Submitting Speaker Materials
What items must a speaker submit prior to the Conference, and what are the due dates?
- Aug. 6, 2010: Contract; titles and session descriptions; speaker introduction and photograph; compensation form; industry affiliation disclosure; permission to be audio recorded and photographed; copyright assertion; and lab specifications.
- Nov. 19, 2010: Scientific notes and/or PowerPoint presentations; wet lab scientific notes and/or PowerPoint presentations;
A/V equipment request; hotel reservation request; and travel arrangements.
- Feb. 10, 2011: Speaker registration.
How should I submit these materials?
Please complete the contract and
all required forms online in the Speaker Service Center. If you prefer to submit hard copies of these forms, you may download and print them from the service center to mail or fax to the OVMA.
When registering for the Conference, you may either complete a paper registration form and mail or fax it to the OVMA, or register online.
What is the speaking fee for MVC speakers?
Providing all information
required and notes and/or PowerPoint presentations are submitted by the established deadlines, speakers receive $300 per hour. If all the requested materials are not provided prior to the deadlines, the speaking fee drops to $250. If you are speaking as part of a panel or sharing a session
with another speaker, the $300 fee per hour will be prorated based upon the number of speakers participating, with each speaker receiving no less than $50. For example, for a one-hour session of three speakers, each would receive $100.
What if I am unable to accept an honorarium?
If the nature of your position precludes accepting an
honorarium, you may receive a complimentary full or one-day registration.
When will I receive payment?
Checks for Speaker honorarium and any additional eligible
expenses will be postmarked within 10 business days of the end of the Conference.
How should I format my scientific notes?
Please follow these guidelines when formatting your notes:
- Use a common, easy-to-read font.
- The title(s) on your session notes should exactly match the title(s) you submitted on the session description form.
- Session title should be all caps, bold, and centered on the first line at the top of the page.
- Skip a line after the title and insert your byline in 12-point, title case, italic text.
- Use single spacing for paragraphs.
- You may submit a maximum of 10 pages per one hour of lecture time.
- Document margins should be no less than 1 inch wide.
- Save your file as a Microsoft Word (.doc or .docx), Excel (.xls or .xlsx), or PDF document.
- Notes are to be submitted in electronic format only by uploading files on the MVC Web site.
Is there a specific way you'd like my PowerPoint presentation to be formatted?
Please keep these guidelines in mind when creating your PowerPoint presentation:
- Use a common font, such as Times New Roman, Arial, Georgia, Verdana or Trebuchet MS. Make sure the font you select is easy to read.
- If creating your own Power Point design from scratch, follow these guidelines:
- The main title on the first slide should be at least 36-point text. A bold font will be easier to read from a distance.
- Sub-titles on the first slide should be at least 24-point text.
- Skip a line after the title/subtitle and insert your byline. Use at least 18-point font.
- A light background with dark text is the easiest to read. Avoid using a dark background, but if it is necessary to your presentation, ensure your text is a bold, light-colored font.
- If you are using a Power Point template, please ensure that the pre-determined fonts, point sizes and layout meet these readability standards.
- You may submit no more than 40 slides per hour of lecture.
- Save your presentation as a .ppt or .pptx file.
Will the OVMA cover my travel expenses?
For those Speakers who live outside Central Ohio (defined as Franklin
and its contiguous counties) and wish to drive to the Conference, the MVC will pay the mileage from your home city to Columbus and back at the IRS reimbursable rate. You will also receive complimentary parking on the days you are speaking.
How should I make my travel arrangements?
Speakers who will be flying to Columbus should make their airfare arrangments through the MVC designated travel agency, Emerald Excursions. You may contact Marri Petrucci directly by e-mail or phone at 614.602.5360, ext. 200. Reservations made through other travel sources will not be reimbursed without prior approval.
What if I need to change my travel arrangements?
If you should need to make any changes to air travel or hotel
reservations, please direct these requests to the OVMA staff contact, Aimee Ruble, by e-mail or phone at 8003662.6862.
How do I get to the Greater Columbus Convention Center?
