Date
Speaker Name
Street Address
City, State, Zip
Dear (Name of Speaker):
This letter is to confirm that you have agreed to present at the 2016 New York Library Association (NYLA) Annual Conference in Saratoga Springs, NY being held on November 2-5, 2016. The terms of the agreement are as follows:
Presentation:
Speaker Name (First and Last) has agreed to present a program entitled “program title” on (date). The program will take place from (start time) to (end time). We reserve the right to revise this schedule if necessary. Notifications of changes in schedule or cancellation will be made as soon as the need becomes evident; but no later than August 15, 2016.
Presentation Equipment:
Audio Visual Equipment provided will include an LCD projector, screen and microphone. Should you have additional AV requirements, please submit your request no later than July 1, 2016. Not all requests can be accommodated.
Materials:
Speaker Name (First and Last) is responsible for providing any handouts or materials distributed in support of the program (if applicable) at no expense to NYLA.
Honorarium:
Speaker Name (First and Last) will receive an honorarium in the amount of $XXX.XX for presenting this program, and must submit a IRS W-9 form (included) in order to receive payment of honorarium.
Speaker Name (First and Last) will be considered a self-employed independent contractor, and shall not be considered an employee of the New York Library Association nor shall he/she be entitled to any of the benefits available to employees including but not limited to eligibility for unemployment insurance, workers compensation and disability insurance. As an independent contractor, speaker name (First and Last) will be issued a 1099 Tax Form by the IRS deadline, reporting all earnings from New York Library Association if their earnings from NYLA exceed $600 per calendar year. The Speaker agrees to complete & submit the original IRS W9 form to the NYLA Office. Taxes including social security will not be withheld, and are the responsibility of the speaker.
Reimbursement:
Speaker Name (First and Last) will not receive any reimbursement for travel, lodging, meals, or any other expenses incurred in relation to presenting this program.
Alternate for Travel Reimbursement – (determine who will make travel arrangements)
Speaker Name (First and Last) will be reimbursed for travel expenses (mileage and tolls) in accordance with the Federal travel guidelines (54¢ per mile). NYLA requires that you submit a complete record of your expenses along with receipts within two weeks following the event. (Programmer: you may also opt to offer a flat travel allotment. Airfare should be negotiated with the speaker as a flat allotment.)
Alternate for Hotel Accommodations
Speaker Name (First and Last) will be provided overnight accommodation at (designated hotel) on (day/date(s)). Speaker Name (First and Last) will be responsible for any upgrades to room features, incidental room charges, or extend lodging arrangements.
Conference Registration:
Speaker Name (First and Last) will receive complimentary single day conference registration for (day/date of presentation), to include access to all non-ticketed programming and the NYLA Annual Trade Show.
Presentation Details:
Speaker Name (First and Last) warrants and represents that the presentation, handouts, and related materials are factually accurate and contain no matter libelous or otherwise unlawful.
Speaker Name (First and Last) further warrants that such presentation, handouts, and related materials are either the Speaker’s own original work or available for use without permission because they are in a public domain. If materials utilized in the presentation are not the Speaker’s own original work or in a public domain, they are either presented with the permission of the originator/owner of the material, or are believed to be within the “fair use” exemption of copyright law which includes use for purposes of criticism, news reporting, commentary, teaching, and research.
Speaker Name (First and Last) authorizes the NYLA to use his/her name, likeness, photograph, and biographical data in connection with the use and promotion of the Presentation.
Speaker Name (First and Last) must refrain from selling any materials/products or otherwise engaging in any promotional activity within the context of the lectures or sessions at which he or she is presenting.
Cancellations:
Speaker Name (First and Last) may cancel (his or her) appearance at the Event without penalty, provided that NYLA receives written notice of such cancellation by no later than July 15, 2016.
If the Speaker Name (First and Last) cancels (his or her) appearance after the July 15, 2016, the Speaker will be responsible for all pre-arranged travel and/or accommodation costs (including any additional penalty costs).
If NYLA cancels the Event or the Speaker Name (First and Last)’s session(s), NYLA will not be responsible for payment of any honorarium or appearance fee that the Speaker would have received pursuant to this contract. However, NYLA will be responsible for the pre-arranged travel and/or accommodation costs (including any additional penalty costs) of the Speaker that are associated with the Speaker’s intended engagement at the Event.
All parties shall be released from any and all liability or damages hereunder if NYLA or Speaker Name (First and Last) is unable to fulfill the terms of this agreement due to an act of God, illness or physical disability of the Speaker, acts or regulations of public authorities, labor difficulties, civil tumult, strike, epidemic, flood, fire, interruption or delay of transportation, or any other cause beyond the control of the parties.
Any honorarium and/or reimbursement of expenses or otherwise between the parties, must be paid in full by no later than 2 months after the amount owing has been properly communicated to the other party pursuant to the terms of this agreement, and will not be paid at or before the Event.
On behalf of the New York Library Association, I would like to thank you for agreeing to present at the 2016 NYLA Annual Conference. Two copies of this letter are enclosed. Please review the letter, sign and return one copy to me at your earliest convenience.
Sincerely,
(Your Name Here) I have read and agreed to the terms stated within this letter.
(Your Group) – Conference Programmer
(Address)
(City, State, & Zip) Signature of Speaker Date