CNES Event Planning and Organization Policy
Effective July 1, 2024
1. Event (Co-)Organization
Timeline for submission of proposals for the organization of events that require full or partial funding from CNES and full administrative support (applicable for events initiated by affiliated faculty):
a. April 1 for Fall quarter events
b. June 1 for Winter quarter events
c. September 1 for Spring quarter events
While CNES team will do its best to accommodate faculty requests, there is no guarantee for availability of funds or administrative support for late submissions. This excludes events that include UCLA-based speakers, or topical events requiring a swift organization in response to a pressing issue/happening in the world.
Event proposals to be submitted by using the Event Sponsorship Form or via email.
2. Event Co-sponsorships
a. Deadline for event co-sponsorship application (applicable for requests for monetary or promotional co-sponsorship by other UCLA departments whose programs relate to MENA):
i. 1 month ahead of a quarter in which the event is to take place
Co-sponsorship depends on the availability of funds and the CNES planned calendar (co-sponsored events not to overlap with CNES-organized events).
Requesting unit is responsible for filling out the event co-sponsorship form on time.
3. In-person vs. Zoom events
The following event formats will be used in order to ensure a return on investment and that appropriate event formats are utilized to benefit our audiences and reach the general public:
a. In-person events:
• Conferences, symposia, workshops that include extensive exchange
and discussion among participants;
• Events with strong student involvement (generally, events that are considered beneficial for the student audiences, e.g. topical events that closely align with the content covered in university courses during that quarter, events that feature guest speaker for an offered course, events that can be integrated into a course as an extra credit opportunity for students, events geared towards graduate students with strong interest in a topic, and similar).
b. Zoom events:
• Other public, topical events;
• Events that may be of interest to wider, non-university audiences;
• Events with no integrated interaction with students beyond an event Q&A session;
• Preferred for international speakers.