Feb. 21–24, 2019 | Greater Columbus Convention Center | Columbus, Ohio

current speakers

Submission Items & Deadlines | Compensation | Travel | Materials Guidelines | FAQs

On behalf of the Ohio Veterinary Medical Association, we would like to thank you for accepting our invitation to speak at the 2019 Midwest Veterinary Conference. Your involvement will enhance our education program, which is attended by more than 6,000 veterinarians, technicians, hospital staff, students, and other veterinary professionals.

Submission Items & Due Dates

Please remember it is critical to submit all required materials by the designated deadlines (shown below), so that we have an adequate amount of time to prepare and promote your sessions and the Conference as a whole. The primary marketing piece is the MVC Registration Program, which is mailed to thousands of potential attendees in early fall and includes detailed session descriptions, speaker biographies, and other important MVC information that will ultimately encourage veterinary professionals to attend our Conference.

Due Date #1

Participation Confirmation: Due July 20

Contact Information & Credentials

Please provide your mailing address, phone number, and email address, as well as your name and credentials exactly as you'd like them to appear in MVC marketing materials.

Speaker Agreement

The Speaker Contract provides all the details of your agreement to speak at the 2018 MVC, including:

  • Specific speaking arrangements: Agreed-upon date(s) and number of hours for speaker presentation(s).
  • Compensation: Please provide the MVC with payment instructions for your honorarium and whether you or your employer should receive the payment. See the OVMA's Compensation & Expenses Policy for details.
  • Hotel and air travel policy: Describes what travel-related expenses will be covered by OVMA.
  • Copyright acknowledgment
  • Other general terms and conditions
  • Industry Affiliation Disclosure (if any): OVMA requests that speakers disclose any affiliation with and/or financial interest in any companies/products related to the veterinary industry outside of their current employer. Identification of such is simply to make MVC attendees aware in the interest of transparency.

Due Date #3

Travel Arrangements: Due Nov. 20

Travel Arrangements (Eligible speakers) 

Verify whether you will need airfare or mileage reimbursement. If you plan to fly, arrangements need to be made through the OVMA's designated travel agent. See the OVMA's Travel & Hotel Accommodations Policy for more information.

Hotel Reservation Request (Eligible speakers)

Verify whether you will need hotel accommodations and whether you wish to stay longer than the allotted number of nights. See the OVMA's Travel & Hotel Accommodations Policy for more information.

Due Date #2

Promotional Materials: Due Aug. 20

Session Titles and Descriptions

A brief explanation of what your presentation will consist of, including session titles.

Guidelines:

  • Session titles should be no longer than 80 characters (including spaces and punctuation).
  • Session descriptions can be no longer than 750 characters 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.
  • If you need to make changes to your sessions after submission, please contact Aimee Becker directly with your request.
Speaker Biography and Photograph

The speaker biography is a brief summary of your credentials and relevant accomplishments. It is used on the MVC website, Conference Proceedings, and in session introductions. Please note there is a 750-character limit.

Due Date #4

On-Site Materials: Due Dec. 20

Scientific Notes and/or PowerPoint Presentations 

Conference Proceedings are made available to attendees in digital form prior to the Conference. See the Materials Guidelines for specific instructions.

Audio Recording Waiver 

Denote whether you consent to your sessions being recorded. All speaker-approved sessions will be audio recorded for purchase by attendees.

Audio Visual Equipment List & Request 

The MVC provides the following standard A/V equipment in each session room. If you need additional equipment, please denote as such in the A/V request form.

  • Podium microphone
  • Wireless lavalier microphone
  • LCD projector
  • Projection screen
  • Audio mixer
  • Slide advancer
  • Laptop computer (optional)

Compensation Policy

All Speakers

Speakers will be paid an honorarium of $300 per hour of presentation.

Your honorarium will increase to $325 per hour if you submit your notes and/or presentations by Dec. 20.

A flat travel stipend is provided in lieu of actual speaker out-of-pocket expenses.

Speakers receive complimentary MVC registration on the day(s) they present.  (This does not include hands-on labs)

Speakers receive a copy of the conference proceedings on flash drive upon arrival.

Out-of-State Speakers

To have your airfare paid for by OVMA, your reservation must be made through the OVMA's designated travel agent. Flight requests must be made by Nov. 20, 2018.

If you choose to not use the designated travel agent, we regret that we cannot cover your airfare.

If you do not need a flight, OVMA will cover your mileage at the current IRS reimbursement rate not to exceed $400 total.

OVMA pays hotel room and tax for those nights reflective of the speaking engagement. Additional nights shall be covered by the speaker.

In-State Speakers

If the speaker resides in Ohio but outside Central Ohio (defined as Franklin and its contiguous counties), and speaks at least three hours, the OVMA will:

  • Pay the hotel room and tax of the speaker for those nights reflective of the speaking engagement
  • Pay the mileage from their home city to Columbus at the IRS reimbursable rate

Speakers that reside within Central Ohio will receive a flat $25 travel stipend to cover parking and mileage.

Travel & Accommodations Policy

Out-of-State Speakers

To have your airfare paid for by OVMA, your reservation must be made through the OVMA's designated travel agent. Flight requests must be made by Nov. 20, 2018.

If you choose to not use the designated travel agent, we regret that we cannot cover your airfare.

A request for a specific airline will be honored if doing so does not increase the cost of the flight or the speaker agrees to pay the differential.

If you do not need a flight, OVMA will cover your mileage at the current IRS reimbursement rate not to exceed $400 total.

OVMA pays hotel room and tax for those nights reflective of the speaking engagement. Additional nights shall be covered by the speaker.

In-State Speakers

If the speaker resides in Ohio but outside Central Ohio (defined as Franklin and its contiguous counties), and speaks at least three hours, the OVMA will:

  • Pay the hotel room and tax of the speaker for those nights reflective of the speaking engagement. (Additional nights shall be covered by the speaker.)
  • Pay the mileage from their home city to Columbus at the IRS reimbursable rate.

Speakers who reside within Central Ohio will receive a flat $25 travel stipend to cover parking and mileage.

OVMA's Designated Travel Agent

AAA Ohio Auto Club

Main Contact
Jessica D. Thompson, CTC
Email: jthompson@aaaohio.com
Phone: 888.222.6446 ext. 7873
Fax: 614.410.0841

Secondary Contact
Kati Ackermann: 888.222.6446 ext. 7636

Materials Guidelines

Formatting Scientific 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), plain text (.txt), or PDF (.pdf) document.

Notes are to be submitted in electronic format only by uploading files on the MVC Web site.

Make sure you are using the title that appears in MVC marketing materials.

Formatting PowerPoint Presentations

Use a common font, such as Times New Roman, Arial, Georgia, Verdana or Trebuchet MS, to ensure your presentation appears correctly. Make sure the font you select is easy to read.

If creating your own PowerPoint design from scratch rather than using a pre-made template, 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/bold 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 PowerPoint template, please ensure the formatting meets these readability standards.

You may submit no more than 40 slides per hour of lecture.

Save your presentation as a .ppt or .pptx file.

Please ensure the content of your PowerPoint matches the content of your presentation.