Speaker Submission Items
What items must a speaker submit prior to the Conference, and what are the due dates?
• July 28: Contact information, credentials, industry affiliation disclosure, and executed agreement.
• Aug. 11: Session titles and descriptions.
• Oct. 16: Travel arrangements, hotel reservation request, photography policy, speaker biography and photograph, audio recording waiver, and audio visual equipment list and request.
• Dec. 8: Scientific notes and/or presentation materials.
You will receive email reminders and instructions on how to submit these items as the deadlines approach.
How should I submit these materials?
Please complete the contract and all required forms online in the Speaker Service Center. You will receive an email invitation once it is available. Your conference registration is completed during the contract submission process, so you do not need to complete a separate registration form.
How should I format my scientific notes and presentations?
Please follow these guidelines when formatting your notes and PowerPoint presentations.
How do I register?
Speakers may register themselves and their guests online in the Speaker Service Center during the contract submission process. You will receive an email invitation once registration is open.
How do I make changes to my registration after submitting it?
After initially submitting your contract and registration, you will receive an email containing details of your submission and a confirmation number. Click the modify link and enter your email address and confirmation number on the login page. The system will take you through each step of the registration process, during which you can make changes to any of your original submissions, including:
• modifying your contact information and/or speaker contract
• registering for sessions (available in December 2017)
• adding a guest
Do speakers recieve complimentary registration to the MVC?
Yes, speakers may attend the MVC for free, with the exception of hands-on labs and other events that require an additional fee.
Compensation & Amenities
What is the speaking fee for MVC speakers?
Speakers will be paid an honorarium of $325 per hour of presentation. View the full Compensation & Expenses Policy for details.
What if I am unable to accept an honorarium?
Please denote as such in your speaker agreement.
When will I receive payment?
Checks for Speaker honorarium and any additional eligible expenses will be postmarked within 15 business days of the end of the Conference.
Will meals be provided for speakers?
If you are speaking on Thursday, Friday, and/or Saturday, you may have lunch in the Speaker Lunch Room at the Greater Columbus Convention Center from 11:30 a.m. to 1:30 p.m. On Sunday, please join us for MVC Sunday Lunch in the Hyatt Regency Ballroom from 11:30 a.m. to 1 p.m.
What equipment will I be able to use for my presentation(s)?
The MVC will provide audio/visual equipment if requested. This does include a PC laptop. You may also bring your own laptop if you wish. Please note, Internet is not provided in the session rooms.
Are there any other amenities provided?
All speakers will receive the MVC Conference Proceedings (including Scientific Notes and PowerPoint presentations) on flash drive.
Travel & Hotel Arrangements
Will the OVMA cover my travel expenses?
OVMA will cover flights for out-of-state speakers if requested through the designated travel agent. A flat travel stipend is provided in lieu of actual speaker out-of-pocket expenses.
For those Speakers who live outside Central Ohio (defined as Franklin and its contiguous counties) and wish to drive to the Conference, the MVC will pay the mileage from your home city to Columbus and back at the IRS reimbursable rate. You will also receive complimentary parking on the days you are speaking.
How should I make my travel arrangements?
The OVMA partners with AAA Ohio Auto Club to make speaker travel arrangements. Airline reservations made through this travel agent are billed directly to the OVMA. If special travel arrangements are desired, please view the MVC Travel and Hotel Accommodations Policies before proceeding. Please note that each individual MUST approve/confirm the itinerary quote that AAA provides via e-mail before the flight will be booked.
Jessica D. Thompson, CTC
Phone: 888.222.6446 ext. 7873
Hours: 8 a.m. to 8 p.m. EST
Kati Ackermann: 888.222.6446 ext. 7636
What if I need to change my travel arrangements?
If you should need to make any changes to air travel or hotel reservations, please direct these requests to the OVMA staff contact, Aimee Becker, by e-mail or phone at 800.662.6862.
How do I get to the Greater Columbus Convention Center?
What transportation is available from the airport?
Taxis, the COTA bus line and rental car companies are all available at the aiport. See the Travel & Hotels page for more information.
Is parking available at or near the Convention Center?
Yes, there are multiple parking lots adjacent to or near the Convention Center that offer daily and hourly rates. Rates and availability for each lot differ. For information on each lot and a printable map, please visit the Convention Center Web site.
What hotel does the MVC use?
The headquarters hotel is the Hyatt Regency, located at 350 N. High St. in Columbus.
Will the OVMA cover my hotel expenses?
For speakers who live outside Central Ohio (defined as Franklin and its contiguous counties), the OVMA will cover the hotel room and tax only for those nights specified in the speaker agreement. Any incidental charges (room service, valet service, phone, laundry, etc.) and/or additional nights shall be the speaker’s responsibility. Please view the MVC Travel and Hotel Accommodations Policies for more information.
How do I make my hotel reservations?
Complete the hotel request form, which will be sent to you prior to the Oct. 16 deadline. The OVMA will make reservations upon receipt of this document. Please do not make reservations directly through a hotel, as these will not be included in the OVMA’s master bill. If it is necessary to make other arrangements, first contact the OVMA for approval. If granted, you will be responsible for all up-front charges but will be reimbursed for comparable accommodations. Please view the MVC Travel and Hotel Accommodations Policies for more information.
When will I receive confirmation of my reservation?
The OVMA will confirm reservations via e-mail after they have been made. We ask that you verify the information therein for accuracy, and either confirm the details or let us know of any changes or corrections.