• The Sir Edward Beatty Memorial Endowment Fund (Beatty-funded)
• Checklist for a Beatty-funded
• Placing newspaper ads for Beatty-funded lectures
• Free publicity information
• Checklist for Beatty Talks Beatty Lecture Reporting Form [.doc]

The Sir Edward Beatty Memorial Endowment Fund (Beatty-funded lectures)

1. Criteria: The Committee is prepared to consider well-documented recommendations for speakers at its April and November meetings for grants from the Beatty Lectures Endowment Fund of up to $5,000 each. The qualifications imposed by the terms of the Beatty endowment that must be met before sponsorship can be considered are:

1. The lecturer must be eminent.
2. The lecture(s) must be held while students are in residence and be open to the public and be well advertized.
3. There must be at least one public lecture on a subject of broad interest or at least of interest to more than a select few.

Preference will be given to lecturers who are also prepared to stay in Montreal for at least one or two days to interact with staff and students, and give other specialized research seminars in related academic units. Applications involving collaboration among two or more units are also strongly encouraged. If in doubt,please consult a member of the Beatty Memorial Lectures Committee. (Committee members should be invited to the public lecture.)

2. Application process: The application form (along with covering letter, lecturer's CV, budget and itinerary for lecturer's visit) should be forwarded to Lorraine Torpy, Beatty Lectures Administrator, Beatty Memorial Lectures Committee, James Administration Building, 845 Sherbrooke,Room 419 Montréal, Québec, H3A 2A7 or electronically to OVPRIR - Communications. , so that copies can be supplied to the Committee members prior to their meeting in April (deadline March 31)(deadline October 31).

With regard to budget, please consider the following common costs (there may be others in individual cases): speaker's travel and local accommodation, poster and advertising, room rental and/or audiovisual arrangements, reception. Please show all costs as well as revenues from other contributing sources and the amount of your request to the Beatty Committee(the Beatty Committee does not wish to be the sole funder of a lecture, except in exceptional circumstances).

3. Room booking and audiovisual arrangements: Sponsor must reserve the room for the public lecture as soon as date is known, as suitable rooms are in heavy demand. Make an assessment of number of people who may attend based on past lectures. It is recommended to make a tentative reservation even before the Committee makes its decision on the grant application. When your lecture is confirmed, ensure proper audiovisual arrangements are made.

4. CHECKLIST: Consult the checklist as soon as the lecture is set! Many steps require considerable lead time.

5. Posters and advertising: The public lecture must be advertised in local papers, e.g., the Gazette, Le Devoir, McGill Daily, McGill Tribune and the Reporter. (See below for procedures for placing newspaper ads.) Advertisements should be arranged with McGill Graphic Design and Advertising Department - (Tara Shaughnessy, 398-6753) well in advance of the event. A consistent and clear look, with the McGill logo, should be used for all publicity (ads and poster). Please ensure that all the following information is included, as well as the format required for newspaper submission: lecturer’s name, affiliation, lecture title, date, time, location, name of sponsoring unit(s), Beatty acknowledgement and phone number for information, if possible.

There is a Beatty-funded lecture format, should you wish to use it. This format is a standard size, costs less and is quick to produce. Please note that even if it is a standard size, minor adjustments are usually required for advertising in each newspaper as their requirements differ. Approximate cost for Content & Collaboration Solutions services is $50 for the poster, $25 or more each for the ads. Ask CCS to forward the poster to McGill Printing Services for printing and distributing to McGill buildings (ensure you ask for additional posters you will need). Printing will charge about $50 for the basic run, more for extras.

6. French wording in poster and/or ads should be approved by a professional translation service. To avoid confusion, do not translate into French the title of a lecture that will be given only in English. Should a speaker be willing to answer questions in French, the following phrase can be added to a bilingual poster or French ad: “(Name of lecturer) répondra en francais aux questions qui lui seront posées dans cette langue.”

7. Acknowledgement: At the bottom of the advertisements, a notation will be made indicating that the lecture is "made possible by a grant from the Beatty Memorial Lectures Committee." The text in French should carry the following statement: « Cette conférence est présentée grâce à l'aide financière du Comité des conférences commémoratives Beatty ». Beatty sponsorship may be acknowledged verbally at the lecture, but the lecture should not be identified as a "Beatty Lecture," which is a term reserved for the major annual lectures.

