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Herring Hall Rice University Lovett Hall Herring Hall

Visitor Information Form

Please submit this form at least three weeks before your HRC sponsored event, or five weeks for an international scholar. This form is designed to be as user-friendly as possible while extracting all the information as necessary to coordinate travel arrangements, honorarium payments, and interdepartmental communication. Please include as much detail as possible.

Please consult the HRC Workshop Coordinator's Manual for HRC Travel Policy and guidelines for hosting a visiting speaker. If you have any questions, please contact Carolyn Adams at x4227 or email hrc@rice.edu.

Event, Host, and Guest  
Workshop,Study Group, or Conference:
Title of Presentation:
Date:
Time:
Preferred Location:
Would you like to reserve this room?:
No
Yes

Rice Host
  
Name:
Phone:
E-mail address:
Dept & mailstop:

Visitor  
Name:
Affiliation and Department:
Position and Title:
Phone:
Fax:
E-mail address:

Visitor's mailing address:

Visitor's University address if different:

Visitor's citizenship:
(Indicate "U. S." or country of citizenship)

Sponsorship

Please allow the HRC Office to arrange any component for which the workshop is responsible. For example, if the workshop will pay for lodging, the HRC can reserve th?e room. If the workshop is responsible for paying an honorarium, the HRC can arrange a check request. Is the HRC responsible for any part of the following expenses.
Is the visitor to receive an honorarium paid by HRC?:
No
Yes
If YES, indicate the amount. Remember that the HRC Office must receive a copy of the invitation letter that indicates this amount:

If YES, do you wish to present the honorarium during the visit, or have it mailed after the campus visit:
Do you wish to present it during or have it mailed after the campus visit?:
during
after
(Note: The HRC is able to present a check promptly only if requisite forms- this Visitor Information Form the visitor's W9 has been submitted well ahead of time. We will do our best under the circumstances.)

Milesage?:
No
Yes

Airfare?:
No
Yes
(Note: The HRC will reimburse for airfare, but can not purchase tickets.)

Perdiem?:
No
Yes
(Note: Most visitors' meals are arranged by the host, so perdiem is typically unnecessary. See guidelines for allowable rates)

Lodging?:
No
Yes

If YES indicate dates that lodging is required.
Date of Arrival:
Date of Departure:

The HRC typically reserves a room at the Hilton Houston Plaza for about $119/night. Do you wish another accomodation?
No
Yes

A/V recording, with post-production, to post on Rice WebCast (One hour: $220):
No
Yes

CO-SPONSORSHIP.  Please indicate other departments or programs that are contributing funds toward your visitor's expenses, and also indicate the amount of those funds and what they are intended to cover (e.g., honorarium, travel).
 
Co-Sponsor Expense Amount
Additional Comments:


Publicity  
The HRC will design a flyer to publicize your event. All flyers are sent to all the deans' offices and other administrative offices on campus. CHECK BOX I have made other arrangements for publicity. Please indicate which faculty and departments should receive flyers from the HRC.

A. For all faculty mailboxes
B. For posting only
 

A B
Art History
Classical Studies
English
French Studies
German and Slavic Studies
Hispanic Studies
History
Linguistics
Philosophy
Religious Studies
Visual and Dramatic Arts
Anthropology
Economics
Political Science
Psychology
Sociology
Music
Architecture
To mail flyers outside Rice, please contact the HRC Office to make arrangements. The HRC Office may not be able to accommodate extensive off-campus mailing, but may prepare copies and mailing lists for you.


Select to submit your request.

Select to erase everything in the form.





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