Finalized schedules are shared with full committees via Google drive once details are (mostly) set.

Each itinerary listing should involve at least one committee "usher" to help ensure that the candidate both gets to where they need to be at each time and/or escorts them to the next engagement.

Additional details to take into consideration include the following:

Airport pickup

• The School of Music, Dance and Theatre standard is that a committee member will pick up each candidate at the airport and transport them to their hotel.
• Committee members will be asked to provide their phone number in advance so that this can be shared with candidates.

<aside> 📌 NOTE: Generally speaking, a candidate’s time with us ends after their second dinner, and we give them the space to decompress before heading home. For that reason, they are to get their own transportation back to the airport (taxi/Uber/Lyft). One exception to this would be if they are going to the airport directly following the dinner, If a committee chooses to offer return transportation, they are welcome to do so, but need to be consistent and offer this for all finalists.

</aside>

Dinners

Each candidate interview itinerary includes two dinners - one the evening before the formal interview date, and one the evening of the formal interview date.

<aside> ‼️ IMPORTANT: Be sure to communicate directly with your finalists to arrange the first dinner on the evening prior to the interview date. This can be done at the airport pickup, or via email/phone in advance.

</aside>

Reservations

Though not required, reservations can be helpful in organizing a successful evening with your candidates.

If you have a candidate dinner that coincides with a holiday or busy event in the valley, a restaurant reservation is highly recommended.

Committee members are responsible for booking their own reservations.

Attendees

• No more than two members of the committee can be present at each meal (this also cannot be a one-on-one meeting with a committee member).
• Committee members should rotate so that the same individuals are not always meeting with the candidates.

Conversation

• Committee members cannot bring up inappropriate subjects (e.g. religion, politics, personal life – marriage, kids, etc.). If the candidate brings it up, that’s okay, but the committee should never ask questions of this nature.

No Alcohol

• Alcoholic beverages may not be paid for with university funds from any source under any circumstances.
• Be sure to request separate checks for alcohol purchases.
• Alcohol may be ordered, however the total cost should be split between committee members. Be kind to one another and arrange to split this.

Meal Maximum

• ASU policy requires meals and nonalcoholic beverages must cost $40 or less per person (averaged between attendees, before tax and tip).
• We have received pre-approval for candidates to exceed this limit, as our guests.
• Committee members should try to remain at $40 or less for their own orders. We ask you to be mindful, as these reimbursements are all processed from the school budget.

Gratuity Not to Exceed 20%

• Gratuity for food and nonalcoholic beverages is not, under any conditions, to exceed 20 percent.
• Gratuity should be calculated on the pre-tax subtotal for food and nonalcoholic beverages.

Itemized Receipts

• Itemized receipts are required, so be sure to obtain and submit original copies of both the itemized and credit card receipts.

Committee members must submit a Reimbursement Request for Food/Meal Expenses within 30 days of the meal.
**RFF: Reimbursement (food-related) FACULTY RECRUITMENT USE ONLY** *This link is for faculty search use ONLY, as several details have been prefilled for your convenience.

Lunches

• Lunch meetings are scheduled for the committee members to meet with search candidates.
• This serves as the formal committee interview.
• Lunch is ordered from by the school APA contact for the group. Food orders are requested no later than 9 a.m. on the day prior to each meeting. Bottled water will be provided as beverage for all attendees.

Recordings

• Recordings are required for candidate sessions during their interview dates (i.e. classes, lessons, rehearsals, presentations). Recordings are necessary in order for faculty/staff/students who miss the opportunity to attend in person to still participate in the search process by reviewing the session recordings.
• The school APA contact will set up Zoom meetings for each session for the committee to be able to record.
• Links would not be made available for individuals to attend virtually, but would be for recording purposes only.