8. Free publicity: Many print and electronic media carry free events listings – you need only supply the basic information sufficiently in advance. (See list below.) A press release (which may be reviewed with the Beatty coordinator and/or the University Relations Office) will often result in free print or electronic listings, as well as soliciting interest in news coverage. The lecture will be listed on the Beatty web site (www.mcgill.ca/beatty/) once date, time, location and title are confirmed. Academic, administrative and student groups may post their events directly to the Community calendar on the McGill Gateway (and, by extension, in the McGill Reporter). If you do not already have posting authorization contact the Web Editor.

9. FOAPAL: A FOAPAL will be opened for approved lectures on request. All invoices should be paid through the organizing department. A statement of expenses charged to the Beatty FOAPAL is required so we may finalize and close the account. The organizing department must note that the Beatty Fund cannot absorb any budget over-expenditures. If any funds for an approved lecture are not used, they will revert to the Beatty Fund.

10. Payment of Guest Lecturer or Speaker Remuneration: As the lecturer will be a non-Canadian, the Payroll Office requires that a Tax Waiver Form, Personal Data Form, and Payment Request Form (if they are requesting non-Canadian funds) be completed. If you wish to give the cheque to the speaker during the visit, you must complete this payment process in advance - count on a minimum six to eight weeks!

The Tax Waiver Form and Personal Data form are both located online at HR Forms. When the completed/signed forms are received from lecturer, a payroll requisition (academic, one-time payment) must be transmitted via POPS (Payroll Onetime Payment System). Make a copy of the requisition and send it to Payroll Office with the personal data form, tax waiver form, and a Payment Request Form. Payment Request Forms can be obtained on the Minerva website, under “Finance,” then “Request Forms.” Please contact the Payroll Office (398-3751) if you have questions.

11. Reporting: Copies of ads, posters, press releases and clippings, etc., should be forwarded to the attention of the Office of the Vice-Principal (Research and International Relations). In addition, the Beatty Memorial Lectures Committee requires that all mini Beatty grant recipients submit a one-page final report. The report should include a description of the event (attendance at the public lecture, other events organized around the lecturer's visit, etc.) and a financial statement, showing how Beatty funds were spent and any balance remaining (see checklist below).

The Beatty Committee is concerned that these requirements be met in order to protect the reputation and prestige of the series' name and to conform to the terms of the endowment.

Checklist for a mini Beatty

• Reserve room for lecture. Make any necessary audiovisual arrangements.
• When lecture title and date confirmed, contact Beatty Lectures Administrator to have FOAPAL opened.
• Get a signed/completed Tax Waiver Form and Personal Data Form from the lecturer, 6-8 weeks prior to the lecture. Complete an academic, casual payroll requisition and forward a copy with all documents to the Payroll Office. (See Guidelines, Step 10, for a more detailed explanation.)
• Prepare ideas for content of advertising material (newspaper ads & McGill poster). There is a standard mini Beatty poster format, if you wish to make use of it.
• Decide which newspapers you will advertise in.
• Phone newspapers and reserve a space to advertise just before the date. Get correct size for each newspaper. Ask newspaper for deadline for submission of material.
• Go to ICC with proposed ideas for poster and names of newspapers with appropriate sizes for each ad, six weeks ahead, so they may prepare material to be used for ads and posters. Ask to see a proof. Once approved, ask ICC to forward the material to McGill Printing Services for printing and distributing the posters to McGill buildings.
• Keep copies of ads for your files and to send to the Beatty coordinator.
• Don't forget that many media have free events listings columns.
• See the free publicity details in the Guidelines, for posting events in the Community Calendar of the Reporter and on the McGill Gateway.
• Do you need a security person at the lecture? (Security 514-398-4557/514-398-4556)
• Pay invoices and keep copies for our office. Give us a statement of expenses when all are paid so we may close the account.
• Submit final report to coordinator, Beatty Memorial Lectures Committee, for distribution to the Committee.

Placing newspaper ads for Beatty-supported lectures (mini series)

Planning

1. Decide where you want to place the ad: the Reporter, Gazette, McGill Daily are usually the minimum. You may want to consider the Tribune, Le Devoir and one or more of the tabloid weeklies: Mirror, Hour, Voir and Ici. Each media outlet will require its own ad (usually a reformatting of the poster, conforming to the size and shape of the ad being purchased). Ads are now usually submitted in electronic form. Indicated below are the appropriate contacts.

2. Phone the newspapers to reserve space and confirm the size and price of the ad, the manner in which the material must be submitted and the deadline for submission.

