FAQ

The primary sponsor of an event is the department in which the event is being housed, and is responsible for all event arrangements. A co-sponsor, then, is another department or program that is willing to support the event in any number of ways. For example, the co-sponsor could provide funding for the honorarium or help with publicity. Staff can assist with suggesting potential co-sponsoring departments.

Please fill out the request form with the necessary information. For example, our department may co-sponsor an event by providing part of the honorarium. In this case, on the form, indicate that you’d like to request support with the honorarium, noting which department is the primary sponsor.

A ChartField String is how all University financial transactions are categorized, and is essentially an account number for which to charge expenses. Staff refer to the CFS to answer several necessary questions, including:

• Where is the money coming from?
• What is the general purpose for the funds?
• Who is spending the funds?

A complete ChartField String will look similar to this: 

1000-10962-20004-2185152

If you are uncertain about which CFS to use, the first step is to connect with the Events Committee and/or department leadership. They will be able to help determine if funds are available, and if so, from where. 

If you have individual funds you are using for event expenses but you do not know the associated CFS, the department staff can review your account information with you.

When an honorarium is paid, incidental expenses are not reimbursed as our honorarium encapsulates these types of expenses. If you anticipate needing to pay for incidental expenses, please arrange with the Events Committee and/or department leadership in advance of your event to ensure funding is available.

No, current employees and students cannot be paid honoraria.

IRS regulation requires the University to report payments totaling $600 or more during a calendar year. For more information, refer to the University policy about reporting requirements. 

The payment will not be processed until after the event has occurred, though the office will submit the paperwork as soon after the event as possible. Recipients should generally expect to receive their payment within 4-6 weeks after the event, depending on how quickly the University is able to process the paperwork.

Anyone with a UMN account who subscribes to the department calendar can see the event when viewing the calendar at calendar.google.com. Anyone with a UMN account can also view the department calendar on the Intranet.

Individuals will not receive an invitation to the event or an email notification unless they have previously modified their calendar settings.

Your event will be added to the event feed on the department website.

No, the website only shows upcoming events, and it is not possible to see a digest of past events according to the CLA website managers.

113 Folwell, 315 Folwell, 307B Folwell, and 317 Folwell can be booked by department staff directly. These rooms are suitable for smaller events or workshops.

Other rooms in Folwell Hall and across campus are General Pool Classrooms (GPCs). These rooms are assigned to classes first, but may be used for events by request when not in use for classes. Staff can search for available GPCs at the day/time of your event, and submit a request to the Office of Classroom Management (OCM). Keep in mind that at peak times, there may be few or no GPC options available for events.

Finally, other departments and programs may have spaces they allow others to book for events. At this time, staff are aware that 125 Nolte and conference rooms in the Language Center may be available. If you know about another space managed by a department or center that you think could be reserved for an event, you may request it and staff will investigate whether it is reservable. 

The two providers of technology support for our department are the Office of Information Technology (OIT) and CLA Liberal Arts Technologies and Innovation Services (LATIS). We recommend reaching out to them as early as possible to arrange technical support. With advance notice, they can offer support with any technology needs you may have, including checking A/V systems.

For 24/7 technology troubleshooting wit OIT's Technology Help, contact the Classroom Support Hotline: 612-625-1086 and use option 1. 

The department staff can assist you with checking out hardware you may need. Loaner laptops, conferencing equipment, and A/V connectors (dongles) are available for checkout by emailing [email protected]. 

Sky Lakes policy prevents ordering items at quantities below the listed minimum. Most items have a minimum order quantity because the food is prepared in batches, or because Sky Lakes wants to ensure that their services are being used for event catering as opposed to providing individual meals.

If you wish to order food from a caterer other than Sky Lakes, you will be responsible for arranging the catering and securing a food permit. The only exception to the food permit requirement is if:

• less than 25 individuals will attend, and
• the event is internal in nature and will not be open to the general campus community.

Find out more information on University food safety policies and food permit applications.

In order to sell or serve alcohol at events, per University policy, several conditions must be met. First Risk Management must give their approval for alcohol to be sold or served at any University event. Sales of alcohol must be facilitated by an authorized caterer or a licensed venue. Service, without sales, of alcoholic beverages is permitted in only two situations. If the event meets criteria established by Risk Management as a "private University departmental event" or, a department or Non-University entity is using an authorized caterer to serve the alcoholic beverages.