Presenter Information - 2015 Annual Meeting

PRESENTER POLICIES:

Generally, if you are selected, you will be expected to register for the conference (at the early bird/member rate) and cover your own expenses. If you have a “team” of presenters identified, the following information will apply:

Honoraria:

The Council does not provide honoraria for concurrent session presenters.

Presenter/Moderator Reimbursement

The Council will reimburse the expenses of one presenter per session who meets the criteria detailed below. In some instances, the Council will offer reimbursement for some or all of a presenter’s eligible expenses (including registration, limited travel, and lodging). Once presenters are confirmed, Council staff will send them information based on the session designer’s organizational affiliation. The type of reimbursement (if any) a presenter receives depends on this category.Please familiarize yourself with who is eligible for reimbursement. Contact Council staff if you have any questions about or to verify commitments to reimbursable expenses. Affiliation categories are as follows:

Council members, prospective members, and member-eligible organizations

Not eligible for reimbursement.

Presenters from Council member organizations or organizations eligible to join the Council are expected to pay their own expenses related to their conference participation (full conference or daily rate, travel, and lodging). However, they may register at the early member rate or elect to register as “session-only”— at no cost—if they want only to fulfill their presenter/moderator duties. A session-only registration does not include access to any other sessions or events that are part of the conference.

Affinity groups, funder networks, and regional associations of grantmakers

May be eligible for partial reimbursement.

Presenters from the staff of affinity groups and regional associations of grantmakers will receive complimentary registrations for the day(s) they present. If they would like to participate in the remaining day(s) of the conference, these presenters may register for the conference at the lowest available rate or at the member day rates for those days not already provided as complimentary. Travel and lodging is the responsibility of affinity groups, funder networks, and regional association staff unless otherwise negotiated.

Other organizations (including consultants, vendors, and other service providers)

Only one person, per session, is eligible for reimbursement unless approved by the Council.

The Council will compensate presenters from other organizations as follows:

• One complimentary day of registration for each day they are presenting (excluding non-Council preconference events).
• Hotel room and taxes for one night’s stay at the conference hotel (or a Council-designated overflow hotel) if the presenter resides outside of the local conference area. A second night of lodging may be offered at the Council’s discretion should flight connections and/or financial issues make an extra night’s lodging necessary.
• Round-trip transportation to and from the conference not to exceed $450.00 (including baggage fees)

Presenters in this category may register at the member day rate for days they are not speaking. The presenter is responsible for additional fees for conference events that require separate registration and additional lodging expenses.

All expenses must be documented and comply with Council guidelines.

Guidelines for Reimbursable Expenses for Eligible Conference Presenters

Those eligible for reimbursement (as explained above) will need to adhere to the following instructions for reimbursement.

Original receipts for out-of-pocket expenses must be attached to the Council Non-Staff Travel Expense Report to be reimbursed, regardless of the amount (see section V for form). The Council will not provide reimbursements until our accounting requirements are met.

Please note that the deadline for submitting a Non-Staff Travel Expense Report with your receipts attached is 30 days after the conference ends. The Council will not process reimbursements until the conference ends. To guarantee prompt reimbursement, please be certain that the report is complete, signed, and submitted with all original receipts by the specified deadline. Please allow four weeks after the report has been submitted to receive payment.

Round-trip transportation: The Council will reimburse the amounts indicated below (unless a different amount is specified on your presenter contract) for ground transportation and airfare between your home and the conference site.

Ground transportation: The Council will not reimburse the cost of limousine service without prior Council approval. Itemize use of taxicabs on the back of the expense report and submit receipts. The Council will reimburse mileage at $0.56 per mile when a personal automobile is used (this amount cannot exceed the cost of round-trip coach airfare). The Council will not pay for any damages, repairs, or out-of-pocket costs for operating your automobile. The Council will not reimburse for rental cars.

Airfare: The Council will reimburse up to $450.00 (unless a different amount is indicated on your presenter contractor you receive approval before purchasing the ticket) for one round-trip, coach-class ticket (including baggage fees) between your home and the conference site. The itinerary may not contain additional stopovers without advance approval. Any costs associated with changes to your itinerary following issuance of the ticket are your responsibility. We encourage you to seek the most reasonable airfare possible.

Hotel: You are responsible for making your reservation at the conference hotel. The Council will not reimburse reservations made at other hotels without prior approval. If you live outside of the local conference area, one night of your stay (unless additional nights have been approved) at the conference hotel will be billed directly to the Council. You are responsible for any cancellation fees. The hotel will bill you directly for additional nights and any other charges made to your room, such as upgrades, meals, videos, parking, valet, and taxes associated with these other charges. The Council will not reimburse entertainment or personal expenses such as phone calls, Internet service, postage, photocopying services, dry cleaning, pay television, or health club fees.

Tips: The Council will reimburse for porterage in the amount of $1 per bag and gratuities of $2 per day for maid service for nights the Council covers.

Meals: If meals are not included in conference registration or otherwise covered by the Council, you will be reimbursed for the cost of meals while you travel and on the day of your presentation, up to the following limits (including tax and gratuity): $30 for breakfast, $35 for lunch, and $50 for dinner.

Foreign exchange:The Council will reimburse based on the documented rate of exchange actually paid. You must include original receipts that show the amount of foreign currency purchased and rate of exchange received. The Council will reimburse for out-of-pocket expenses at the documented rate up to the total amount of currency purchased. If documentation is not available for foreign exchange rates used, the Council will reimburse at the rate quoted by www.exchangerate.com. For foreign credit card transactions, the Council will reimburse based on the actual costs indicated on the credit card receipt; therefore, you must include credit card receipts or statements with reimbursement requests for foreign expenses paid by credit card. Note in the travel report how you calculated the amount of foreign expenses.

No Solicitation Policy

Occasionally at Council conferences, presenters who are not members of the Council use sessions as forums to solicit business for their firms. Emphasize to your non-foundation-affiliated presenters that the Council appreciates their willingness to share time, expertise, and knowledge with conference participants, but requests that they refrain from soliciting business or contributions during sessions.