The deadlines are as follows:
You will receive email reminders and instructions on how to submit these items as the deadlines approach.
All items should be submitted online. 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. You will receive separate emails with links to submit all other items once the submission period opens.
Please follow these guidelines when formatting your notes and PowerPoint presentations.
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.
After initially submitting your contract and registration, you will receive an email containing details of your submission and a confirmation number. Log in to the Speaker Service Center and click the modify link. 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:
Speakers may attend the MVC for free on the day(s) they present, with the exception of hands-on labs and other events that require an additional fee.
Speakers will be paid an honorarium of $325 per hour of presentation. View the full Compensation & Expenses Policy for details.
Please denote as such in your speaker agreement.
Checks for Speaker honorarium and any additional eligible expenses will be postmarked within 15 business days of the end of the Conference.
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.
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.
All speakers will receive the MVC Conference Proceedings (including Scientific Notes and PowerPoint presentations) on flash drive.
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.
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.
AAA Ohio Auto Club
Jessica D. Thompson, CTC
Phone: 888.222.6446 ext. 7873
Kati Ackermann: 888.222.6446 ext. 7636
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.
Taxis, the COTA bus line and rental car companies are all available at the aiport. See the Travel & Services page for more information.
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 website.
The headquarters hotel is the Hyatt Regency, located at 350 N. High St. in Columbus.
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 Policy for more information.
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 Policy for more information.
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.