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MEMORANDUM OF UNDERSTANDING

FOR
NYUADI PROGRAM ORGANIZERS

TABLE OF CONTENTS

INTRODUCTION ........................................................................................................ 2
PART A. STATEMENT OF PRINCIPLES ....................................................................... 3
PART B. COMMITMENT MEMORANDUM ................................................................... 5
PART C. MATRIX OF RESPONSIBILITIES FOR EVENT MANAGEMENT ....................... 7
PART D. FAQ FOR PROGRAM ORGANIZERS .............................................................. 8
PART E. TIMELINES AND SCHEDULES FOR EVENT MANAGEMENT ......................... 14
PART F. POST-CONFERENCE ASSESSMENT TEMPLATE ........................................... 15
PART G. SIGNATURE PAGE ....................................................................................... 16

MEMORANDUM OF UNDERSTANDING - NYUADI.doc

INTRODUCTION
The NYU Abu Dhabi Institute (NYUADI) is a major hub of intellectual and creative
activity, advanced research, and higher education. Programs of the greatest rigor and
creativity incubate and guarantee the formative presence of the research university in
NYU Abu Dhabi; they bring to Abu Dhabi, through the participation of NYUs
prestigious faculty members, the plenitude of the Universitys renowned graduate and
professional schools. The Institute is a center of the scholarly community for Abu
Dhabi, the United Arab Emirates, and the Gulf, bringing together faculty and students
from institutions of higher learning throughout the region.
The Institute sponsors and coordinates major academic conferences, lecture and film
series, research workshops, exhibitions, theatrical and music performances in New York
and Abu Dhabi, though principally in Abu Dhabi. By its comprehensive range of
activities, NYUADI forms an immediate intellectual and programmatic link between
NYUNY and NYUAD. Over the next three years, NYUADI will grow into a fully
equipped center for advanced study and research, hosting research projects, labs, and
groups of visiting faculty selected according to the highest standards from NYU and
other universities around the world.
NYUADI has a strong interest not only in bringing the highest-quality programming to
Abu Dhabi, but also in fostering and maintaining positive relationships with local
partners, scholars, participants, and vendors. Growing and burnishing these
relationships is a priority as we develop our new role in the region, and NYUADIs
decision-making will reflect this priority.
During its first full program year, the Institute has learned much about what is needed to
manage successful events in Abu Dhabi. Sharing this learning with potential NYU
program organizers is an important objective for us. NYUADI acts as a management
partner for NYU organizers of conferences and other special events in Abu Dhabi. The
Institutes ability to perform this role derives not only from its service orientation, based
on an understanding of the expectations of colleagues at NYU Washington Square, but
also from its capacity to make decisions that mobilize resources effectively in Abu Dhabi.
The leadership of NYUAD and the Institute, on the basis of program experience in
Academic Year 2008-2009, has established fresh guidelines for managing programs going
forward to enhance operational consistency and financial controls. While retaining key
features of the previous years practice, the new guidelines (a) clarify procedures for
program approval and budget development by NYUADI, (b) establish standards
governing the scale of programs and provision of honoraria and stipends, (c) formalize
event-planning deadlines, and (d) define the respective responsibilities of program
organizers and the Institute. Relevant guidelines and procedures are reflected in this
Memorandum of Understanding (MOU), which comprises:

A Statement of Principles
A Commitment Memorandum
A Matrix of Responsibilities for Event Management
The NYUADI Conference and Event FAQ
A Signature Page

