GUIDELINES FOR PREPARING A SAGER FUND GRANT
With APPLICATION for academic year 2016-2017
Application Deadline: By Noon April 8, 2016
PURPOSE
The Sager Fund was created in 1988 by Swarthmore College alumnus Richard Sager ’73. In
creating the Sager Fund it also established the Sager Symposium at Swarthmore College, which
over a period of twenty years explored current topics for lesbian, gay, bisexual, transgender and
queer community. Past symposia explored a wide range of topics including but not limited to
“sexual politics in the bedroom, boardroom and classroom; queer media; coalition building
across queer differences; queer people of color; and the intersection of race, religion, and
gender.”
After a series of meetings and conversations with Richard Sager, formal plans for restructuring
the Fund were finalized, with a revised set of Operating Guidelines authorizing the Sager Fund
Committee (SFC) to replace the Sager Symposium with The Sager Series.
The Sager Fund Committee will have as its first priority the development and production of The
Sager Series, periodic programs that will present high profile, prominent, public speakers and/or
performers who serve/represent the needs of the lesbian, gay, bisexual, transgender, and queer
community, and whose presence will attract the broadest audience to the campus. Examples
might include well-known political, religious, entertainment, and media gay, lesbian, bisexual,
transgender, and queer personalities.
WHO MAY SUBMIT PROPOSALS
All members of the campus community are welcome to submit proposals, however:
1. The principal organizers must be on campus during the semester of the event; and
2. Students (individuals or groups) must have a faculty or staff advisor helping to organize
and produce the event. Ultimate responsibility for the event remains with the applicant.
ADMINISTRATION OF THE GRANT
Sager Fund Grants are administered by the Sager Fund Committee, which includes faculty, staff,
and student representatives. Co-sponsors are required to contribute funds to an event. If your
proposal is accepted, the Sager Fund will either provide funds as a co-sponsor, or fund the event
in full.
Members of the Sager Fund Committee for 2016-2017 are: Liz Braun, Dean of Students; Karen
Henry, Dean of First Year Students; Mo Lotif, Assistant Director of the Intercultural Center;
Farid Azfar, Assistant Professor of History; Joshua Wolper ’17.
CRITERIA FOR AWARD OF A SAGER GRANT
The speakers or performers proposed should meet the criteria established by the donor. Sager
Fund speakers or performers should represent high profile, prominent, public speakers and/or
performers who serve/represent the needs of the lesbian, gay, bisexual, transgender, and queer
community, and whose presence will attract the broadest audience to the campus. Events likely
to draw a campus-wide audience and from surrounding communities are preferred over more
specialized programs. Events that allow for sustained interaction between speakers/performers
and the campus community are strongly encouraged. However, all aspects of the event funded by
the grant must be open to the wider campus community; demonstrations or class meetings should
be open to all who are interested.
Proposals for a series of events (events linked by theme but occurring on separate dates) must
limit the number of events funded by Sager Funds to three. (The series could be longer if other
events are fully funded by other sources, however.)
Grants are awarded to events, not to constituencies or applicants. However, the Committee will
take into consideration how well the applicant demonstrates care in planning and the potential for
producing an outstanding event.
Deciding When and Where:
When: Experience has shown that certain times of year are much better than others for
scheduling special events for optimal attendance. As you plan your event, keep in mind that it is
best to avoid times just before or during exams, the last two weekends of Fall Semester, and the
month of April.
Where: Choose a venue that is appropriate for the size of the audience you anticipate.
Lang Performing Arts Center – Jim Murphy at jmurphy2@swarthmore.edu
Lang Concert Hall – Andrew Hauze at ahauze1@swarthmore.edu
For all other campus spaces – contact space@swarthmore.edu
Determining a Budget:
Appropriate Fees:
In developing your budget, remember that fees may vary, depending on the nature of your event.
Fees can be negotiated, particularly when you point out that we charge no admission fees for
events on campus.
Production Charges:
Any performance event incurs bill-back charges. Performance events require detailed planning;
you must obtain a tech rider (specifications and required elements) from the performers or their
agents, and take it to Jim Murphy of the LPAC staff who will then prepare an event estimate.
Both forms are to be submitted with your proposal. Your proposal WILL NOT be considered
without these estimates.
Transportation:
Sager Grants normally pay for economy round-trip from the guest’s nearest airport to
Philadelphia International Airport unless the guest lives (or will be on tour) within driving
distance. To get an estimate on airfare or train fare, call Carlson Travel (the College’s travel
agent) at 610-328-6666. If your guest is driving, use the mileage allowance effective January 1,
2016. Ask the guest to give you an estimate of ground transportation costs at their end; try to
have someone in your group do the driving at this end, if possible.
