Conference Curators Resource Page
Answers to many common programming questions can be found here.
Speaker agreements are processed AFTER your program has been assigned a date & time in the conference schedule.
Simple Speaker Letter of Agreement
This is a template starting point for creating a simple barebones agreement between your group and a speaker. This version is best used if an honoraria is NOT being paid. This simple form will be ideal for most conference programs, and includes section on reimbursements for travel and lodging. Feel free to delete from the document all those details that do not pertain to your specific situation (i.e. travel or hotel reimbursements). If you are issuing a simple letter of agreement to your speaker, you do NOT need to submit a copy to NYLA.
Sample Speaker Contract
This is a template starting point for creating a contract between your group and your speaker in instances where an honoraria IS being paid to the speaker. Feel free to delete from the document all those details that do not pertain to your specific situation (i.e. travel or hotel reimbursements). If you are issuing a contract to your speaker, please submit a copy of the signed contract to NYLA by JULY 15.
All speakers who are receiving an honorarium must submit a W-9 Form with their contract in order to receive payment. It is the responsibility of the speaker to report the income to the IRS under current tax laws. This form must be returned to the NYLA office by JULY 15. The NYLA Office must have the original W9.
Download the IRS W-9 Form (PDF) (Note: We only need page one returned.)
NYLA Reimbursement Request Form
Submit this form along with a signed copy of your speaker contract or agreement and W-9 (for honorarium only) to request that a check be preapred for presentation to the speaker at the conference. Complete reimbursement policies.
Download the NYLA Reimbursement Request Form (PDF)
This form is required for requesting speaker housing through NYLA. The speaker housing request form is used only if your group is paying for the speaker’s housing. Requests for speaker housing are due JULY 31. While speakers are normally housed at the headquarters hotel, your group may opt to house a speaker at any of the available conference hotels. Your group will be billed at the prevailing conference room rate.
This form is required ONLY is your group is requesting A/V equipment for your program BEYOND the 'Standard Set-up'.
Used to request books authored by your speakers that you would like sold at the NYLA/Lift Bridge Books during the conference. If your presenter will be discussing books at his/her session by someone else, then Lift Bridge Books would like to know that as well. For instance, are there any presenters who are recommending titles they haven't written (like lists of books that deal with a specific topic)? Plus, they will sell CDs if your presenter has produced any and wants them sold at the conference.
Ribbon Request Form
Please contact firstname.lastname@example.org if you would like to order any specific ribbons for your Section/Roundtable/Affiliate attendees. If you do order ribbons, it is your responsibility to hand them out to your groups (this can be done at your booth if you choose to have one).DEADLINE AUGUST 15 NOTE: Beginning in 2016 NYLA is moving to horizontal ribbons. Ribbons are $.21 each.
Contact email@example.com if you would like to order food for any of your sessions. Food & Beverage items will be billed out to your group as part of the conference billing process. **Please be sure to discuss the expense with your group’s treasurer and board before ordering food & beverage items (F&B items are subject to a service charge of 22%)** DEADLINE SEPTEMBER 15
A room monitor MUST be assigned to each conference program. A room monitor MUST be someone separate from the speaker(s).