Arts Leadership Program
Guest Instructions and Guidelines
Please consider seriously the option to bring in guest speakers of special interest and relevance to your course. An important aspect of the ALP is to overcome the comparative isolation of Rochester by bringing the professional world of music to the Eastman School. Guest speakers are the key.
How do I obtain approval for bringing in a guest speaker?
How much are they paid and what expenses are covered?
Who should work with the guest to confirm arrangements?
What’s the protocol for guest speakers if they are Eastman or ECMS faculty?
Can we do something special for an Eastman alumni who is a guest speaker?
How are travel arrangements made?
Where should my guest stay while in Rochester?
What about parking while they’re at Eastman?
What are the logistics in getting the guest paid?
How can Eastman benefit from my guest speaker in other areas?
How do I obtain approval for bringing in a guest speaker?
Advise the ALP Office the following information about your intended guest:
- who you'd like to invite
- when they would come
- what you'll ask them to do
- how much you expect the visit to cost
You can use the 
Course Budget form,or contact us. The ALP office will advise you once the guest speaker visit is approved and at that time a commitment may be made.
How much are they paid and what expenses are covered?
For local talent, a modest “honoraria” of $100-$200 is usually paid for class visits and perhaps for one other meeting with students. Travel expenses for visitors from outside the area are also covered, and these expenses can vary enormously depending on the distance a guest travels and how long they stay. That’s why it is important for you to give an idea as to how much you expect the visit to cost so we can make an informed decision. We would ask that you help us in keeping these expenses to a reasonable level so that we can stay within our budget.
Who should work with the guest to confirm arrangements?
Once you have a date and expenses approved and agreed upon by ALP and the guest, you may work with the guest yourself, or you may ask the ALP office to assist with confirming the details. A 
sample e-mail for guest speakers is also available.
What’s the protocol for guest speakers if they are Eastman or Eastman Community Music School (ECMS) faculty?
ALP does not provide honoraria for ESM full time faculty. For part time or ECMS it’s been on a case by case basis. What is suggested is that you submit your course budget (with speakers listed), identify those who are ESM part time or ECMS, and they will be reviewed by the ALP Assistant Director and the Director of the Institute for Music Leadership.
Can we do something special for an Eastman alumni who is a guest speaker?
So many Eastman alumni graciously give of their time and talent by returning to Rochester to participate in the current life of the School. The Office of Alumni Relations would like to help welcome those alumni who return to serve their alma mater as guest lecturers by presenting them with a token of appreciation. To arrange for delivery of this special gift, please contact the Office of Alumni Relations at least three days prior to the alumnus/a’'s arrival. (Or contact the ALP office, who can arrange this for you)
How are travel arrangements made?
If you are able to easily make non-air travel arrangements for the visitor yourself, please do so. If airlines tickets are involved, please work with the ALP office in advance as early as possible so that the least expensive ticket options can be discussed. Once a course of action is determined, it is best that the actual reservations be made by the guest themselves. For travel to and from New York City, it is strongly suggested that Jet Blue be utilized. ALP will reimburse guests selecting other options from NYC the equivalent of the Jet Blue fare. The ALP office can also be of help in arranging overnight accommodations.
Where should my guest stay while in Rochester?
UR/ESM has negotiated rates with the Strathallan. Other hotels are also available. To ensure our receiving the negotiated rate and have the stay be tax exempt, please let the ALP office make this reservation for you. We will be then be billed directly for the charge--one less thing for your guest to worry about!
What about parking while they’re at Eastman?
With advance approval from the ALP office, guests may receive parking validation through the Information Window in the ESM Main Hall for the East End garage.
What are the logistics in getting the guest paid?
- If the individual is not on the University of Rochester payroll, they must fill out a W-9 form for IRS purposes. Additional copies are available in the ALP office.
- After the guest has completed their visit, provide the ALP office with the following:
1.
ALP Request for Payment
2. W-9 form, if required
3. Original receipts for travel expenses
The ALP office will then process the check for expenses and previously agreed honoraria to the guest via U.S. Mail. This process normally takes 2-3 weeks after the request leaves the ALP office.
How can Eastman benefit from my guest speaker in other areas?
Please contact the ALP office when the guest visit is confirmed so that efforts can be made to take advantage of the visit for the benefit of other ALP students or the student body at large.