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As part of the program-generation process stipulated on the NYUAD website at
www.nyuad.nyu.edu/nyuad.institute/call.proposals.html, program proposers will
be expected to submit to the Advisory Committee a Draft Commitment Memorandum.
This memorandum will be revised as part of a two-stage approval process, during which
NYUADI staff in New York and in Abu Dhabi are available to provide general guidance
and advice. The Advisory Committees review of the Draft Commitment Memorandum,
if favorable, would result in a conditional approval of the proposal, after which the
Program Organizer (PO) will be required to submit to the Committee within 15 working
days a Final Commitment Memorandum. Review by the Committee will normally occur
within 5 working days. Approval would be followed promptly by signature of the MOU
as a prerequisite for budget authorization and the start of program planning. During
either stage of the approval process, the Advisory Committee may decline the
opportunity to consider the proposal further or recommend resubmission in a
subsequent application period. The Chair of the Advisory Committee will provide the
PO with a rationale in writing for the Committees decision.
Applicants should be aware that NYUAD is also programming events at its new center
on 19 Washington Square North, which will begin operations in the Fall of 2009.
Nineteen WSN offers opportunities for events that complement those occurring in Abu
Dhabi or in some cases are regarded by the Advisory Committee as events more
appropriate for the 19 WSN venue. The Committee will welcome, from applicants for
Abu Dhabi programs, indications of how their proposed program may advance the goals
of NYUAD 19 Washington Square North programming.
PART A. STATEMENT OF PRINCIPLES
An effective service-oriented partnership is predicated on the PO and NYUADI working
collaboratively at every stage of planning and managing events on the basis of the
following principles governing the implementation of this MOU:
1. Conference and event management reflect an agreed division of responsibilities
between the Program Organizer (PO) and the NYUAD Institute (NYUADI). A
matrix of primary and secondary responsibilities is outlined in Part C of the MOU.
Underlying this matrix is the premise that substantive program and conference
agenda management is the primary but not exclusive responsibility of the PO; and
that local operations and venue support in Abu Dhabi are the primary but not
exclusive responsibilities of NYUADI. Close coordination and consultation is
maintained regarding all areas of shared responsibility and information-exchange
during the conference planning process.
2. Pre-conference communications and information-sharing are formalized both on
leadership and on staff levels. The PO leadership principal and NYUADI principals
in Abu Dhabi confer at least once a month for a high-level review of the status of
conference planning and to confirm guidance needed for their staffs. Responsibility
for these monthly consultations is not delegated. One staff member each from the
PO and NYUADI NY staff is designated as the sole point person for project
management and coordination. The NYUADI staff prepares a summary monthly
progress report tracking implementation of this MOU, which is submitted to the PO
leadership principal and the NYUAD Provost. Monthly tracking reports also serve as

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background documentation for the principals high-level reviews, which may involve
the Provost of NYUAD.
3. Budget-discipline is an integral component of event planning. The NYUADI is
responsible for budget development on the basis of program-design information
provided by the PO in the Draft Commitment Memorandum. A working budget is
provided by NYUADI to the Advisory Committee as part of the Final Commitment
Memorandum, along with confirmation that the budget has been approved by the
Provost of NYUAD. Reallocation of funds among approved budget lines is allowed
only in exceptional circumstances and requires the Provosts approval. Expenditures
against approved budgets are monitored by NYUADI on the basis of monthly and
quarterly reports that the PO provides under the terms of the MOU to the Academic
Program Manager.
4. Early decisions, rigorous timelines, and adherence to deadlines are of paramount
importance for successful conference management in Abu Dhabi. While the
NYUADI staff is able to operate flexibly in the local environment, lead-times for
getting things done can be long. Early marketing of events in seasonal promotions by
NYUADI require firm and final dates for events. Suitable Abu Dhabi hotels are
limited in number and heavily booked. Local vendors for required services and
support require advance scheduling. Accordingly, for NYUADI to meet program
organizers needs, adherence to the timelines and deadlines identified in Part E of
this MOU is essential. In the event of unmet deadlines on the part of the PO,
NYUADI will make decisions that take into account the mutual goal of a successful
event, vendors schedules, and the Institutes need to maintain positive working
relationships in Abu Dhabi.
5. Assuring appropriate UAE and regional participation is a priority in designing
programs. Achieving this goal enhances the conference experience of the POs
constituencies and advances NYUADIs mission to nurture local and regional
connections among relevant communities of interest. Although the character of such
participation varies for different types of events, program planning typically includes
engagement of local professionals and scholars as panelists, presenters, or
participants; involvement of relevant local research and academic centers; the crafting
of a program agenda with suitable local focus and content; and development of a
local public audience strategy for invitational events. Some programs may have a dual
focus: closed participation only by invited participants in core events, combined with
associated events open to the public for attendance or participation. NYUADI
encourages a pre-event reconnaissance visit to Abu Dhabi when warranted for local
participant-engagement or audience-development, provided that justification is
incorporated into the Final Commitment Memorandum.
6. Post-conference assessment reports are prepared by the PO and by NYUADI within
30 days of the conclusion of the event for submission to the Provost of NYUAD.
The POs report evaluates the extent to which the event met the substantive program
goals of the organizers. The NYUAD report evaluates the extent to which
operational planning and support met expectations for responsive and cost-effective
service. These assessments contribute to the Institutes periodic reporting and
assessment, to its best-practice recommendations for future POs, and to its own
continuous improvement as a service partner. Part F provides a template for
assessment reports.

