Booking Speakers on the Arts
VMFA Speakers on the Arts lectures are an excellent way to complement programming at partner sites. They can also introduce new areas of art to partner audiences and enhance community events and celebrations. A wide selection of topics and speakers is available for VMFA Statewide Partners. Please read the following information carefully before submitting a Program Request Form.
For each lecture, the VMFA Statewide Partner pays a $75 booking fee; a check payable to VMFA Lectures must be mailed to the VMFA on receipt of the lecture confirmation.
To schedule a lecture, complete a Program Request Form. Lecture dates are determined in consultation with the partner, the VMFA, and the speaker. Consideration is given to the partner’s previous ability to develop an audience of 50 or more for similar lectures.
Unless otherwise noted, all speakers are available July 2012 — June 2013.
The lecture may be canceled for reasons of inclement weather or speaker illness.
For the partner’s use in promoting the lecture program, a publicity packet is provided by VMFA. The packet includes a sample press release and (as available) a photograph or digital file of the speaker or works of art related to the lecture topic.
In all publicity and printed materials relating to the Speakers on the Arts program, the partner must include the following credit line: This program has been organized by the Virginia Museum of Fine Arts and is supported, in part, by the Paul Mellon Endowment and the Jean Stafford Camp Memorial Fund.
Within 5 days after a lecture, the partner must provide VMFA with an evaluation of the program. VMFA will provide an Evaluation Form, requesting attendance figures and publicity arrangements, as well as comments and suggestions on the speaker’s overall presentation. When the form is returned to VMFA, the partner must include copies of all related publicity and printed material.
Checklist of Partner Responsibilities
The success of the lecture program depends on strong audience development efforts, made well in advance of the event. To ensure success, the sponsor’s initial responsibilities are to:
Develop a minimum audience of 50. Identify special-interest groups and explore collaboration with other community organizations and institutions with related interests.
Use all possible media to promote the lecture. Publicize the details of the lecture at least 2 weeks before the lecture date.
Arrange for an appropriate lecture hall-one that can be totally darkened.
Provide the speaker and VMFA with a complete speaker’s itinerary at least 2 weeks before the lecture date (itinerary form provided by VMFA).
Provide meals and overnight accommodations for speakers when appropriate.
Provide the following audiovisual equipment:
• Computer and digital projector for PowerPoint presentations*
• 1 viewing screen large enough to accommodate side-by-side projected images
• Lighted lectern
• Sound system adequate for the size of the lecture hall
• Other equipment as specified by the speaker
* If PowerPoint equipment is not available, VMFA may be able to provide such. Phone 804.204.2671 to confirm availability.