3. Contact McGill Graphic Design and Advertising (Tara Shaughnessy, 398-6753) as far ahead as possible to alert them that you will need material for newspaper ads (mention which newspapers you'll advertise in) and McGill posters. Inform ICC of the size of the ads to be placed and the deadlines when the material is required. All ads will carry the following statement: "This lecture has been made possible by a grant from the Beatty Memorial Lectures Committee", (translation: Cette conférence est présentée grâce à l'aide financière du Comité des conférences commémoratives Beatty), or in the case of a lecture that is already part of a series or has already been commissioned, the text should read: "This lecture has received additional support from the Beatty Memorial Lectures Committee."

4. Most ads can now be paid by P-card (you may need to organize this in advance). The Reporter requires a FOAPAL. Tribune ads must be paid by cheque (purchase requisition).

Cost and dates

Note: Gazette ads supported by funds from the Beatty Committee should be approximately 2 columns by 60 lines. You may wish to take larger ads in papers for which the rates are lower. The telephone numbers for advertising in various newspapers are listed below (current as of November 2008). The approximate cost is listed in the case of the Gazette, but please note that rates are subject to change. The ad should probably be placed in the Saturday Gazette, first section guaranteed, or the Saturday Books section of the week before the public lecture. Remember to include your estimated advertising costs in the budget for your application to the Beatty Committee (including cost of preparation of ads by ICC and printing and distribution of poster by Printing).

The Gazette:

Sales Representative, telephone 514-987-2350. Suggested size approximately 60 lines X 2 columns (4-1/4"x 2-1/4"). The Saturday rate is considerably higher than weekdays, but exposure is better. There is a 12% premium for Guaranteed First Section.

Le Devoir:

Elyssa Porlier, telephone 514-985-3316, fax 514-985-3390.

McGill Daily:

Advertising department, telephone 514-398-6790, fax 514-398-8318.

McGill Tribune:

Advertising Department, telephone 514-398-6806, fax 514-398-7490.

McGill Reporter:

Joe Heywood, telephone 514-398-5568, fax 514-398-7364.

Mirror/Ici:

Michel Laurier, telephone 514-393-1010.

Hour/Voir:

Celine Lebrun, telephone 514-848-1112, ext. 320.

Free listings: events or community calendars

The following represents opportunities for free TV, print and web site listings. Send information (organizing unit, date, time, location, lecturer’s name, title, ensuring mention of both McGill affiliation and Beatty acknowledgment) within the body of an e-mail, not as an attachment, at least 1-2 weeks before the lecture.

French

denis.lavoie@lapresse.ca (La Presse : Têtes d'affiche)
quoifaire@lapresse.ca (La Presse : Quoi Faire)
calendrier@voir.ca (Voir : Calendrier)
pperron@ici-mirror.com (Ici : Calendar)
jcarpentier@ledevoir.com (Le Devoir: Ici et là -listing of arts-related events)
redaction@delitfrancais.com (Le Délit Français)
stephane_garneau@radio-canada.ca (Service à la communauté : Radio Canada)

English

calendrier@voir.ca (Hour Magazine –Calendar)
calendar@thesuburban.com (The Suburban – General Calendar)
listings@mtl-mirror.com (Montreal Mirror – Calendar)
artscanada@cbc.ca (CBC on-line arts listing)
dwalker@thegazette.canwest.com (The Gazette : Weekender Section : Lecture notices)
dramsey@thegazette.canwest.com (The Gazette : What’s on calendar)
pwright@thegazette.canwest.com (The Gazette : Tip sheet for lectures and events)
editors@mcgilldaily.com (McGill Daily – general)
tribune@ssmu.mcgill.ca (McGill Tribune – general)

For McGill Web Community Calendar and McGill Reporter Coming Events listings, enter your event directly on the Community Calendar. (Student groups should still send their information to the University Relations Office, reporter.uro@mcgill.ca)

Checklist for mini Beatty reports

For your convenience the following document will facilitate your reporting.

Beatty Lecture Report [.doc]

Once completed submit your report to the Beatty Memorial Lectures Committee,

• by internal mail: James Administration Building, Room 419
• electronically: Lorraine Torpy
• or by FAX: (514) 398-8257

As the Beatty Memorial Lecture Series is a public series, please submit as much information regarding the following items:

• Attendance and any other information describing the success of the lecture
• List and give a brief description of other activities organized around the lecturer's
• List of newspapers where ads were purchased with dates and a copy of the ad
• A copy of the advertising poster
• Media coverage of lecture and/or related events (include copy of any article(s) published.
• Other publicity (please specify)

Note: no overexpenditures will be permitted and any unused monies must be returned to the Beatty Memorial Lectures Fund.

Updated June 2011