Please find below the template email to outline and confirm the agreement between the sponsoring faculty member and the guest artist.
Feel free to copy/ paste this or use your own version.
A confirmation email, outlining service dates, fee/honorarium and expenses paid for and/or reimbursed needs to be provided to the guest artist liaison together with:
- Guest Artist form, filled out by sponsor/faculty member
- PIF form (Payee Information Form) filled out by guest
- copy Driver license of guest
Date
Dear (guest name)
We are honored to have you serve as a Guest Artist in the Department of Theatre and Dance at the University of Texas at Austin. This letter serves as a summary of the details agreed upon for your upcoming services. This is not a legal contract, nor does it take the place of a contract if one is required. If for any reason these details should change prior to or during your visit, please contact me directly.
Service dates: ___________________ to __________________
Honorarium: ________________________________________
Expenses paid for/reimbursed (Check all that apply; please remove any options that do not apply):
Airfare _____ Amount up to ___________
Mileage _____ Amount up to ___________
Hotel _____ Amount up to ___________
Car rental _____ Amount up to ___________
Taxi _____ Amount up to ___________
Shuttle/Bus _____ Amount up to ___________
Per diem ($41 day) _____ Amount up to ___________
Baggage fees _____ Amount up to ___________
Parking ($9/day) ____ days of parking on UT campus
Wifi ($0.25/day) ____ days of Wifi on UT campus (for up to 2 devices)
All payments are contingent upon successful completion of services and all required paperwork, as well as confirmation by the Department of Theatre and Dance, College of Fine Arts, and the University Office of Accounting.
Payment follows within 30 days upon signing the signature form (to be signed on the last day of services).
If you are arranging your own travel and the department needs to reimburse you, please provide us with the necessary receipts and proof of payments, by forwarding them to nlsmall@austin.utexas.edu
Natasha Small, program coordinator, will contact you soon to discuss travel arrangements and accommodations. If you have any special requests or needs, please inform her of those.
Please confirm that you are fine with the above arrangements by replying to this email and providing us with a Payee Information Form (enclosed) and a copy of your driver license.
Thank you for your service and commitment to the Department of Theatre and Dance. We’re greatly looking forward to your visit.
Sincerely,
Sponsoring Faculty Member