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PART B. COMMITMENT MEMORANDUM


Date:
To:

Advisory Committee, NYUADI, nyuad.program.proposal@nyu.edu

From: __________________________
Subject: Proposed [INSERT PROGRAM CATEGORY]
[Note: Sections marked with * will inform NYUADIs preparation of the program
budget that will be incorporated into the Final Commitment Memorandum. These
elements are prime drivers of major budget lines and, accordingly, should be
prepared thoroughly. They will be regarded as firm and authoritative estimates.]
1. Program Formal Name
2. Program Overview, Goals, and Expected Results [1000 Words]
3. Agenda Structure and Topics [300 Words]
4. Local and Regional Audience-Development Objectives [300 Words]
5. Explanation of How the Program Advances the Mission of the NYUAD and
NYUADI
6. Dates*
7. Travel*
a. For Program Organizers (Assume arrival two Abu Dhabi workdays
prior to event. Work week in Abu Dhabi is Sunday through
Thursday.)*
b. Pre-Event Reconnaissance Trip(s) to Abu Dhabi if Required (Explain
purpose and duration.)*
c. For Participants (Allow one day before and one day after event for
expensing purposes.)*
8. Event Organization
a. Conference, Workshop, Regional Collaborative Seminar Organization
i. Number of Panels/Sessions (Subject to Revision during
Program Planning.)

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ii. Provisional Roster of Speakers, Chairs, and Presenters, with
Biographical Summaries (Subject to Revision during Program
Planning.)
iii. Associated Social or Special Events*
b. Film Series, Performance, Exhibition*
i. Character and Number of Events*
ii. Provisional Schedule (Subject to Revision during Program
Planning.)
iii. Technical and Logistical Requirements*
iv. Associated Social or Special Events*
9. Post-Conference Publication of Proceeding and/or Working Papers; and
Proposed Scholarly Publications*
10. Statement of Potential Relevance for 19 Washington Square North
programming
11. Proposed Timeline
12. Signed Approval of Applicants Dean and Department Chair (to be
attached)]

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PART C. MATRIX OF RESPONSIBILITIES FOR EVENT MANAGEMENT


RESPONSIBILITIES MATRIX: PROGRAM ORGANIZER AND NYUADI
Function
Program Content

Components

Primary

Preparation of Proposal
Approval
Agenda and Participants
Papers and Documentation

PO
NYUADI
PO
PO

Development
Approval
Reporting
Monitoring

NYUADI
NYUADI
PO
NYUADI

Airline Reservations
Hotel Rooms
Local Transportation
Routine Visa Services: US, International
Exceptional Visa Services

PO
PO
NYUADI
PO
NYUADI

VIP Engagement
Professional Constituencies
Local Participants

PO and NYUADI
PO and NYUADI
PO and NYUADI

On-Site Room Audio Visual


PowerPoint Generation
PowerPoint Management On-Site

NYUADI
PO
NYUADI

Agenda Control
Daily Schedule
Group Management
Venue Management and Communications
Food and Beverage Services

PO
PO
PO
NYUADI
NYUADI

Secondary
NYUADI
NYUADI

Budget
PO

Travel and Accommodation

Audience Development

Technology Support

On-Site Meeting Logistics


NYUADI

Publicity
Preparation of Text and Images

PO

Design and Printing


Website Design and Deployment

NYUADI
NYUADI

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NYUADI

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PART D. FAQ FOR PROGRAM ORGANIZERS


