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
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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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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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
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
Audience Development
Technology Support
Publicity
Preparation of Text and Images
PO
NYUADI
NYUADI
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NYUADI
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COMPONENT
PO DEADLINE
NYUADI DEADLINE
COMMENT
Program Development
Draft of Commitment Memorandum
n/a
n/a
Approval/Signature of MOU
Monthly Progress Report
Monthly Leadership Consultation
ProTravel Reservations
PO Reporting
st
1 of each month
PO-Generated
Documentation Services
Working Papers
Depends on purpose
Venue Booking
Selection of caterers
Brochure Material to Production
AV Services Finalized
Depends on purpose
June for Fall events; November for Spring
Post-Event Publications
TBD
TBD
Within one week of receipt
Post-Event Assessments
PO Assessment Report
NYUADI Assessment Report
15 days post-event
15 days post-event
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Accepted by PO:
Accepted by NYUADI:
Name:
Signature
Signature
Date:
Date:
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