Federation of Genealogical Societies Conference Speaker Policy

Background:
In 1991, the Federation of Genealogical Societies initiated a move to significantly adjust the speaker compensation policy for FGS conferences to more adequately cover the expenses incurred by invited speakers. In 1992, for the first time, speakers were given room nights in the conference hotel based on the number of lectures presented. This continued during 1993 and 1994 even though there were significant losses in revenue in 1992. In 1995, a per diem food allowance was introduced and the complimentary banquet was dropped as a result of feedback from the speaker community. In 1999, a change was made in the way hotel room nights are awarded. An additional allowance for speaker travel, scheduled to start with the 2000 conference was also added to the package.

Compensation Philosophy:
The speaker compensation package and policies regarding fair compensation are defined as follows:

• Honorarium for each lecture presented
• Travel Expenses to and from the conference
• Accommodation at the conference hotel
• Per diem food allowance
• Registration for the conference

In return, speakers are expected to provide:

• A quality presentation within time constraints
• High quality visuals
• High quality camera-ready syllabus material by stated deadline
• Required conference planning materials on or before deadlines
• Assistance in promoting the conference

The speaker compensation package will be reviewed, as needed, by the FGS Board of Directors and the Long-range conference planning committee. Each FGS Conference program chairperson is to work with the national conference chair to see that the compensation package is fairly administered.

Speakers giving presentations during FGS conferences for hosting organizations or for meal functions are compensated by that organization and are not the responsibility of the Federation of Genealogical Societies.

Compensation Package Details:
Honorarium:
Speakers will be paid $150 per lecture unit. A lecture unit is a 50-minute to 1-hour presentation. If a speaker presentation is more than one unit, or any portion thereof, the speaker will be paid the portion in addition. (e.g. a one and one-half hour presentation would be compensated $225). A panel discussion of more than two presenters will pay $50 for each participant, regardless of the number of participants on the panel. Joint presentations other than the panel format will divide the unit honorarium rate.

Travel:
Speakers travel within in North America will be booked through the travel agent provided for speakers. All compensation will be based on the maximum amount to be paid as the lowest airfare from the speaker's legal residence to the conference site with a Saturday night stay. This will include the option of driving. Speakers may take advantage of frequent flyer miles and senior citizens or other discount coupons by working with the travel agent. FGS will pay the speaker the difference in the cost of the airfare with proper documentation.

For those choosing to drive, FGS will reimburse at the current IRS mileage rate. The number of miles will be calculated by FGS using a commercial travel planning software package. There is no requirement by the speaker to submit the number of miles actually driven. If this option is chosen, the amount paid will not exceed the lowest airfare FGS would normally have paid.

Starting with the 2000 conference all speakers (except local speakers) will receive an additional payment of $50.00. This is intended to help offset the cost of transportation to and from the airport and associated parking fees, etc.

Local speakers (within 50 miles) who can drive to the conference site will be paid a flat rate of $50 for travel expenses.

International speaker travel will be considered on an individual basis based on their travel plans. Ordinarily, the entire airfare will not be paid by the conference. International speakers will be expected to use other opportunities to speak in the U.S. to share their travel expenses.

Hotel:
To receive hotel compensation, speakers will be expected to stay at the conference hotel. Speakers will be compensated at the rate of the number of lectures plus one night, not to exceed a total of five nights. Speakers who choose to share rooms may use the combination of their room allowance to their advantage. FGS will pay for a single occupancy rate. In instances where the double occupancy rate is higher, the speakers sharing the room will be expected to pay the added costs.

Speakers who choose not to stay in the conference hotel will not be paid any room allowance. Local speakers will not be given room nights as part of their compensation package.

Meal Allowance:
Speakers will be paid $30 for each lecture. Shared lectures or panel presentations will count as one lecture and each participant will be paid the $30.

Registration:
Speakers will be given a complimentary registration for the conference.

Exclusions:
FGS will not pay for the following:

• Car rental expenses
• Expenses charged to the hotel room
• Local parking fees
• Ground transportation to and from the airport

Review:
The speaker compensation policy will be reviewed annually by the Long-range Conference Planning Committee. The Committee will report the results of this review to the board.