1. Contact Information for NYUADI Principal Staff
a. Philip Kennedy, Faculty Director philip.kennedy@nyu.edu,+971 2 406
9846
b. Larry Fabian, Executive Director of Operations, larry.fabian@nyu.edu,
+971 2 406 9846
c. Maura McGurk, Academic Program Manager, maura.mcgurk@nyu.edu,
212 992 7945
2. Eligibility for Submitting Proposals, and Categories of NYUADI Events
Program Organizers must be full-time, tenured or tenure-track NYU or
NYUAD faculty (or recruits to these faculties); or who are Arts
Professors (all ranks) in the Tisch School of the Arts; or Music Professors
(all ranks) in the Steinhardt School of Culture, Education and Human
Development; or Clinical Professors in the Arts (all ranks) in the
Steinhardt School of Culture, Education and Human Development (or
recruits to these faculties).
The NYUADI Advisory Committee will review all proposals for
Conferences, Workshops, Regional Collaborative Seminars, Film Series,
Performances and Exhibitions. Proposals for Distinguished Lectures,
Special Series, and Conversations with Authors, which may be solicited
by, or submitted to, the Institutes Faculty Director independently by
eligible faculty members, will normally not be reviewed by the Advisory
Committee. Approval by the Faculty Director will be confirmed in a
Letter of Agreement between the Faculty Director and the proposer.
Conferences
The principal purpose of Conferences is to extend the reach, breadth, and depth
of a mature basic or applied research field by presenting recent research
achievements, advancing research dialogues among communities of scholars and
research professionals, and sharing results with attentive publics. Conferences
may also be designed to stimulate new research and/or to mobilize collaborative
research efforts among relevant global and Middle East regional experts.
Conferences normally include 25-40 invited participants who meet over 1 - 2
working days in Abu Dhabi; programs will normally include a significant public
component such as a public lecture or an open panel discussion. Conferences are
expected to result in the publication of scholarly papers or reports on
proceedings in online or print formats.
Workshops
The principal purpose of Workshops is to provide an intensive working
environment that facilitates in-depth scholarly review of globally significant
research fields, stimulates evaluations of research-in-progress, promotes new
research and cross-disciplinary perspectives, and enriches wherever possible
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NYUADs curricular development, pedagogical innovation, and advanced
research agendas. Scaled for effective working dynamics and interchange,
workshops normally include no more than 20 invited participants. Fomenting
dialogue among research institutions and scholars globally and within the Middle
East region as well as expanding networks of institutional and disciplinary
contacts are important objectives in the design of workshop agendas and in the
identification of participants likely to make important scholarly contributions to
proceedings. Workshops are expected to generate publications or reports that
amplify and extend scholarly discourse in the selected field, either in the form of
Institute reports or in subsequent individual publications in scholarly journals.
Regional Collaborative Seminars
The principal purpose of Regional Collaborative Seminars is to stimulate and
deepen collaboration between NYUAD, the Institute, and teachers and scholars
in the UAE, the Gulf, and the larger Middle East and North Africa region.
Regional Collaborative Seminars cater to the subject areas and disciplines of
teachers and scholars in regional institutions and to subject areas that have special
scholarly or policy significance in the region. The Seminars are designed to enable
the Institute to encourage sustained and continuous regional scholarly
communication among established and younger scholars over time. Seminars will
normally involve 15-20 participants, at least 50% of whom will be drawn from
the region. Typically meeting for 3-4 days in Abu Dhabi, Seminars will be
structured to nourish discussion in a measured and unrushed setting that
encourages collegial exploration and discussion. In order to achieve sustained
disciplinary dialogue within a regional network, each Seminar will meet at regular
intervals over two to three years. Invitees will include some regular, and some
fresh, participants in every session and will encourage informal exchanges and
information sharing among successive cohorts of Seminar participants in each
field chosen for Seminar focus. Seminars are not expected to generate formal
publications, but their work will be the subject of ongoing public reports by the
Institute. The Faculty Director may exercise discretion in eliciting Seminar
proposals from scholars in the region.
Distinguished Lectures
The NYUAD Institute regularly hosts public lectures by scholars, experts, and
policy makers of distinction in their field. These lectures are open to the public
and are intended to contribute to public discussion in Abu Dhabi of major
topical issues of concern in the humanities, arts, sciences, and social sciences.
Special Series
Each year the Institute organizes by invitation two series of lectures or seminars
on a given theme of topical significance for Abu Dhabi and the Middle East.
Each series is open to the public and typically entails 4-6 events scheduled over a
period of weeks. These series are normally designed in tandem with
programming at 19 Washington Square North, which is the New York venue at
New York University for NYUAD programs. Events at both venues may or may
not involve the same lecturers or seminar participants, but thematic
complementarities and synergy will be within each series.
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Conversations with Authors


