CAREER DAYS How to plan your event

Please note: You should begin planning your program’s Career Day as soon as you have decided on a guest or activity. We require you to provide your event details in entirety a minimum of one month prior to your event date. Questions: contact Emily Renkert, Assistant to the Director of Student Engagement, at ext. 1183 or e-mail EmilyRenkert@ferris.edu. Office: ARC Budget: There is a $4,000 budget for each program’s Career Day event. All expenses such as paying a speaker honorarium, ordering food for students or charging a meal out with the guest, any transportation such as a guest’s hotel room, airfare, mileage, or a bus, etc., comes from this budget.

• Visit Forms-R-Us, http://www.kcad.edu/forms-r-us/ to download the Request for Visiting Artist or Guest Lecturer form: http://www.kcad.edu/uploads/docs/Request_for_Visiting_Artist_Form.pdf

• Print the form and fill in ALL information. As Program Chair, go over the request with the Dean of the College, and have the form signed. The Dean of the College will forward the signed form to the appropriate department.

• If students will be traveling to an off-campus location for Career Day, you will need to fill out a

Field Trip Notification form and have it signed by the Dean of the College. The Dean of the College will forward the signed form to the appropriate department. All students participating in the travel must complete a Student Waiver – No Overnight form, also found on Forms-R-Us. http://www.kcad.edu/uploads/docs/Student_Waiver_-_No_Overnight_Stay_%28Updated%29.pdf Submit the completed forms to the ARC.

• The Assistant to the Director of Student Engagement will need the Program Chair’s signature on a variety of forms, so expect to sign requested items and return to the Assistant to the Director of Student Engagement in a timely manner as the planning process goes forward.

Checklist for Program Chairs planning Career Day events: o If applicable, invite a Visiting Artist or Guest Lecturer to visit KCAD and make a

presentation.

o Fill out the Request for Visiting Artist form and have it signed by the Dean of the College.

o Contact the Assistant to the Director of Student Engagement to reserve a room for your Career Day event, if applicable. Estimate how many people will attend, and describe how you would like the room to be set up.

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o If traveling for your Career Day, fill out the Field Trip Notification form and have it signed by the Dean of the College. Fill out the entire form, including how many students will attend and what type of transportation is needed. The Dean of the College will forward the form to the appropriate department.

o If traveling, have students fill out the Student Waiver – No Overnight form and return all completed copies to the Activities and Resource Center. http://www.kcad.edu/uploads/docs/Student_Waiver_-_No_Overnight_Stay_%28Updated%29.pdf

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Contact the Assistant to the Director of Student Engagement to discuss food options for the day, such as breakfast treats, lunch for students, lunch out with guest, dinner out with guest, etc.

o Discuss with the Assistant to the Director of Student Engagement the travel needs of your visiting artist or guest lecturer. The Assistant to the Director of Student Engagement will create a contract, which must include the honorarium plus all travel and food costs that your Career Day budget will reimburse.

• KCAD will reimburse flight and/or transportation costs. We do not pay these costs up front.

• If a hotel stay is required, the Assistant to the Director of Student Engagement will coordinate with one of the local options (Courtyard Marriot, JW Marriot, City Flats Hotel). Please notify the Assistant to the Director of Student Engagement which option you prefer (and keep the budget in mind). The guest lecturer or visiting artist will be required to present a credit card for any incidental charges they incur (i.e. room service), the room rental will however be billed to KCAD.

o Contact the Communications Department to coordinate your promotional items for your

Career Day.

o Provide the Assistant to the Director of Student Engagement with a full itinerary of your Career Day events (including when guests will arrive and depart).

o If the Career Day guests are KCAD alumni, please notify the Director of Alumni Relations, Jill Schneider.