals, decorations, supplies). Please submit the completed form along with any related documentation before or at the time of your procurement request.
Paying the guest speaker/artist:
Guests are no longer paid through the traditional direct pay honorarium process.
The University now uses the Procure-to-Pay (P2P) system to pay guest speakers. Once IRA awards are communicated, please begin the P2P process promptly to avoid payment delays.
Setting up Vendors in P2P
Guest speakers and artists must be set up as vendors in P2P.
After required steps are initiated, the guest will receive an email with instructions to complete vendor setup. Please inform your guest in advance to watch for this communication.
Please follow the link below to access guides and training materials for setting up guests as vendors in the P2P system.
Advertising:
Create an electronic flyer (example) to advertise your event; the IRA has an official CI Logo ( PDF, 360KB) – Please note the IRA Committee's expectation that all sponsors will display the logo extension prominently on any flyers, in other publicity formats for IRA activities, as well as to acknowledge IRA support when announcing, introducing or otherwise publicizing the activity.
Travel
If travel expenses will be paid using the IRA award, please follow instructions found in the IRA Travel Resources Page