Common Questions
Who can apply for a Speakers program?
How many Speakers programs can my organization host?
Does it cost my organization anything to apply?
How is the Speaker paid?
How much is the Speaker paid?
When are applications due?
Can my organization apply for more than one lecture at a time?
When do you start accepting applications for the following calendar year?
When will we find out if our request has been approved?
What happens after my application is approved?
What are my organization's responsibilities as a lecture host?
Should someone from my organization introduce the Speaker?
Can my organization charge an entrance fee for a Speakers program?
How large an audience is required?
Can we present a Speakers program in conjunction with membership programs?
How long does a Speakers program last?
What if my organization needs to cancel or reschedule an event?
What if a Speaker cancels the event?
Is there any follow-up after the event for which I am responsible?
Who can apply for a Speakers program?
Any not-for-profit organization in New York State is eligible to apply for a Speakers in the Humanities program. Speakers events must be intended for and advertised to the general public and free of charge. The Council is especially interested in supporting those organizations that reach underserved audiences or regions.
How many Speakers programs can my organization host?
An organization may host up to four (4) different Speakers programs in a single calendar year. Four engagements are not guaranteed; all applications are subject to review and funding availability.
Speakers are eligible to present ten (10) events in the 2010 calendar year. Once a Speaker has reached their ten event maximum, their lectures will no longer be available for bookings through the Speakers program.
Does it cost my organization anything to apply?
Yes. Organizations are required to pay a small processing fee, which helps to support additional Speakers events throughout the state. Fees are charged on a sliding scale:
| First application (in a calendar year) | $35.00 |
| Second application | $50.00 |
| Third application | $75.00 |
| Fourth application | $75.00 |
If your online application for a Speaker is unsuccessful, your fee will be refunded. Upon submission of the application, you will be prompted to submit payment via Paypal (preferred) or send check by mail.
How is the Speaker paid?
All Speakers in the Speakers in the Humanities program are paid directly by the Council.
How much is the Speaker paid?
The Council grants each Speaker an honorarium of $300 for each lecture presented through the Speakers in the Humanities program. The Council also reimburses the Speaker up to $300 in travel and lodging expenses per lecture event. If the lecture requires a Speaker to travel a great distance, such that travel and lodging expenses would exceed $300, the Council requests that the hosting organization commit to paying any additional travel or lodging fees, or that they request a Speaker located closer to their organization.
When are applications due?
Applications for the Speakers in the Humanities program must be received by the Council at least eight (8) weeks prior to the date of your proposed lecture. You may wish to leave even more time for preparation, as, if funding is awarded, all publicity for the lecture must credit Council funding. Because funds are limited, the Council encourages all organizations to apply as early in the year as possible.
Can my organization apply for more than one lecture at a time?
Yes. Your organization may apply for up to four (4) lectures at a time. Each lecture request must be submitted on a separate application form, and each must be accompanied with a payment for each administrative fee.
When do you start accepting applications for the following calendar year?
Applications for the current calendar year are accepted through the end of October. Applications for the upcoming calendar year are accepted beginning in September of the current year.
When will we find out if our request has been approved?
You and the Speaker whose lecture you are requesting will receive notification within three (3) weeks of Council receipt of your application, advising you of the status of your request.
What happens after my application is approved?
Approval will be sent to your organization, as well as, the Speaker you have selected. At this time, you should contact your Speaker to confirm travel arrangements and overnight accommodations, if necessary.
What are my organization's responsibilities as a lecture host?
Your organization will be responsible for-
- Providing space for the presentation and discussion period
- Furnishing any equipment agreed upon in advance with the Speaker, such as microphones, slide or film projectors, etc.
- Publicizing the event in your community, crediting Council funding in all publicity, in order to provide an audience of at least 40 (20 in rural areas)
- Assisting the Speaker with local travel arrangements
- Providing a spoken introduction of the presenter to the audience, crediting Council support and funding
- Returning your Program Coordinator Evaluation within three (3) weeks of the presentation
Should someone from my organization introduce the Speaker?
Yes. You should ask for brief biographical information from the Speaker so that you will be able to say a few words of introduction. You must also credit Council funding in your announcement. Standard language for this credit is: "This event is a New York Council for the Humanities Speakers in the Humanities program."
Can my organization charge an entrance fee for a Speakers program?
No. All Speakers events must be free, open and advertised to the general public. Speakers programs cannot be used as fundraising vehicles; however, soliciting voluntary contributions is acceptable. An event is not considered to be free if attendance requires a paid membership with the sponsoring organizations.
How large an audience is required?
An audience of at least 40 people (or at least 20 in a rural area) is required. Failure to gather a sizeable audience is a discourtesy to the Speaker, and will negatively affect future applications to the Speakers program made by your organization. Again, a Speakers program cannot be held as a members-only program, and must be open to the general public. Please note that if yours is a membership-only organization, you are required to substantially advertise your Speakers program to the general public in addition to your membership.
Can we present a Speakers program in conjunction with membership programs?
No. Speakers programs cannot be offered in conjunction with fundraising events, meetings that are not truly public in nature, events intended primarily for enrolled students (except in a high school setting), or conferences for which a registration fee is charged.
How long does a Speakers program last?
Speakers programs, including both the presentation and the discussion period, last between 45 minutes and 90 minutes, depending on audience interest and engagement. Speakers can tailor their presentation length to suit your audience, so please discuss your audience needs with the Speaker when booking your lecture.
What if my organization needs to cancel or reschedule an event?
In the event of cancellation or rescheduling, it is the sponsoring organization's responsibility to notify both the Council and the Speaker immediately, in writing. Please include the reason for the cancellation and any plans you have to reschedule the program.
What if a Speaker cancels the event?
In the event that a Speaker cancels his or her scheduled program, the Council will offer a replacement Speaker of your choice at no additional processing fee. Or, you may choose to reschedule the event with the original Speaker, if feasible. If no replacement lecture is able to be scheduled, the Council will return your processing fee to you.
Is there any follow-up after the event for which I am responsible?
Yes. Your organization is required to submit the Program Coordinator Evaluation. This evaluation should be returned no later than three (3) weeks after the event has taken place. Failure to return this form will affect future applications from your organization.
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