Before We Start:
Please read before completing this form:
• Prior to submitting this form, you should submit an Approval Form, which will be reviewed and approved by either our Dean of Academic Affairs, Associate Head of School for Student Life, or Dean of Faculty (depending on what type of speaker you are requesting). You should only complete this Contract Request Form after obtaining approval via the Approval Form linked on DAinfo under “My Actions.”
• Please allow at least 14 days before your speaker’s visit for the contract to be completed (e.g., if your guest speaker’s visit is on January 15, you should submit the Contract Request Form no later than end-of-day January 1).
• It is recommended that you type your responses in a Word or Google Doc and then paste them into this form (and remember to save the document in case you need it later as a reference).
• This form is the Contract Request Form, and it is used to gather the information the Academy needs to create a contract for your classroom guest speaker’s visit. You should not fill out this Contract Request Form until your information is final.
• At any point, you may click the “save & continue” button to save your progress and return to this form later (for up to 30 days). Please note that the “save & continue” button is NOT the submit button. You will still need to click the “submit” button when your form is complete in order to submit your request.
• If your guest speaker is visiting virtually (not coming on-campus, in-person), this form will be shorter. If your guest speaker IS coming on-campus, in-person, you will be asked to provide more details regarding housing, meals, scheduling, etc.
• PLEASE DO NOT FILL OUT THIS FORM UNTIL ALL OF YOUR DETAILS ARE FINAL. Out of respect to our colleagues in the Finance Office, you may not add/subtract extra events or activities to/from the guest speaker’s itinerary at the last minute (unless there is an extraordinary circumstance like a snow storm, illness, etc.), since doing so means we must void the original contract and create a new one. Please plan ahead, make a schedule/itinerary, and adhere to it. Fill out this form only after your guest speaker’s schedule/itinerary is finalized. Nothing on this form should be tentative or left unanswered.
** Please note that students may NOT submit this form, only Deerfield employees can. **
Section 1: Guest Speaker Information
(Additional contacts may include an assistant or agent that will be arranging the speaker’s visit on their behalf.)
Upload the Guest Speaker's contract here.
Section 2: Requesting Faculty/Staff Member Information
Section 2.5: Contact On Campus Information
Section 3: Event Information
Please write a sentence or two that summarizes the speaker’s visit. This should be short; you will provide more details later on in this form.
You will now need to provide us with a DETAILED schedule/itinerary, with a brief description of each event.
** This schedule will be more substantial if the speaker is coming to campus and/or participating in several activities, but it can be quite short if the speaker is visiting virtually (e.g., a virtual visit description may just be: “Dr. Doe is Zooming into Period 3 U.S. History for 30 minutes to discuss her recent research on the American Civil War.”).
** General guidelines: Include the topic the speaker will be speaking about, times, locations, and participants for all activities. If your guest speaker is visiting your class, meeting with department members, attending lunch, or participating in any other activity during their visit, make sure you include all of those details. This schedule should be FINAL and should NOT be changed after submission of this form unless there is an extraordinary circumstance.
** You may also upload a PDF or Word Document that has the schedule, if that is easier for you.
Section 3.5: Accommodations Information
This section must be completed if the guest speaker is visiting on-campus, in-person. Virtual visits do not require this information.
Include expected transportation type and approximate pick up/drop off time & location. Note that the requesting faculty member is responsible for arranging all transportation and conveying exact details to the guest speaker. You do not need to book travel accommodations prior to filling out this form, but you will need to once the contract is signed.
Section 4: Honorarium Information
Section 5: Additional Information
Please note that you are responsible for contacting the appropriate office on campus (e.g., Physical Plant, Communications, ITS, Dining) if you require any of their resources/services.
What happens next?
** Once submitted, this form will be sent to our Finance Office, who will review it and create a contract for the guest speaker in DocuSign.
** The Finance Office MAY reach out to you if they have any questions.
** You will be notified when the DocuSign process is complete and the guest speaker has signed the contract.
** Remember to click the “submit” button to submit your request, and please don’t close this window until you receive an on-screen confirmation message!
** A copy of the form will be sent to you via email (if you do not receive the email, please contact academics@deerfield.edu, as it’s possible you did not hit the submit button and we did not receive your form).
To ensure your request is received, please don’t close this window until you receive an on-screen confirmation message!