Departmental Guest Request Guidelines:

There are two steps, and both are required. The steps can be done in either order as long as deadlines are met.

Submit budget requests by the deadline set by the office. For FY27, the deadline is May 24, 2026.

Submit Guest Requests to Guests@mag NLT June 30th of any year, but the earlier the better.

Step One:

Please submit all departmental guests budget requests within the budget request app using the line item titled “departmental guest request.”

Please estimate your budget request using the following guidelines. Numbers are per guest:

$1500 if the guest is local (Amtrak, driveable within ~3 hours, metro)

$2000 if the guest will require a domestic flight

$2500 if they will require an international flight*

$4000+ if you know there will be an appearance fee** (for example, if you’re requesting Markiplier or Matt Mercer, there’s gonna be an appearance fee).

In the description, you will include requested information, including whether this is a local, domestic, or international guest, and the name of the person or group***.

Step Two:

Email [email protected] with the subject line [your department here] guest request. In that email, include all information you may have about this guest, including name, contact information if you have it, specific location if known, and whether your department will be able to support or help develop content for them (and if so, what kind of content). If you do not yet know who specifically you would like to book, you have until June 30th to inform us.

We will then compare your request with the budget request you have submitted and make any adjustments if necessary, including potentially sending back the budget for adjustments. We may also send the budget back for adjustments if the numbers significantly change during negotiations (for example, your requested guest has a hard line of two hotel rooms).

Please be aware that requesting a guest and requesting budget for a guest is not a guarantee that we can book that guest. Sometimes negotiations fall through, the ask is too high, or they’re just not interested. Sometimes we just can’t find contact information or people don’t respond. We promise to do our best but can make no guarantees. We will aim to provide updates by mid-August.

**if you plan to pursue an international guest you MUST clear this with the Guest department first. International travel is often tricky and we can offer guidance on whether that’s a good use of time and effort or even possible for any given booking cycle.

*we may direct you to submit a line item for an appearance fee if it goes higher than this number. We will discuss that if it happens.

***if you don’t yet know who, this is ok! Just indicate that in the description.