DAMA International Symposium & Wilshire Meta-Data Conference
Keynote, Tutorial and Workshop Speaker Travel and Living Expense Policy

Keynote, Tutorial and Workshop Speakers will be reimbursed for travel and living expenses only within the guidelines below; other speakers are responsible for their own travel & living expenses.  ALL speakers will receive complimentary attendance to the event. Prior to any expense agreement between the speaker and DAMA/Wilshire, a budgeted expense allowance will be established and agreed between the parties.  This budgeted amount will be based on the following: 

(1)  The cost of air travel for Speaker will be reimbursed up to an amount that is no more than the advanced purchase economy round-trip air fare from Speaker's home city to the city where the conference is held.  If special air fares have been negotiated by the Event, and the designated air carrier serves the speaker’s city, then the maximum amount to be reimbursed will be the amount equal to the discounted air fare available through these specially negotiated conference arrangements. 

      If Speaker travels to the conference site from a city other than Speaker's home city, or if Speaker travels to other cities (for purposes other than making direct connecting flights) than the city where the conference is held, the maximum amount that the Event will reimburse for travel is the cost for an economy round-trip ticket from Speaker's home city to the city where the conference is held, under the terms outlined above. 

(2)  If the speaker drives to the engagement, personal car mileage will be reimbursed at $0.36/mile.

(3)  Fixed “miscellaneous-expense” allowance:  A fixed reimbursement expense is payable to speakers who travel away from their home city (metropolitan area of the city where the speaker resides) to participate in the conference.  This reimbursement covers meals, phone calls, entertainment, local transportation (other than to and from the airport), tips and other miscellaneous charges.  The fixed allowance is as follows:

      $  60.00 for speakers presenting one keynote, tutorial or workshop day
$ 100.00 for speakers presenting two keynote, tutorial or workshop days
$ 140.00 for speakers presenting three keynote, tutorial or workshop days

      IMPORTANT NOTE: Keynote, tutorial or workshop speakers are not eligible for hotel accommodation or per diem reimbursement for additional conference session and/or panel presentation days beyond the day of their keynote, tutorial or workshop.

(4)  The cost of transportation to and from airports will be reimbursed at cost for taxis and shuttles, and at $0.36/mile for personal car mileage.  The cost for an economy car rental will be reimbursed only if it is less than a taxi or shuttle from and to the airport.  If speaker chooses to rent a car that is more costly than the taxi fare, the Event will estimate reasonable taxi fare to and from the airport and make payment to speaker of that amount.

(5) The maximum number of nights that the Event will pay for are the number of nights beginning with the night prior to Speaker's first Keynote/tutorial/workshop lecture day through the night of Speaker’s last Keynote/tutorial/workshop lecture day.  Additional conference sessions and/or panels which the speaker may be participating in are not considered in the calculation of hotel reimbursements.

      The Speaker is responsible for his/her own reservations and bill, which will be reimbursed after the conference. Personal incidental charges such as movies, laundry, meals, telephone calls, etc. are the responsibility of the speaker.

      If Speaker wishes to stay at an alternate hotel, the Event will reimburse Speaker for room and tax charges in an amount that does not exceed the Event group rate offered by the hotel at the conference site.

Additional Speaker Expense Terms

(6) If Speaker wishes to arrive early or leave late in order to take advantage of reduced cost Saturday stay-over airfares then he/she must receive agreement from the Event prior to reimbursement of additional hotel nights.

(7)  All expenses in excess of $25.00 submitted for reimbursement must be accompanied by receipts and the purpose for each expense. For reimbursement of air fare, a copy of passenger receipt (back copy of the ticket) should be submitted.

(8)  All other expenses, including, but not limited to, the shipping of documents and/or equipment to the Event for Speaker's presentation (including computers, projectors, slides, etc.), will be borne by Speaker.

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