2
Lodging:
For a single speaker or a very small group, it may be possible to provide lodging in a Collegeowned guesthouse. Since there is no charge for these units, this is by far the preferred mode of
housing. To find out about the availability of the Ashton House, contact Tricia Maloney at
X8339, or just email space. If Ashton House is unavailable please use one of the following local
hotel or bed and breakfasts-- Courtyard Marriott, Longfellow House or Purcell Darrell House.
Meals/Hospitality Events:
Meals for speakers/performers may be covered by the Sager Fund if included in your proposal.
Parties, group dinners, or other hospitality events open to a limited audience (for example,
interested departments or student groups) are NOT funded by Sager. These smaller gatherings
MUST be funded entirely by the host department(s)/program(s)/ student(s). Such funds are
considered part of the host’s contribution toward the event. Receptions after the performance or
lecture may be funded, as long as they are open to all and within 10% of the budget total. For
college catering costs, contact Dining Services (x8624). You may also use an outside caterer.
Publicity;
Organizers of a Sager Fund event are responsible for publicizing it effectively to the campus
community and the general public. The College Communication Office (x8533) will help event
organizers publicize events on and off-campus. When budgeting for an event, organizers may
want to plan for the cost of promotional posters. Digitally reproduced posers cost about $1.50
each. Thirty Five to Fifty posters are generally sufficient.
Contracts and Letters of Agreement:
Contracts and letters of agreement must be reviewed and initialed by Jim Murphy for LPAC
events. All other contracts or letters of agreement must be reviewed and initialed by one of the
Sager Fund co-chairs prior to sending them to Sager recipients. Signatures required include the
contracted guest and the event coordinator. All signed documents relating to the event are
due May 20, 2016.
A complete application will consist of the following:
1. The application
2. A proposal, not to exceed two pages, explaining why the event is of compelling interest
to Swarthmore. Be persuasive about how the pubic standing of the individual/group
meets the criteria of the Fund. Provide written evidence of his/her/their availability for
the proposed date(s).
3. A technical rider for any performance event in LPAC or elsewhere and a space
reservation form.
4. Supporting documents: one page of biographical information including evidence of
public standing/recognition, (resumes or press kit bios for performers or speakers).
5. Required Reference materials:
i. Performance events-audio or video tape
ii. Visual arts -slides, catalogues, photographs
6. Proposals from student groups should include a letter from a faculty or staff member who
is committed to working with you in coordinating the event to its conclusion.
3
PLEASE NOTE:
Proposals will be considered for funding up to $7500; however, if expenses exceed this amount,
securing a co-sponsor will be acceptable to the Committee.
Sager Fund monies may not be used to bring speakers or performers who have been on campus
within the past three years.
Recognizing that it may not be possible to make arrangements for truly outstanding guests in the
turn around-around time of one year, proposals will also be accepted for the 2018-2019 academic
year if you can obtain a written commitment for a date.
Preference is given to events planned before Spring Break 2017, and people who are presently
high profile.
DEADLINE FOR APPLYING FOR A SAGER FUND GRANT:
Your application must be submitted via e-mail by noon on April 8, 2016, to Betsy Durning,
Dean’s Office, in Parrish 140. Late or incomplete proposals will not be considered.
4
Application for SAGER Series 2016/2017
Principal Organizer: ______________________________________________________
Faculty/Staff Person: _____________________________________________________
Date (s) of Event: ________________________________________________________
Name of Speaker/Performer: ________________________________________________
Please include all of the following items when submitting your application:
1. The proposed budget
2. A proposal, not to exceed two pages, explaining why the event is of compelling interest
to Swarthmore. Be persuasive about as to how the pubic standing of the individual/group
meets the criteria of the Fund. Provide written evidence of his/her/their availability for
the proposed date(s).
3. A technical rider for any performance in LPAC or/ space reservation form.
4. Supporting documents (required of all proposals): one page of biographical information
including evidence of public standing/recognition, (resumes or press kit bios for
performers or speakers).
5. Required Reference materials:
i. Performance events-audio or video tape
ii. Visual arts -slides, catalogues, photographs
6. Proposals from student groups should include a letter from a faculty or staff member who
is committed to working with you in coordinating the event to its conclusion.
Requested Budget
Event #1
Event # 2
Event # 3
Transportation =
Ground transportation =
Honorarium =
Lodging =
Reception Costs =
Promotional Flyers =
Meals, etc. =
Total Cost =
Questions regarding proposals may be addressed to Sager Fund Committee Members.
Permission granted to generously adapt from “Guidelines for Preparing Cooper/Promise Fund Grant Proposal, 2011-2012”
5