This policy sets out what we will offer to pay towards the cost of travel and accommodation for speakers at our 3 day events.

In creating this policy we aim to:

  • be transparent, fair and open
  • provide a reasonable amount to cover the cost of travel and accommodation
  • provide a guideline of what the event can afford to pay

 

How we allocate expenses

We offer to pay expenses for speakers who are named in the proposal for every session accepted on the programme. The number of named speakers we can pay expenses for will depend on the session’s duration. 

We offer expenses (and a free conference ticket) to:

  • the first-named speaker only, for a session between 45 and 60 minutes
  • the first-named speaker and 1 other named speaker, for a 90 minute session
  • the first-named speaker and 2 other named speakers, for a 120+ minute session 

We offer to pay expenses to speakers in the order they are named on the proposal, unless you tell us otherwise.

Any additional named speaker above and beyond those listed must cover their own expenses. They must also buy a conference ticket, which we offer to named speakers at a discount. For example, if you have 2 named speakers in a 60 minute session, the second named speaker must buy a discounted ticket and cover their own expenses

How we set maximum expenses

We set a maximum amount based on the speaker’s location. There are 4 location tiers, as follows:

  • Tier 1 (local) - speaker coming from within 25 miles of the conference venue
  • Tier 2 (UK) - speaker coming from elsewhere in England, Wales, Scotland or Northern Ireland
  • Tier 3 (Europe) - speaker coming from the rest of Europe
  • Tier 4 (International) - speaker coming from outside Europe

This is a table showing the expenses maximums for speakers.  Tier 1 (Local)  is £100. Tier 2 (UK) is £625. Tier 3 (Europe) is £725. Tier 4 (International) is £1,625. For Keynote speakers the maximum expenses is increased by £1100 for each tier.

You are not obliged to request or accept these amounts but they are the maximum we are able to offer our speakers.

Please contact us if you have additional needs that may create an exceptional circumstance, for example if you need to travel with a companion for health or communication reasons. We will discuss additional needs with you on an individual basis.

Expenses per speaker

First-named speaker’s expenses

We offer to pay expenses for the first-named speaker in any session that is accepted on the programme. 

We only pay 1 set of expenses per speaker. If you are accepted for more than 1 session on the programme, we will not offer you multiple expenses. 

How we calculate first-named speaker’s expenses

We set the amount based on the first-named speaker’s location. 

We will offer the maximum amount for the relevant location tier. For example, if the first-named speaker is within Tier 3 (Europe), we will offer £650, which is the maximum for that location.

 

Additional speaker expenses

Where there is more than 1 named speaker in any session, the number of additional speaker expenses we will pay depends on the duration of the session. 

We will pay:

  • no additional speaker expenses for a session up to 60 minutes
  • expenses for 1 additional speaker for a 90 minute session
  • expenses for 2 additional speaker for a 120+ minute session 

We only pay 1 set of expenses per speaker. If you are accepted for more than 1 session on the programme, we will not offer you multiple expenses.

How we calculate additional speaker expenses

We set the amount based on the additional speaker’s location. 

We will offer an amount equal to half (50%) of the maximum for that location. For example, if the additional speaker’s location is within Tier 2 (UK), we will offer £275, which is 50% of £550.

 

Cost of materials

We will also cover the reasonable cost of materials you require to run your session, as long as we have agreed these with you in advance

Late requests for expenses

We allocate a budget when we create the programme and take into account any expenses that are requested in session proposals.

If you want to add speakers after your session is accepted we cannot cover their conference ticket or expenses (even if they would otherwise have been covered in this policy).

Once you have agreed to the amount we offer, we will not accept any request for extra financial support. We will also not pay expenses that we have not agreed to before the event.

Right to work in the UK

Conference organisers are not allowed to pay a fee to any speaker who does not have the right to work in the UK. We can pay expenses, in accordance with this policy.

Having taken legal advice about visas and the right to work in the UK, we no longer discuss fees versus expenses with any of our speakers. It is the individual speaker’s responsibility to ensure they have the correct visa in place before they travel. We are not allowed to offer visa advice.

Please get in touch if you have any questions or need further assistance.