Program Proposal Guidelines

Deadline: April 30 for coming academic year (AY2024-25 and Summer 2025 or later)
Deadline: September 15 for Spring 2025/Summer 2025 or later
Rare exceptions will be granted on a case-by-case basis with sufficient cause. Please submit this appeal in writing to applications@chs.harvard.edu.

Guidelines

A successful proposal will:

• Articulate compellingly the ways in which the event supports the mission of the Center.
• Demonstrate an engagement with new directions, evidence, or methodologies in the field.
• Bring together participants representative of the diversity of the field whenever possible.
• Outline reasonable goals of the event within the limited timeframe.
• Consider carefully the appropriate format of the event to achieve those goals.
• Include a plan for moving the project forward after the event or potential deliverables.
• Demonstrate due diligence in seeking external funding or partnerships.

All proposals must include a budget (including in kind costs), what facilities they plan to use (if any), what A/V needs, and what staffing is required.

FAQ

Facilities on Campus:
House A (main event space for workshops, conferences, etc.)

• 2 main configurations:
  • roundtable format (max. 20 participants)
  • panel/lecture style (max. 50 participants)

Library: (M-F 9 a.m. – 5 p.m.)
If use of the library is requested, all participants must fill out an application for library access.

• Before use is granted, participants must complete a library orientation.
• Visitors should adhere to all library policies. If exceptions are requested, they must be specified in the event form and are subject to approval.
• Conference organizers are responsible for ensuring that their participants abide by all the rules and policies of the Center and the library.

Standard times for meals (if full day event 9 a.m. – 5 p.m.):
Lunch (M-F) 12:30 p.m. – 1:30 p.m.
Coffee break: 3:00 p.m. – 3:30 p.m.

Budget: (see sample budget)

Please provide in detail your needs for the event, i.e., what you are contributing or hope to contribute to the overall costs, and what you hope the CHS will provide or include as “in kind costs”. This information helps us plan for a successful event. Please note that evening/weekend events require more demands on the staff than those during normal business hours.

• Transportation Costs: flights, train fare, and mileage (for those driving). Other expenses are not covered. Applicants should use estimates provided by the General Services Administration.
• In kind costs:
  • Meals: $100 per person, per day for meals. Lunch is the only regular meal served on campus Monday through Friday. Breakfast, dinner, and snacks are additional. NB: meals requested outside of normal operational hours are subject to approval. Housing on campus: ($75 a night per room for former fellows; $200/day per participant–average hotel cost in DC is $220 a night). NB: participants will be placed in hotels only on rare occasions. All efforts should be made to limit the number of participants to available housing on campus.
  • A/V: equipment (microphones, projector, etc.) $1,500/day 
    • staff required: $350/day
  • Facilities: use of House A: $500/day 
• Outside sources of funding (if applicable)

Approval Process

1. After a complete proposal is submitted, the programs team will contact applicant(s) to setup a planning meeting and go over all necessary paperwork in order to submit the proposal for approval.
2. If approved, then the event is tentatively added to the calendar; if rejected, notification sent to applicant or, in some cases, with revisions (e.g., approved with certain restrictions).

Any subsequent major changes must be resubmitted with justification/explanation to programs and subject to approval.

Sample Budget