Conference Curators Resource Page

WELCOME!

This page provides information and resources to those serving as conference curators, including news and updates, forms and other vital information.

UPDATED 3-14-2018

2018 Conference Curators' Handbok (PDF)

Answers to many common programming questions can be found here.

 

Speaker Agreements

Speaker agreements are processed AFTER your program has been assigned a date & time in the conference schedule.
NYLA strongly recommends that you complete a contract or agreement with every speaker for each program. Having your terms in writing is simply good policy and helps ensure that all parties understand what is being promised/expected. There are two different templates for crafting an agreement between your group and a speaker. 

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.

Download the Simple Speaker Letter of Agreement (DOC)

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.

Download the Speaker Contract with Honorarium (DOC)

W9 Form

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)

Section/Roundtable/Committee Booths

Booth is available at a discounted rate to NYLA Sections, Roundtables, and Committees on the NYLA Trade Show Floor.  Booths present an opportunity to promote your services, recruit new members, and connect with current members.

 

NYLA Sections:
1-500 members: $225 (ASLS / FLS / LAMS / RASS / SMART / YSS)
500+ members: $350 (PLS / SSL)
NYLA Roundtables $100
NYLA Committees $100

In order to reserve your groups space, you must complete and submit a Display Booth Request Form by AUGUST 15

Section / Roundtable / Committee Booth Request Form (PDF)

 

 


Archived Materials