• From Port Columbus International Airport: I-670 West, Exit 4-B to the Convention Center
• From the North: I-71 South to I-670 West (exit 109-A), Exit I-670 at exit 4-B to the Convention Center
• From the South: I-71 North to I-70 East to Fourth Street Exit; North on Fourth to Nationwide Boulevard
• From the West: I-70 East to Fourth Street Exit; North on Fourth to Nationwide Boulevard.
• From the East: I-70 West to Fourth Street Exit; North on Fourth to Nationwide Boulevard.
Please click to a printable map and directions to the Convention Center.
What transportation is available from the airport?
• Taxis: You'll find taxis available in the ground transportation area of the terminal on a 24-hour basis. The approximate fare into downtown Columbus is $25. For more information, contact the Taxi General Manager at 614-239-TAXI or by e-mail.
• COTA: Port Columbus is served by Central Ohio Transit Authority (COTA) public bus service, available to take you almost anywhere in the city. For routes, fares, and schedules, please visit the COTA Web site.
• Rental Car Companies: Alamo 800-GO-ALAMO, Avis 800-331-1212, Budget 800-527-0700, Dollar 800-800-4000, Enterprise 800-325-8007, Hertz 800-654-3131, National 800-CAR-RENT, Thrifty 800-367-2277
Is parking available at or near the Convention Center?
Yes, there are multiple parking lots adjacent to or near the Convention Center that offer daily and hourly rates. Rates and availability for each lot differ. For information on each lot and a printable map, please visit the Convention Center Web site.
What hotel does the MVC use?
The headquarters hotel is the Hyatt Regency, located at 350 N. High St. in Columbus.
Will the OVMA cover my hotel expenses?
For speakers who live outside Central Ohio (defined as Franklin
and its contiguous counties), the OVMA will cover the hotel room and tax only for those
nights specified in the contract of speakers and provide three or more hours of programming. Any incidental charges (room service, valet service, phone,
laundry, etc.) and additional nights shall be the speaker’s responsibility. Out-of-state speakers will also be given an additional travel stipend for
How do I make my hotel reservations?
Complete the hotel request
form, which can be completed and submitted via the Speaker
Service Center. The OVMA will make reservations upon receipt of this document. Please do not make reservations directly through a hotel, as these will not be included in the OVMA’s
master bill. If it is necessary to make other arrangements, first contact the OVMA for approval. If granted, you will be responsible for all up-front charges but will be reimbursed for comparable accommodations.
When will I receive confirmation of my reservation?
The OVMA will confirm reservations via e-mail after they have
been made. We ask that you verify the information therein for accuracy, and either confirm the details or let us know of any changes or corrections.
Will meals be provided for speakers?
There will be a private dining room for speaker use in Room B200 of the Greater Columbus Convention Center. The OVMA will provide complimentary breakfast (7 to 10 a.m.) and lunch (11:30 a.m. to 1:30 p.m.) on the days you are speaking. Speakers will also be provided complimentary afternoon (1:30 to 5 p.m.) beverages on the days you are speaking.
What equipment will I be able to use for my presentation(s)?
The MVC will provide audio/visual equipment if requested. This does include a PC laptop.
Are there any other amenities provided?
All speakers will receive the MVC Conference Proceedings (including Scientific Notes and PowerPoint presentations) on CD-ROM, as well as a complimentary MVC Live! ticket if attending on Saturday.
Do speakers recieve complimentary registration to the MVC?
Speakers are eligible for complimentary Conference
registration, depending on how many hours of programming they provide. Those who deliver two or more hours of Conference
programming will receive a complimentary full registration to the MVC. (This does not include programming for which an additional charge to participate is required.) Speakers who provide less than two hours of programming
will receive a complimentary one-day registration for the day on which they are presenting.
How do I register?
You may register by filling out a Speaker Registration Form and submitting it to the OVMA via fax or standard mail, or you may register online. Registration will be available beginning in December, and instructions will be posted in the Registration FAQs as the date approaches.
I have questions about registering online. Where can I find help?
Please review the Online Registration Instructions, and if you still have questions after reading these, please contact the OVMA.