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Keynote Committee Duties

308 bytes added, 01:43, 24 January 2015
m
Keynote Speaker Logistics: slight restructure, most info needs to be known before speaker is contacted
==Keynote Speaker Logistics==
 
===Before keynotes are selected===
 
The committee should determine a few things before contacting keynote speakers. Most of these will involve communicating with the main Conference Planning Committee or the host institution.
 
* '''conference registration''' - historically, there's been a special registration code for keynote speakers that allows them to register without charge. Obtain this code from the Conference Planning Committee.
* '''hotel logistics''' - confirm that a room has been reserved for the keynote speakers or, if not, ensure that speakers will have a chance to purchase rooms ''before hotel information is released to the general public'' since the hotel block often fills quickly
* '''about reimbursement policies and procedures''' - what expenses are reimburseable (in particular policies vary on alcohol)? Do they get reimbursements or a per diem for conference expenses? What paperwork do they need to submit and to whom? If floating all these expenses presents a hardship, is there a way to have someone else handle them up front?
* '''contracts & taxes''' - does the host institution have a standard speaking contract which must be used? do they require that the speaker send a W9 form and if so to whom is it sent?
===When they agree to speak or shortly after===
Keynoter Keynote speakers will need information onto know:
* '''conference registrationall reimbursement policies''' - historicallyeverything that was learned above, there has been a special registration code for keynotes which allows them to register without being charged* '''basically. Keynotes might purchase their own hotel logistics''' - there's usually a discounted room block, the conference should ensure that the keynote speakers have a chance to reserve a room themselves* '''and travel logistics''' - who booksarrangements and later be reimbursed. If so, if the host books does the speaker have they must be informed of any restrictions or preferred carriers, if the speaker books are there restrictions on what can be reimbursed, if there are several regional airports is one of them preferred* '''reimbursement policies and procedures''' - what expenses are reimburseable , travel classes (in particular policies vary on alcohol)e.g. business, do they get reimbursements or a per diem for conference expensesfirst, what paperwork do they need to submit to whomcoach), if floating all these expenses presents a hardship for them is there a way to have someone else handle them up front* '''if a W9 is required''' and where to send it - (answer: no?)etc…
* '''that their talk will be livestreamed''' - this is not obvious to non-code4libbers
They will also need to sign a speaking contract. Experienced speakers Speakers may have provide their own, speaking contract and/or host institutions may have a standard. If the host's standard contract has non-OA-friendly terms on intellectual property, be prepared to help the speaker negotiate those as many code4libby speakers will care. If they are expected to book their own hotel, they should receive hotel information before general registration is opened to ensure the hotel does not fill before they get a room. If the committee books, likewise, do this earlyA W9 may be required.
===A few weeks before the event===
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