La Frontera Symposium

The Office for Research will purchase food and beverages for the event. The department may provide catering recommendations, and the final decision will be balanced by available funds and event registration confirmations. The collaborating department may be asked to supplement funds depending on the amount and type of food and beverages requested for the event

The Office for Research will secure plasticware, napkins and other supplies as needed

The collaborating department will coordinate with speakers to identify a date in June (Cycle 1) or November (Cycle 2) to hold the La Frontera symposium. The Office for Research will assist to verify the date with other LSOM events on campus

The collaborating department will coordinate with the UTHSCSA facility manger to reserve the venue location on campus

The collaborating department and the Office for Research will provide 1-2 personnel on the day of the event to help coordinate day-of activities (i.e., day-of event coordinator, welcome/registration table, podium/slide organizer)

The Office for Research has a limited availably of table linens and stock décor for reception use. These items will be made available for the event.

Office for Research Event supplies include the following:

Ten 120-inch round linens, eight 6-foot rectangular linens and eight 8-foot rectangular linens, 10 runners in burnt orange and 12 flowers in vases.

We ask that collaborating department PID be used to launder the linens after the event. If any alternate purchases or décor are requested, then that will be supported by the department

Event giveaways are promotional materials used to increase registration counts and participation during the event. The Office for Research will have a fixed funding amount available to purchase these giveaways. The marketing items will be tagged with the Office for Research logo. If the collaborating department requests to have marketing items with their department logo, then the collaborating department will be asked to supplement the cost.

The collaborating department is responsible for confirming external presenters and providing complete presenter information to the Office for Research.

The Office for Research will work with external presenters to arrange flight and lodging accommodations and will keep the collaborating department looped in

The Office for Research will arrange ground transportation for external speakers for the duration of external speakers visit. Transportation is limited to travel to and from the hotel, LSOM campus and dinner location the evening of the event

In the event air travel is not required because of the presenter’s proximity to San Antonio, mileage reimbursement can be accommodated

Lodging arrangements for external speakers will be made by the Office for Research. The Office for Research coordinates lodging through the Marriot San Antonio Airport. Other accommodations may be considered, however, if cost exceeds the budgeted amount, then the department will be asked to supplement. Final decisions will be coordinated between the collaborating department and the Office for Research

The Office for Research will cover up to $500 in honorarium for up to three speakers- not to exceed $1500 in total. Offer to pay honorarium only applies to external speakers. Honorarium costs above the agreed amount will be the responsibility of the collaborating department

The collaborating department has the option to invite moderator(s)/co-director(s), external speakers, internal speakers and additional select faculty (i.e., Dean, VDR, etc.) to dinner the evening of the event as is customary as a sign of appreciation for participating speakers and external guests. The Office for Research has a set budget amount that may not accommodate all dinner guests. In this event, the department will provide supplemental funds to cover the post-event dinner. All dinner guests are required to follow the 6.1.6 Official Functions and Entertainment guidelines as outlined in the UTHSCSA H.O.P.