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Travel & Hotel Accommodations Policy

Out-of-State Travel

  • Speakers from outside Ohio will received complimentary coach air fare accommodations from Speaker’s home city to Columbus and from Columbus back to Speaker’s home city.
  • To receive complimentary coach air fare, eligible speakers are to make travel arrangements through the designated MVC travel agent listed below:
  • A request for a specific airline will be honored only if doing so does not increase the cost of the flight or Speaker shall pay the differential. Speakers who do not use the designated travel agent and seek reimbursement will be given the amount requested or the air travel cost as calculated utilizing Expedia.com as of Jan. 16, 2017, whichever is less.
  • For any out-of-state Speaker that chooses to drive to Columbus, OH, instead of flying, the OVMA will provide the following:
    • Mileage reimbursement at the current IRS rate (not to exceed the cost of round trip airfare for the same dates)
  • If a Speaker is traveling to the MVC from another speaking engagement prior to returning to Speaker’s home city, please contact the OVMA office at 800.662.6862 or 614.436.1300.
  • If a Speaker must travel from a location other than Speaker’s home city for reasons that do not involve Speaker receiving compensation for air fare, the MVC will cover the cost of the flight from the other location to Columbus then to Speaker’s home city or the cost of a round trip ticket originating in Speaker’s home city, whichever is lower.

In-State Travel

  • For those speakers that live in Ohio, but outside Central Ohio (defined as Franklin and its contiguous counties), and speak for 3 or more hours, the OVMA will provide:
    • Mileage reimbursement at the current IRS rate; and $50 to cover out of pocket expenses.
  • For those speakers that live in Ohio, but outside Central Ohio (defined as Franklin and its contiguous counties), and speak for less than 3 hours, the OVMA will provide:
    • Mileage reimbursement at the current IRS rate; and $25 to cover out of pocket expenses.

Hotel Accommodations

  • The OVMA will provide hotel accommodations for the days specified in the Speaker Contract for:
    • Out-of-state speakers
    • In-state speakers providing 3 or more hours of programming and who reside outside Central Ohio (defined as Franklin and its contiguous counties).
  • Speakers are responsible for payment of all incidental charges, e.g. room service, valet, laundry, and payment of any room nights in addition to those provided by the OVMA in the Speaker Contract.
  • All Speakers eligible for hotel accommodations will receive accommodations at an MVC Conference hotel.
  • Speakers that make hotel reservations on their own and seek reimbursement will receive the amount requested for room and tax only or an amount equal to the number of nights’ room and tax that would have been paid at a similar type of hotel in the MVC block of hotels, whichever is lower.