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Logistics
AHLA staff will contact each speaker once they have been confirmed by a member of the planning committee. Specific logistical information will be sent at that time. Please read this information carefully and note any deadline dates provided. Adhering to staff deadlines will ensure a smooth and timely process. In general, here are some important items to keep in mind.
Conference Registration
All individuals chosen to speak at an AHLA in-person conference will receive a complimentary registration to the conference. Instructions on how to register as Speaker will come from an AHLA staff member. We do not, however, extend complimentary registrations to others in your firm/organization so those individuals will need to register and pay separately.
Hotel Reservations
Hotel stay is only reimbursed for speakers coming in from out of town to the conference location who are in-house counsel, academician, or government representatives. Hotel reservations are not automatically made for you. Speakers must make their own reservations. The number of nights covered depends on the length of program. Speakers are encouraged to stay in AHLA’s hotel block.
We do not cover hotel for those in private practice or consulting firms.
Travel and Incidentals
Speakers who are in-house counsel, academicians, or government representatives traveling from out of town will be reimbursed for travel and incidentals. AHLA will cover coach airfare/travel expenses to and from the conference. Flights exceeding $600 will need prior approval. Upgrades and change fees are the responsibility of the individual traveler. AHLA requires speakers to book travel through our travel agency TravelPerk. AHLA staff will send information to those that are eligible for travel. The maximum amount for incidentals (meals, taxis, and tips) will also be reimbursed.
We do not cover travel for those in private practice or consulting firms.
Reimbursement
An expense reimbursement form will be sent to each presenter prior to the program. Speakers must use the form AHLA provides. Receipts for each expense item will need to be included. Following instructions provided will ensure your expenses are reimbursed in a timely manner. It typically takes 4 weeks from the time the expenses are received to receive your reimbursement.
Cancellations and Substitutions
What to do if you are unable to fulfill your obligations to present at the conference:
It is expected that you will honor your commitment to speak at the scheduled times. We know that client emergencies may arise, but ask that speakers work with others at their firms and organizations to address these issues in such a way that still allows them to deliver their presentations. We realize, however, that other events, such as a flight cancellation or an unforeseen medical or family emergency, are outside of a presenter’s control and may prevent them from presenting as scheduled. If this happens, please contact AHLA staff and your co-presenter(s) as soon as possible. We will do everything we can to avoid cancelling a session. AHLA staff and the conference planning committee will work with you to find a substitute, if the co-speakers are not able to cover the materials.
Not showing to a scheduled presentation without any notice is especially disruptive to the conference and should be avoided. Not showing will affect your future speaking engagements with AHLA.