Programming Guide

Programming Guide

Guest Transportation and Hospitality

Before making any official arrangements, please make sure that you have the necessary funding.

Transportation

Air Travel: If the guest you are bringing to campus must arrive by plane, you should come by the Student Activities Office (located behind the Smith Union Information Desk) from 9 AM to 4 PM on Monday through Friday to speak with the Administrative Assistant. He or she will help you make these arrangements.

Bus Travel: If the guest you are bringing can arrive by bus, it is best if that guest makes their own arrangements according to their schedule. You should, however, communicate very clearly with the guest about their arrival time. You should inform he or she that they must retain their receipts to be reimubursed for their travel. They will be reimbursed in the form of a check sent via mail within 7 to 10 days.

Driving - Personal Vehicles: If the guest you are bringing will be driving him/herself, you should pre-arrange their travel expense reimbursement so that it is ready upon their arrival. In order to do this, you should establish where the guest will be leaving from and calculate on mapquest (or a similar site) the distance (in miles) from that location to Bowdon and back. Then, you should multiply that number by the Faculty/ Staff mileage reimbursement rate. This will give you the total reimbursement amount. In order to actually get your guest reimbursed, you must fill out an Accounts Payable Voucher.

Driving - Rented Vehicles: If the guest you are bringing will be renting a car, it is best if that guest makes their own travel arrangements and save all receipts associated with their travel. Once the guest has left, you should complete an Accounts Payable Voucher for them and attach all their receipts.

Accommodations

As soon as you receive funding for your event, you should arrange accomodations for your guests at local hotels. In order to do so, you should meet with the Administrative Assistant in the Student Activities Office who can get special rates at local hotels. Please be sure, however, to know the name of the performer or agent who will be staying in the hotel room before you come to this meeting as their name will be needed to hold the reservation. Also, please note that if you are reserving more than one room, multiple names will be necessary.

Food

Guests with Contract Riders - Cash Buyout: The College can agree to provide a cash buyout instead of fufilling the food obligations of the rider. If the College agrees to do so (ask in the Student Activities Office), you should come fill out an Advance Voucher and provide your guest with local take out menus. Once your guest has recieved the cash, you must retain a receipt from them. This receipt can be made on any word processor but must be printed on Bowdoin letterhead. It should consist of a few sentences indicating the guest has received a particular sum of money for a particular purpose on the date received; the guest must sign and date the document.

Guests with or without Contract Riders - Regular Dining Services: If a guest wishes to eat at one of the regular dining halls, students can set up an accoutn with the cashier/ card checker using the sponsoring organization's project number. It may be a good idea, however, to reserve a private dining room for guests (Hutchinson/ Pinette dining rooms in Thorne and the North/ South dining rooms in Moulton).

Guests with or without Contract Riders - Private Catering Services: Associate Director/ Executive Chef Ken Cardone (x3208; kcardone@bowdoin.edu) is the primary contact on all catering service requests. For more information, please see Dining Service's Student Catering Guide.