Speaker Requirements & Guidelines

​Please review the requirements & guidelines below. Upon review and full understanding of the terms therein while waiting for someone to get
 back with you about your speaker request.

ETC Credit Hours
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All sponsors and speakers is required to fulfill certain ETC compliance regulations. To ensure the regulations and The Eventz Team’s standard of quality, you are required to provide:

• Advanced receipt of your description, objective(s), field of study, biography, and program materials are required to promote the program.
• All events must be evaluated by a technical reviewer per The Eventz Team standards. Vendors who are already The Eventz Team sponsors and partners and industry speakers will not be required to have their content reviewed additional times.
• up to 50 contact minutes per event credit hour. The program schedule are designed to meet the 30 to 45 minute requirement. Please make sure to start and conclude your session according to the times specified by The Eventz Team.

Promotional Materials & Biography

The Eventz Team requires this information to promote the conference (brochure, website, and other mediums). The Eventz Team retains the right to edit content to meet promotional/style guide specifications.

Please use the information below to assist you in preparing a title and brief description of your session.

TITLE

The title should be short and memorable to attract the reader’s attention.

BIOGRAPHY

On the Speaker Contract Form, submit a brief narrative biography (no resumes), between 150–200 words in length, outlining your professional experiences.

DESCRIPTION

• Your description should consist of 100–200 words.
• Your opening line(s) should be one to two sentences introducing the topic you are speaking on.
• The body (sentences three to five), should be a summary of the scope and content of the session. Describe what will be covered in the session, why it is important, and the takeaway your audience will receive by attending your presentation.

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Program Materials

Program materials are required for The Eventz Team approval. The Eventz Team reserves the right to edit content to meet promotional/style guide specifications.
Materials in PDF format will be distributed electronically via a registrant-only webpage, three days prior to and 90 days following the event.

MATERIAL DISTRIBUTION

• Copyrighted material (e.g. magazine articles, case studies, financial reports, etc.) must be accompanied by written permission from the source or it will be removed from your submission without notice.
• An electronic (emailed) original version of your material is required. The Eventz Team will convert it to a PDF.
• Should you opt to print materials for your session, any cost associated will not be reimbursed.

TIPS FOR IMPROVING MATERIALS

• Materials add value to your presentation. Provide supplemental materials as an opportunity to communicate additional information which in not covered on your slides, or detailed information you will not have time to cover in your session.
• The audience appreciates resource materials. They may feel cheated if they do not receive something concrete to access following your session.
• Your materials reflect you! Materials send a nonverbal message about you and your company. They are simply another element that adds to your overall image.

ADDITIONAL SUGGESTIONS

• A bibliography of related resource material as a reference guide.

Standard Room Set-Up & Audiovisual Equipment

Room set-up will consist of classroom-style seating.

AUDIOVISUAL

• Audiovisual includes projection screen, LCD projector, PC, cordless lapel microphone, and podium with microphone.
• The Eventz Team encourages the use of adequate audiovisual aids to enhance your presentation.
• Speakers utilizing electronic slide presentations (e.g., PowerPoint, Prezi) are required to email their final presentation(s) to the The Eventz Team contact on or before the given deadline.
• Both parties hereby agree that audio and/or video recording of presentations will not be conducted without prior written approval.

Transportation & Accommodations

The Eventz Team will arrange local and out-of-town speakers guest overnight accommodations and transportation for your entire stay, per the below specifications:

HOTEL

• One night’s sleeping room charge (room and tax) will be direct-billed to The Eventz Team. A credit card will be required upon check-in for additional nights and incidentals.
• Sleeping room confirmation number will be sent to you via email.
• If you need to cancel your overnight accommodations please notify you’re the Eventz Team contact via email, to ensure the reservation is cancelled. If The Eventz Team is not notified to cancel the reservation at least 72 hours prior to the event, resulting in no-show or cancellation fees, the vendor/speaker will be held responsible for all charges that hasbeen booked.

AIRFARE

• Please book your flight at least 21 days prior to the event. If you need an travel agency for your travels? Please ask us and we will send you’re a list our partner travel agency and when contacting them, identify yourself as an The Eventz Team speaker.
• If charges billed directly to The Eventz Team from your agreed contract with us. It will be booked through Airbnb, Vrbo, homeaway or a local hotel where the event is held or nearby.
• The Eventz Team realizes additional expenses may incur due to travel delays. In the event of inclement weather, illness, etc., call you’re The Eventz Team lead contact person via their emergency contact information to make last-minute arrangements.

 
GROUND TRANSPORTATION

• If arriving by air, please utilize the hotel shuttle. In the event the hotel shuttle is not available, a taxi, Uber, etc dispatch may be used.
• When traveling by personal vehicle, mileage will be reimbursed at the current IRS rate, not to exceed the cost of the lowest coach airfare.
• Directions to the event facility will be sent to you via email prior to our event.

 
RENTAL CARS

• Rental car charges will NOT be reimbursed unless prior written approval is given by The Eventz Team. Lack of prior approval will result in denied reimbursement.
• Rental car insurance and any additional fees are the responsibility of the speaker.

Expense Reimbursement

• Submit your original invoice/expense report with all receipts (including those for expenses less than $25) within 30 days of the event date.
• The Eventz Team will pay for reasonable and customary travel expenses net 30 days upon receipt.​
  • Reasonable and customary is defined as: coach airfare, lodging, reasonable tips, actual and reasonable meals, toll charges, parking fees, baggage handling fees, WiFi/Internet access fees, and taxi fees.
  • Non-reimbursable items include, but are not limited to: Alcoholic beverages, movies, local and long-distance telephone calls, and dry cleaning.

 

• The Eventz Team reserves the right to refuse any incurred expenses, if found inappropriate.

 

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