Speaker Submission Items

What items must a speaker submit prior to the Conference, and what are the due dates?

  • July 15, 2019: Participation Confirmation — Contact information, credentials, industry affiliation disclosure, and executed agreement.
  • Aug. 15, 2019: Promotional Materials — Session titles and descriptions, professional bio and headshot, and request for moderator(s).
  • Nov. 15, 2019: Travel Arrangements — Method of transportation and hotel reservation request.
  • Dec. 15, 2019: On-Site Materials — Presentation, scientific notes, audio/visual equipment request, and on-site podcast preference.

You will receive email reminders and instructions on how to submit these items as the deadlines approach.

How should I submit these materials?

All items should be submitted online. Please complete the contract and all required forms online in the Speaker Service Center. Your conference registration is completed during the contract submission process, so you do not need to complete a separate registration form. You will receive separate emails with links to submit all other items once the submission period opens, or you may click here for instructions and links for submitting them at your convenience.

What guidelines should I follow when writing my session titles and descriptions?

  • Session titles should be no longer than 80 characters for hour-long sessions and 40 characters for half-hour sessions (including spaces and punctuation).
  • Session descriptions can be no longer than 400 characters per hour (250 per session if two presenters are sharing an hour) and should concisely and accurately summarize the content to be covered in the session.
  • Be sure to submit your sessions in the order in which you would like to present them. This is how we will add them to the CE schedule, as well as how they will appear in the program.

For detailed requirements, please see: Promotional Materials Guidelines ❯❯

How should I format my PowerPoint presentations and scientific notes?

Please follow these guidelines when preparing your session documents.

Speaker Registration

How do I register?

Speakers are automatically registered during the online contract submission process. No separate registration form is required.

Some of the information requested during registration seems redundant or irrelevant. Why do you require these details?

On the Speaker Information page of the online registration and contract submission process, we require speakers to provide their prefix, first name, nickname, and credentials, among other things. While some of these seem redundant or may not apply to you (e.g., prefix and credentials, first name and badge first name), we need these details to properly compile your information for marketing materials and for your name badge.

In marketing materials

In MVC marketing materials—including the Registration and On-Site programs and MVC website—we use the following format to recognize speakers:

First Name, Middle Initial, Last Name, Credentials
e.g., Jonathan A. Doe, DVM, Ph.D.

On your name badge

Your attendee badge will include the following information:

Nickname
Individual Type (veterinarian, technician, etc.)
Full Name (with prefix, no credentials)
Company
Location
Speaker Ribbon

If you do not have a nickname or other name you like to go by, simply re-type your first name in the appropriate box—but remember, both boxes need to contain information for your badge to populate properly.

See also: Sample badge ❯❯

How do I make changes to my registration after submitting it?

After initially submitting your contract and registration, you will receive an email containing details of your submission and a confirmation number. Log in to the Speaker Service Center and click the modify link. The system will take you through each step of the registration process, during which you can make changes to any of your original submissions, including:

  • modifying your contact information and/or speaker contract
  • registering for sessions (available in December)
  • adding a guest

Do speakers recieve complimentary registration to the MVC?

Speakers who present two hours or less and receive an honorarium will enjoy complimentary registration the day on which they speak. To attend the rest of the Conference, these speakers may pay the price difference between a full and one-day registration.

See also: Registration Fees ❯❯

Speakers who present three or more hours may attend the MVC for free.

If the nature of the speaker’s position precludes accepting an honorarium, they may receive a complimentary full or one-day registration at the discretion of the executive director.

Compensation & Amenities

What is the speaking fee for MVC speakers?

Speakers will be paid an honorarium of $300 per hour of presentation. For those who submit their presentations and notes by Dec. 15, the per-hour fee will increase to $325. View the full Compensation & Expenses Policy for details.

What if I am unable to accept an honorarium?

Please denote as such in your speaker agreement.

When will I receive payment?

Checks for Speaker honoraria and travel stipends will be postmarked within 15 business days of the end of the Conference.

Will meals be provided for speakers?

Yes, speakers can enjoy complimentary breakfast (if staying at the Hyatt Regency Hotel) and lunch on the day(s) they are speaking. More information will be provided in your on-site packet.

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. You may also bring your own laptop if you wish. Please note, Internet is not provided in the session rooms.

Are there any other amenities provided?

All speakers will receive the MVC Conference Proceedings (including Scientific Notes and PowerPoint presentations) on flash drive.

Travel & Hotel Arrangments

Will the OVMA cover my travel expenses?

OVMA will cover flights for out-of-state speakers if requested through the designated travel agent. Speakers who reside within Central Ohio will receive a flat $15 travel stipend to cover parking and mileage.

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?

OVMA partners with a travel agency (AAA Ohio) to make arrangements on behalf of speakers. Airline reservations made through this travel agent are billed directly to the OVMA. If special travel arrangements are desired, please view the MVC Travel and Hotel Accommodations Policies before proceeding. Please note that each individual MUST approve/confirm the itinerary quote the travel agent provides via e-mail before the flight will be booked.

NOTE: If you can't remember when you are speaking, please refer to your speaker contract to confirm your specific speaking arrangments BEFORE making your flight arrangements and/or hotel request. Your contract appears in your confirmation email (subject line: "Success! Your MVC speaker agreement has been received").

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 Becker, by e-mail or phone at 800.662.6862.

How do I get to the Greater Columbus Convention Center?

Visit the Travel & Services page for general directions, or get personalized driving directions from Google Maps.

What transportation is available from the airport?

Taxis, the COTA bus line and rental car companies are all available at the aiport. See the Travel & Services page for more information.

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 website.

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 speaker agreement. Any incidental charges (room service, valet service, phone, laundry, etc.) and/or additional nights shall be the speaker’s responsibility. Please view the MVC Travel and Hotel Accommodations Policy for more information.

How do I make my hotel reservations?

Complete the hotel request form by Nov. 15. 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. Please view the MVC Travel and Hotel Accommodations Policy for more information.

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.

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