Programs : Speakers Bureau : Speakers Bureau Hosting Guidelines

Hosting Guidelines

General Host Requirements:  

  • Logistics and Coordination 
    • Speaker Needs: Ensure that you can meet the presentation needs of the speaker(s) you wish to host (e.g. AV equipment or wheelchair accessibility) 
    • Time: Allow at least one hour for each presentation, including time for conversation. 90 minutes is ideal. 
    • Timely Communication: Promptly notify Humanities Washington if there are any changes to the program and confirm all arrangements with each presenter two weeks before the program. 
  • Payment 
    • Unless a Speaking Fee Subsidy and/or Travel Subsidy has been specifically approved, the host is responsible for covering the speaking fee and travel costs of the Speaker (as determined by Federal per diem rates). Consult and follow the requirements for your selected payment option to ensure the speaker is fully compensated. 
    • For in-person events, a speaker’s travel expenses are reimbursed in full for each event, including but not limited to mileage, airfare, ferry tickets, rental car costs, overnight stay, and meals during their trip. Reasonable travel expenses are determined using the GSA federal per diem rates based on location. Hosts and speakers should agree on estimated travel costs ahead of the event. 
  • Audience Development: Generate publicity for the program and secure an audience.  Humanities Washington will also publicize the event through our calendar, but local outreach is critical to an event’s success. 
  • Credit Line: Credit Humanities Washington as a sponsor by including our logo on any promotional materials, and acknowledge Humanities Washington in both opening and closing remarks at the event. 
  • Survey: Complete a short online evaluation within two weeks of the presentation and distribute the audience evaluation form using the event’s unique QR code to attendees. 
  • Online Requirements 
    • Hosts must provide Humanities Washington with the complete registration information to share publicly on our website. We will request the registration information in the approval email.* 
    • Following the event, please send the online audience evaluation link to attendees using the email addresses submitted during registration (be sure to use the bcc field!). 
  • For more information on how to fulfill these requirements, please visit our host resources page for helpful tips, guides, and checklists.

*Exceptions to the publicity requirement apply only to events hosted by K-12 schools and carceral institutions. 

Costs and Payments 

Events have two primary costs: 

  • Speaking Fees: $400 for in-person events and $300 for online events 
  • Travel Costs: A speaker’s travel expenses are reimbursed in full for each event, including but not limited to mileage, airfare, ferry tickets, rental car costs, overnight stay, and meals during their trip. Reasonable travel expenses are determined using the GSA federal per diem rates based on location.

By default, host organizations pay the speaking fees and travel costs for their events. See below for information for Speaking Fee and Travel Subsidies. 

Hosts who are paying for speaking fees and travel costs will pay the speaker and reimburse them directly. 

Funding Eligibility Speaking Fee and Travel Subsidies are awarded to organizations are limited in number. To be eligible for funding: 

  • The event must be free to attend and open to the public 
  • The event must take place in Washington state 
  • organizations must be a nonprofit organization, educational institution (K-12 school, college, or university), or carceral institution in Washington State. This includes: libraries, historical societies, museums, social service organizations, community centers, and places of worship. 

You do not need to have a 501(c)(3) status, but you do need to be organized for non-profit purposes and clearly serve a Washington State audience. 

Due to high demand, not every nonprofit organization will be eligible to receive funding. We prioritize organizations that demonstrate a clear need and benefit underserved populations. 

If your organization falls outside the scope of these requirements and cannot cover costs, you may partner with another nonprofit that qualifies for our funding to host a speaker. 

Speaking Fee Subsidy For eligible organizations, Humanities Washington offers a limited number of Speaking Fee Subsidies, covering the entirety of the cost of the speaking fee.  

If approved, Humanities Washington will pay the Speaking Fee directly to the speaker.  

Travel Fee Subsidy For eligible organizations unable to cover travel costs due to resource constraints, a limited number of travel subsidies are available, covering the travel costs of the speaker up to $400. If costs exceed these amounts, the host organization will be responsible for the remainder (excepting K12 schools and carceral institutions). To be eligible for the Travel Subsidy, organizations must be located at least 50 miles away from the speaker’s city of residence (exceptions may be made for situations that necessitate overnight stay, such as mountain pass or ferry travel)