Thank you for utilizing the following information to plan your participation in this AFA event. We appreciate your efforts to work with AFA in ensuring donor’s funds are used efficiently when supporting AFA programs.  

Meals

If your agreement with AFA includes reimbursement of meals during travel or on-site, please follow the following guidelines for reimbursement:

• Breakfast, $25

• Lunch, $30

• Dinner, $50

Lodging

The party responsible for lodging is defined though individual speaker agreements.  If AFA is providing lodging, it should comply with the established rate at the hosting hotel or rate equivalent.  By allowing the hotel to bill AFA directly for your reservation, AFA can minimize taxes exempt to non-profits. AFA is happy to make the reservation on your behalf.  

 For most programs, the lodging rate should comply with the established rate at the event hotel. Contact your AFA representative for more information. Lodging duration should be in agreement with your AFA representative.

Travel 

Airfare and Mileage: All efforts should be made to book travel at earliest date available to minimize travel costs. AFA requests airfare be booked no less than two weeks in advance and, ideally, 30 days in advance. Understanding that many presenters have busy schedules and may travel in from another engagement, travel costs should be shared with contiguous client(s) to charge each fairly. AFA will not support first class tickets without prior agreement or the speaker’s individual decision to upgrade without cost to AFA. 

Ground Transportation: AFA will reimburse up to $100.00 round trip for ground transportation based on actual receipts provided. Please consider the most economic decision on ground transportation. Often, taxi to/from the airport is a less expensive option than renting a vehicle and paying for hotel parking. If a personal decision to rent a vehicle, AFA will cap reimbursement at $100. 

Payment/Fees 

AFA requires a complete W-9 at the point of contract signing for verification and vendor setup. Honorariums or contractual fees will be paid according to the following hierarchy: 

1. In line with contract terms agreed upon by both parties 

2. Full payment will be issued the week prior to the presentation 

In invoice with unique invoice number should be provided for each installment to be paid. Should AFA mail payment and speaker subsequently cancels or does not show, AFA reserves the right to put a stop payment on the check, or pursue reimbursement of fees. 

If AFA is reimbursing travel expenses, expenses should be itemized and receipt documentation for each expense must be provided in accordance with the organization’s Accountable Plan. Reimbursements requests should be submitted separate from any honorarium or contractual fees to AFA within 30 days of the expense occurrence.

Presenter Resources

AFA provides an online form for presenters to express what supplies and presentation aids are required for a successful program.  Files can be submitted at the time of form submission. Presenters should notify AFA if they wish to have handouts or require other supplies for their presentation using this form. 

Handouts should be provided by an expressed deadline unique to each program to ensure printing, upload to the mobile app or other preparation can be completed.   

If not submitted as part of the speaker confirmation form and your AFA contact has requested the presentation be provided in advance, AFA requests all speaker presentation aids (PowerPoint, etc.) be provided electronically to AFA at least one week before the event or in accordance with AFA’s expressed deadline for final review and formatting.  Best practices to ensure AFA can integrate presentations across all speakers for a run-of-show or other purposes include: 

• Slides must be sent in a PowerPoint file (no PDF's, CANVA links or Google Slides) 

• If utilizing any fonts not readily available through Adobe Fonts or Google Font, presenter must provide us with the font file or AFA cannot guarantee what the final product will look like 

• If any videos are inserted into the presentation, identify which slides and be ready to provide the original file (if needed) when submitting to AFA 

 AFA reserves the right to disseminate such presentations to attendees in the form of attendee resource packets or in static electronic form. 

If other supplies are requested and/or required, AFA staff must approve such supplies prior to purchase. 

AFA is pleased to have supplies shipped directly to AFA with arrival no less than 1 ½ weeks prior to the event and be responsible for having them onsite at the appropriate time.