Normally on a monthly schedule, the Institute hosts a conversation with a
distinguished author on the subject of a significant recent publication, which may
be new, a republication, or translation of an existing work. Either the invited
author or the interviewer is a full-time faculty member of NYU/NYUAD. The
Conversations, which are open to the public, are designed to encourage
conversational, informal exchanges between principals and audiences and to
enable audiences to meet authors for follow-up conversations in after-event
settings.
Film Series, Performances, and Exhibitions
The Institutes mission includes a strong commitment to establishing a presence
in, and contributing to, the rapidly growing arts community in Abu Dhabi,
especially in view of NYUADs eventual location in the arts-rich environment of
Saadiyat Island. To advance this mission, the Institute will sponsor and support
film series, performances, and exhibitions to leverage the established Schools,
Institutes, and Centers at Washington Square, which possess expertise and
capacity to mobilize substantial arts and cultural resources that would enrich
NYUADI programs in Abu Dhabi. Because the structure of potentially relevant
events will vary substantially in scale, content, duration, target audiences, and
artistic criteria, the Advisory Committee does not specify detailed requirements
for submissions of proposals and supporting materials. Rather, it encourages
interested Program Organizers to initiate discussions with the Faculty Director
about program opportunities and to develop responsive proposals for Advisory
Committee review. The Committee also recognizes that the Faculty Director will
independently invite and stimulate such proposals that may be of potential
interest and that would subsequently be submitted to the Advisory Committee.
3. Stipends and Honoraria
a. The Institute cannot provide general salary support or course-offset
compensation. Allowable stipend levels will be prudent and reasonable as
determined on the basis of work-time estimates provided in a POs
Commitment Memorandum.
b. NYUADI stipends for Program Organizers or staff will provide
remuneration for administrative and planning services expressly and
exclusively related to preparing Institute events. NYUADI honoraria will
be provided for individuals who make intellectual and scholarly
contributions to Institute eventsby delivering a keynote address,
participating as an author in Institute Conversations, delivering a
distinguished public lecture, writing scholarly or working papers, and by
undertaking leadership responsibility as chair of an Institute event.
Honoraria are not provided to individuals invited to participate in
Institute-sponsored events unless their participation involves one or more
of the special responsibilities enumerated here; nor are honoraria
provided for papers not prepared specifically for Institute use and
potential publication.

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c. All stipends and honoraria paid by the Institute will require a Letter of
Agreement between the Executive Director of Operations and the
recipient or author. Payment to NYU employees will be processed
through the Universitys Payroll Department and will be subject to
withholding taxes. Payment to non-NYU employees will be processed
through Accounts Payable and may be considered taxable income.
Stipends typically will not exceed $10,000 per individual on the basis of
services defined in the Commitment Memorandum, including if
necessary a schedule of payments for work completed in stages. Institute
honoraria will typically range between $500 and $2000, depending on
responsibilities performed. Honoraria for scholarly papers will be paid on
a schedule that provides 50% payment when the event is convened and
50% on receipt of a final version suitable for publication. Honoraria for
working papers will be provided in full upon delivery of a version suitable
for intended distribution and dissemination by the Institute.
4. Proceedings and Publications
a. Unless required by exceptional circumstances, all NYUADI proceedings
are considered to be on-the-record and subject to being excerpted for
archival or promotional purposes by NYUADI in text, photo, audio or
video formats. Any departure from this norm will require a formal
written request to, and advance approval by, the Provost of NYUAD.
b. Pre- and post-event promotion, archiving of events, and the sharing of
proceedings and/or outcomes in the form of publications, photos,
video/audio clips, NYUAD website presence, or other appropriate forms
of communication are key elements of NYUADIs outreach, publicity,
and audience development strategies.
c. Copyright for working papers and publications authored by NYU or
NYUAD faculty under the auspices of NYUADI will be governed by
NYU copyright policies articulated in the Statement of Policy on
Copyrights (www.nyu.edu/oaa/policies.html). Working papers and
publications written by authors who are not NYU or NYUAD faculty for
Institute events will be retained by NYUADI.
5. Air Travel, Hotel Reservations, and Expense Reimbursement.
NYUADI policies and processing will conform to the Travel Policy for
NYU Abu Dhabi Institute Programs, which can be consulted at
http://nyuad.nyu.edu/institute/travel.html. All Program Organizers
and their staff members are expected to have read these guidelines before
submitting a Draft Commitment Memorandum to the Advisory
Committee.
6.

