INFORMATION FOR SPEAKERS
Once you have reviewed the speaker invitation sent via email for Vision By Design 2018, please read and fill out the information below.
Hilton Orlando Resort
6001 Destination Pkwy
Orlando, FL 32819
Hotel Website - Click Here
If the AAOMC will be covering all or part of your stay - The AAOMC will be booking your hotel arrangements if we are paying for any part of your stay.
Any nights beyond the ones covered by the AAOMC will be your responsibility. The AAOMC will cover room and room taxes, you are also responsible for all incidentals charged to your room. Please refer to your speaker invitation letter for information regarding what the AAOMC will be covering.
Please email your dates of stay as soon as possible to Sarah at firstname.lastname@example.org so that a reservation can be made and a confirmation number will then be sent to you after booking.
Please send us the following information ASAP by filling it in the form below or emailing email@example.com
Any specific aids or services needed
Flight And Travel Arrangements
Flight arrangements will be the responsibility of the speaker. The AAOMC will reimburse you for airfare if offered in your speaker invitation letter. Please note: Only coach airfare will be reimbursed. Please book as early as possible to secure the most economical fare. VBD will not reimburse lodging expenses above and beyond the base hotel rate with tax. Incidental expenses will not be reimbursed. The reimbursement will only cover lodging for the period of nights that the participant is active in the VBD meeting plus one night for travel (after arrival or before departure) depending on what is included in your agreement.
Travel: If stated in your speaker invitation letter - we will reimburse you for one round trip coach ticket from your home town (for airfare and travel to and from airport to host hotel) VBD speakers requesting reimbursement for airfare will be required to purchase their tickets at least 6 weeks in advance of their departure date. At all times, VBD speakers will be encouraged to keep their airfare costs as reasonable as possible. VBD will only reimburse coach/economy fares for travel. Additional costs for business class or first class tickets are the responsibility of the speaker.
Ground Transportation: VBD will reimburse reasonable ground transportation expenses (limousine, taxi, bus) between the airport/train station and the meeting site. Specially chartered luxury limousine service is not reimbursable.
Discounts: Please refer to the VBD website for information on transportation discounts with Delta Airlines, Mears Shuttle and Hertz Car Rental - CLICK HERE
Examples of what VBD will not cover: Seat upgrades, luggage fees, flight change costs (except for reasonable circumstances), transportation from your home to the airport and return trip home, airport parking, meals purchased while traveling.
Personal Automobile or Alternative Transportation: If travel to VBD is done using the speaker’s automobile or a rental car, the expenses for this transportation will be reimbursed at the current usual and customary per mile rate (for personal auto) or reimbursement of rental car expenses. Expenses for other forms of alternative transportation (bus or train) to the meeting can also be reimbursed. In any case, the maximum automobile or alternative transportation expense cannot exceed that permitted for round-trip airfare reimbursement.
Reimbursement - We will send you and update form to submit for reimbursement. The form must be turned in within thirty (30) days of the meeting end date in order to be reimbursed. Receipts will be required for reimbursement.
Important Dates to Remember
ASAP - Speaker Form filled out after being notified you will be a speaker *See form below
ASAP - Hotel Dates Due for Reservation
Friday January 19th, 2018 - COPE Documents Due
Friday February 24th, 2018 - PDF Presentation Due for E-Handout
Friday May 12th, 2018 - Speaker Reimbursement Form due - this will be sent out in a separate email
PLEASE FILL OUT THE SPEAKER FORM BELOW
RETURNING SPEAKERS PLEASE NOTE: If you submitted a speaker form last year you must fill one out again this year but you do not need to re-submit your photo and bio if you approve us to use what you sent last year - please make a note in the appropriate box below. Thank you.