Proposing an Event
Center Stage Background Information
The General Education Fund, created by student fees, is used annually to present two series of activities: a fine arts series and a series featuring diverse cultural perspectives. Together, these events are called Center Stage. The series is developed a year in advance from proposals submitted by full-time employees of the Tennessee Tech campus community, in conjunction with a student representative, who offer to serve as Campus Hosts. The proposals are determined by the Policy and Oversight Committee (POC).
Fine Art proposals for the Joan Derryberry Art Gallery (JDAG) exhibits are first submitted to the University Arts Committee, which then submits to the POC for further approval. For more details on JDAG artists, please contact Center Stage Coordinator.
The energy and initiative of the Campus Host is imperative to making each event successful. Campus Host and Center Stage Coordinator collaborate together to ensure the necessary arrangements are made.
Who Can be a Campus Host?
The Campus Host must be a permanent employee of the Tennessee Tech campus community: faculty, staff or administration.
When Are Proposals Due?
Proposals are due by December 1 of the academic year prior to the event.
Preparing the Proposal
- Initial contact with the guest and/or the guest's agency
- Date for the visit to Tennessee Tech. Dates that are left blank or TBA may be approved with the contingency that the event date will adhere to availability with the university calendar. Center Stage reserves the right to work the guest/agency to change the date for this reason.
- List of costs - honorarium, travel expenses, technical and support expenses, etc.
- Venue requirements - seating, equipment, access, etc. Official venue approval is subject to change, due to conflicts in class and university schedule, however you are responsible to seek tentative approval for the venue at time of proposal submission.
- Other special conditions of the event.
- Name, e-mail and/or phone number of the guest and/or agency.
- Each event is required to have an alternate plan, to accommodate for the potential to conduct a virtual event. (Fun fact: Given last year and restrictions of traveling during a pandemic, most performers/speakers/musicians and their agencies are open to a reduced honorarium in the case the event will be virtual. People are getting creative and you are encouraged to think outside the standard format as well!)
Contract — The contract is the basic agreement between Tennessee Tech University and the guest. The primary cost will be the fee (honorarium) charged by the guest and/or the guest's agency. Please suggest an Inclusive Fee. This typically covers the guest's honorarium, airfare or mileage costs and shipping of artwork or equipment.
The following items are normally billed directly to the Center Stage program:
- Airport Shuttle (Shuttle is $220 round trip for an individual. Costs increase depending on size of party and luggage.)
- Lodging ($100/night per room at the Country Inn & Suites)
Any of these elements can also be a part of the Inclusive Fee, or they can be reimbursable expenses; contact the Center Stage Coordinator for more information
Optional Parts of the Budget
These are options which are not included in the contract, but which must be included when estimating the cost of the event:
- Publicity - posters run about $100 for 90 posters
- Technical costs - for any audio and visual needs - $180
- Support personnel (such as an accompanist) - to be negotiated with support personnel
Proposals for the 2022-2023 academic year are due by Dec. 1, 2021.