Local Transportation in Abu Dhabi


a. Arrival and departure airport transportation to and from hotels will be
arranged by Protravel in accordance with approved NYUAD travel
guidelines.
b. NYUADI will provide local transportation from hotels to and from
program venues in Abu Dhabi. Event participants will be expected to rely
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exclusively upon the NYUADI-provided transportation for all scheduled
events. NYUADI will not be responsible for providing transportation for
personal use, e.g., for leisure activities, shopping, or touring.
7. AV and Technical Support in Abu Dhabi
a. Abu Dhabi hotels engaged by NYUADI normally will provide either inroom internet access or business centers with internet connections. Some
but not all venues available for NYUADI programs will provide at least
limited internet access and power supply outlets, but program
participants should not assume such connectivity in all locations. At most
venues available for NYUADI programs, there is limited or no access to
copy machines or printers. Participants and POs should plan ahead for
these needs by requesting these services from NYUADI staff early in the
planning process or by making use of the hotels business center for lastminute needs. NYUADI staff will provide relevant information during
event planning.
b. PowerPoint projection capabilities will be provided at all venues used by
NYUADI, but presenters must supply presentations to NYUADI staff in
accordance with the deadlines specified in Part E, page 14, which will
permit presentations to be loaded onto NYUADI laptops. Presenters
should not plan to use their own laptops for projection purposes.
c. Program Organizers wishing to incorporate videoconferencing into their
programs must consult early with NYUADI staff about
videoconferencing availability. Most event venues likely to be used for
programs involving large audiences in Abu Dhabi will not have suitable
videoconferencing capacity. NYUADI will be able to provide
videoconferencing capacity for smaller programs hosted at its Downtown
Campus. NYUADI staff will provide details on request.
d. Program Organizers with special AV and technology needs such as those
associated with film festivals, performances, or exhibits are expected to
define their needs fully in their Draft Commitment Memorandum. Local
vendor support in Abu Dhabi is able to be organized and engaged only
with substantial advance planning and coordination. NYUADI staff will
work closely and continuously with Program Organizers to establish
necessary local communications and quality controls.
8. Visa Requirements and Processing
a. Program Organizers should be aware that the UAE visa regulations
(which can be consulted at
www.government.ae/gov/en/visitors/uae/visas.jsp) specify 33
countries for which entry visas for 14 days can be routinely provided
upon entry. These countries are France, Italy, Germany, the Netherlands,
the United Kingdom, Belgium, Luxembourg, Switzerland, Austria,
Sweden, Norway, Denmark, Portugal, Ireland, Greece, Cyprus, Finland,
Malta, Spain, Monaco, Vatican City, Iceland, Andorra, San Marino,
Lichtenstein, United States, Canada, Australia, New Zealand, Japan,
Brunei, Singapore, Malaysia and Hong Kong.
b. For NYUADI guests from countries other than the 33 listed, additional
documentation such as Sponsorship Letters and Documentation are
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needed. Program Organizers should advise the NYUADI Academic
Program Manager when such documentation is required.
c. Program Organizers are strongly advised, if any of their prospective event
principals or participants have visa issues requiring special handling with
the Government of the UAE, to inform NYUADI leadership in Abu
Dhabi, which will be solely responsible for communications with the
Government in regard to such special visa issues.

