Conference and Event Support

The King Center invites proposals from Stanford faculty and graduate students for conferences, lectures, workshops, or other events on topics relevant to global development and poverty. 

King Center staff are available to assist with event planning and logistics. Staff can also reserve in-house conference room space based on room availability. All conference rooms are equipped with standard AV technology, plus one small conference room has Zoom-enabled capabilities.

Proposals are accepted on a rolling basis.

Scope of proposal

Conference proposals that bring together faculty in new ways are encouraged. Conference topics may involve the broad range of disciplines involved in global development, including but not limited to earth sciences, economics, engineering, medicine, political science, or policy.

Conference proposals may be for lectures, smaller workshops, or larger multi-day conferences. Proposals to fund departmental seminar series will not be considered. Conferences may be academic events or events that bring policymakers or private sector leaders and academics together.

Proposal submission, review, and award process

Proposals should be no more than two pages with fonts no smaller than 11 point. Proposals must be self-contained with no links to additional information.

In the proposal, please include:

1.  Statement of significance for the proposed event
2.  Brief explanation of the academic and policy context of the proposed event
3.  Length of the proposed event and number of presenters
4.  Ideal dates
5.  Details regarding the expected audience:
   • In person, virtual, or hybrid event
   • Number of expected invitees and attendees
   • Scope of invitees: Is this event strictly for Stanford faculty or students or for people who only reside in the Bay Area? Would you like the King Center to assist in creating the invitation list? 
6. Description of the role played by each organizer
7. Rough budget (include average costs categories from below if applicable plus any additional anticipated costs; note any available co-financing and whether the additional funding has been secured or is being sought). Please note that due to center policy, no honorariums can be paid.
8. Requests for center staff assistance (see below for how King Center staff can assist)
9.  Indication of your willingness to produce a one-page "press release" on the event for the center’s website.

Each organizer of the conference should also submit a CV.

Please note that the primary conference organizers must be Stanford faculty members or PhD students.

Proposals should be submitted via email to the King Center Events Planner Leslie Murray at leslie.murray@stanford.edu. 

Proposals will be reviewed on a rolling basis by a small committee appointed by the center’s Faculty Steering Committee. Committee members who submit a proposal will recuse themselves from discussions of their own submissions. 

It is anticipated that funding decisions will be announced within two weeks of proposal submission.

Average costs for center events

Virtual Costs: 

• Event Video Recording: 
  • Zoom edited recording for YouTube: $800
  • LiveStream with overlaid speaker titles and graphics: $1500 - $2000

In-Person or Hybrid Costs:

• Catering per person per day (includes breakfast and lunch): $55 - $65
• Restaurant dinner per person: $70 - $80
• Event Services labor and furniture rentals for SIEPR conference rooms: $2,000
• Cleaning and trash fees: $400
• Event Video Recording:
  • Hybrid model with virtual attendees (Zoom or livestream) and post-event recording: $3000
  • For only post-event recording: $2000
• Other potential expenses:
  • Parking reservations (Galvez Lot): $300
  • Printing and supplies: $100

Additional costs will be incurred if you would like to request travel reimbursements for participants. The center generally reimburses out-of-town conference participants up to $700 total for domestic travelers (including airfare and ground transportation) and $1500 total for international travelers (including airfare and ground transportation). Please include details regarding reimbursements in the budget proposal.

Please note that due to center policy, no honorariums can be paid.

The King Center follows Stanford University’s Dean of Research meal policies. Dinners are capped at $80 per person, including food, alcohol, tax, and tip. Unfortunately, this means restaurant options for group dinners are limited.

The King Center follows Stanford University’s COVID-19 policies and guidance. In-person costs may be higher once in-person events resume. 

Staff assistance

Center staff have experience organizing a variety of events and can assist with the following:

• Hosting virtual conferences and seminars on Zoom
• Reserving in-house conference room space (subject to availability)
• Drafting and circulating calls for papers and event invitations
• Collecting paper submissions and maintaining submission records
• Securing and communicating with vendors, such as caterers, restaurants, furniture vendors, hotels, AV technicians, parking staff, cleaning and trash support, etc.
• Drafting and circulating reimbursement guidelines for conference participants and processing those reimbursements through Stanford’s finance system
• Supplying name tags, registration materials and other event supplies
• Providing day-of support during the event

Questions?

For questions please contact Event Planner Leslie Murray, leslie.murray@stanford.edu.