Hosting Seminars: Protocol and Honorariums
In response to many inquiries about the protocol for inviting instructors to give seminars and the standard honorariums given for instructors, we have been asked to communicate some basic guidelines.
Types of seminars you may offer:
A one-day seminar normally entails two sessions. The usual set up is a morning session 10-12:00 noon with a lunch break followed by a 2:30-4:30 pm session.
A full weekend seminar normally entails a Friday night class from 6:30-8:00 pm. Saturday is a morning session 10-12:00 noon with a lunch break followed by a 2:30-4:30 pm session. Sunday is normally one morning class from 10 a.m.-12:00 noon.
Other options you may offer for a partial weekend seminar or a one and a half day seminar.
You can schedule a Friday night class from 6:30-8:00 pm. Saturday is a morning session 10-12:00 noon with a lunch break followed by a 2:30-4:30 pm session.
You can also schedule a full Saturday, which is a morning session 10-12:00 noon with a lunch break followed by a 2:30-4:30 pm session. Sunday is normally one morning class from 10 a.m.-12:00 noon.
If you wish to invite a teacher for just a half-day seminar, either a morning or afternoon session, you should consider the distance to be traveled by the teacher in considering the appropriate honorarium. If the distance is great and would take up the day for the teacher to come, teach and go home, you should consider paying a full day honorarium. If you intend to allow children into the seminar, you should always check with the invited instructor first to make sure they are comfortable with the arrangement. This is also applicable if you would like the instructor to teach a children's class as part of the seminar.
The times and types of arrangements listed above are merely guidelines and may be adjusted when negotiating with the invited instructor. Collect yudansha books during registration. The instructor will stamp or sign them normally at the end of the training day.
In all cases, the teacher should have travel expenses and food covered. In making arrangements for plane tickets, ask the teacher if he/she has a preference to make his/her own arrangements or would like you to take care of it. Ask if there is a preference for airline and times for travel. Ask if there is a frequent flyer number.
Honorariums are negotiable. Consideration is given for smaller dojos that may have financial constraints. The dojo cho should feel free to discuss the fee with the instructor directly. Things to take into consideration are the rank and experience level of the invited instructor. Honorariums should naturally increase as the years go by to match the cost of living increases.
It is recommended that smaller dojos collaborate as a group to offset the financial burden of inviting a highly ranked instructor. This insures that no one dojo bears the financial burden and encourages the local Aikido community to work together as a group regardless of affiliation. Working as a group also allows for a larger venue to be rented if necessary.
If the seminar brings in a good amount of money over and above the normal honorarium, dojos will normally split the profits giving the invited instructor half of the amount acquired.
This information is meant to be a guide or at least a starting point for dojo chos to use. Please feel free to contact your Division Head with any questions you may have.