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PART E. TIMELINES AND SCHEDULES FOR EVENT MANAGEMENT


TIMELINES AND DEADLINES MATRIX: PROGRAM ORGANIZER AND NYUADI
REQUIREMENT

COMPONENT

PO DEADLINE

NYUADI DEADLINE

COMMENT

Program Development
Draft of Commitment Memorandum

March 1, May 1, Sept 15, or Dec 1

n/a

Review and Revision by PO and NYUADI

15 days from date of favorable AC decision

15 days from date of favorable AC decision

Final Draft of Commitment Memorandum

15 days from above

n/a

Review and Revision by PO and NYUADI

15 days from receipt of Final Draft of CM

15 days from receipt of Final Draft of CM

Approval/Signature of MOU
Monthly Progress Report
Monthly Leadership Consultation

Upon conclusion of above Review


1st of each month
5th of each month

Upon conclusion of above Review


1st of each month
5th of each month

ProTravel Reservations

ASAP; work with Protravel on rolling basis

Hotel reservations, blocks

Two months prior to event

Hotel reservations, with names

One month prior to event

Visa Requirements for non-US nationals

Three months prior to event

Visa Requirements: Special Handling

Three months prior to event

Dependent on Advisory Committee Schedule

With Monthly Progress Reports in hand

Travel, Hotel, and Visas

Budget Reporting and


Monitoring

PO Reporting

Final deadline of one month prior to event


Upon receipt of request
Protravel will arrange individual rooms
Upon receipt of request

st

1 of each month

PO-Generated
Documentation Services

Working Papers

Depends on purpose

PowerPoint Presentations, preliminary count

Three weeks prior to event

PowerPoint Presentations, full version


Badges and Nameplates

One week prior to event


One week prior to event

Two days prior to event

Abu Dhabi Venue(s)


and Services

Venue Booking

Five months prior to event

Selection of caterers
Brochure Material to Production

Three months prior to event


Text and images: One month prior

Upon receipt of text, images

NYUADI Seasonal brochure to Production

Text and images: June 1 or November 1

Upon receipt of text, images

AV Services Finalized

Upon guest arrival in AD

Upon receipt of PowerPoint presentations

Website Material to Production

Depends on purpose
June for Fall events; November for Spring

Post-Event Publications
TBD
TBD
Within one week of receipt

One update only, all info submitted at once

Selecting/Posting audio/video clips

Any necessary website updates

One month post-event

Approx. six weeks post-event

Upon receipt from vendor

Transfer of complete audio/video to PO

Approx. six weeks post-event

Upon receipt from vendor

Post-Event Assessments
PO Assessment Report
NYUADI Assessment Report

15 days post-event
15 days post-event

Review and Comment by NYUAD Leadership

15 days after receipt of Assessments

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PART F. POST-CONFERENCE ASSESSMENT TEMPLATE


ASSESSMENT REPORT: PROGRAM ORGANIZER
This Program Organizer assessment should consist of (a) a recapitulation of the Program
Goals, Expected Results, and Audience-Development Objectives identified in the Final
Commitment Memorandum; (b) an evaluation of the extent to which each was achieved
in the substantive execution of the program; (c) an assessment of how, from the Program
Organizers perspective, the sharing of responsibilities between the PO and NYUADI as
outlined in the MOU, worked out in the planning and organizing of the program; and (d)
a confirmation of the prospects for Publications Goals being met as envisioned in the
MOU.
The Program Organizer also assesses whether and how the experience with the program
might lead to follow-up events either in Abu Dhabi or at 19 Washington Square North in
future Academic Years, and/or to curricular development and major Research Proposals
at NYUAD.
Assessment:

ASSESSMENT REPORT: NYUADI


This NYUADI assessment consists of (a) an evaluation of how adequately the planning
and management of the event achieved the objectives outlined in each of the Statement
of Principles of the MOU, and (b) a retrospective lessons-learned summary commentary
on the execution of the program from an operational perspective.
Assessment:

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MEMORANDUM OF UNDERSTANDING - NYUADI.doc

PART G. SIGNATURE PAGE

1. General Acceptance Language


2. Confirmation language stating that Applicant agrees to comply with NYU Travel
and Reimbursement policies, as attached.
3. Confirmation language stating that Applicant accepts the principles and
conditions stipulated in this MOU.

Accepted by PO:

Accepted by NYUADI:

Name:

Name: Marit H. Westermann


Provost, NYUAD

Signature

Signature

Date:

Date:

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