Host a Speaker
Individuals, organizations, or academic institutions can host an individual by submitting a host application.
To Host a Visiting Speaker
Complete the host application.
ARCUS will notify you when the application has been approved. Upon approval, you will also be informed of the next steps in the application process. You may not be eligible for reimbursement for any financial obligations until you have authorization and final approval from ARCUS. For more details on the application process, download Program Information by clicking here.
The expectations of the host are:
- Host agrees to acknowledge the National Science Foundation Office of Polar Programs and ARCUS in all promotional materials.
- Host agrees to make every effort to video tape the main lecture and send ARCUS a copy.
- Host agrees to send copies of photographs, fliers, or any other promotional materials to ARCUS.
- Host agrees to collect data on the number of attendees and audiences for each presentation. (We also encourage getting feedback from the attendees about the speaker presentation.)
- Host agrees to complete a host evaluation form following the visit. ARCUS in turn uses the information from the evaluation and furnishes it to the National Science Foundation. The form can be filled out online or is available for downloading.
Selecting a Speaker
Organizations and communities interested in hosting a speaker can use the Speakers Bureau to find appropriate speakers or invite the speaker of their choice. The Program Manager can also work with you if you need help locating a speaker to speak on a specific topic.
When sending in a host application, please take note of the following:
- Host applications are accepted on an on-going basis, depending on funding availability. Applications need to be submitted at least 1 month prior to the expected event dates.
- Visits can be scheduled at any time of year at the convenience of the speaker and the host organization.
- Organizations and communities interested in hosting a speaker can use the Speakers Bureau to find appropriate speakers or invite the speaker of their choice.
- Preference is given to individuals and organizations to host speakers that reach a broad audience and the general public. Applications for speakers to present at a conference are discouraged unless they include significant public outreach beyond the conference (e.g. interviews, school presentations, public lectures).
- Speakers are encouraged to visit a host organization or community for several days, allowing ample time for interactions with faculty, students, local media, and/or community members.
- Joint applications are given preference in order to maximize the benefits of a visit (e.g. a school and a university may jointly apply to host a speaker).
- Priority is given to organizations and communities that rarely have the opportunity to host a speaker.
- Applications for both domestic and international visits will be considered. Applications for international visits should involve participation of more than one host organization and must include either a US-based speaker or a US-based organization.
- Each speaker will receive an honorarium of $300. A maximum of $2,000 will be provided for the travel related expenses of a speaker on a domestic visit. A maximum of $2,500 will be provided for the travel related expenses of a speaker on an international visit.
- Host organizations are responsible for organizing all travel and lodging arrangements for the speaker unless otherwise pre-arranged through ARCUS. Hosts will be reimbursed up to the maximum allowed following the visit.
Program Information
Download program information by clicking the link below:
Program Information (PDF - 144 KB)
Online Forms
Download Forms
Host Application (PDF - 101 KB)
Tour Evaluation Form (PDF - 53 KB)
If you have difficulty with a PDF download, please try these solutions, email webmaster [at] arcus [dot] org or call 907-474-1600.