FGS Conference Speaker Compensation Policy

Compensation Philosophy

Speaker Compensation Package and Policies

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
  • Meal 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 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.

Sponsored Lectures

Speakers giving presentations during FGS conferences for sponsoring or partner organizations or for meal functions are compensated, including hotel and travel, by that organization and are not the responsibility of the Federation of Genealogical Societies.

Compensation Details

Honorarium:

Speakers will be paid $100 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 $150; a 2-hour workshop would be compensated $200; a 25-minute lecture would be compensated $50.). A panel discussion of two or more presenters will pay $50 for each participant for each lecture unit, regardless of the number of participants on the panel. Joint presentations other than the panel format will divide the unit honorarium rate.

FGS will pay a $50 bonus per lecture or workshop if syllabus material is submitted by the deadline given in the invitation to speak (e.g. a one-hour lecture with timely submission of syllabus materials would be compensated $150; a two-hour workshop with timely submission of syllabus materials would be compensated $250; a 25-minute lecture with timely submission of syllabus materials will be compensated $75).

Travel:

Speakers traveling within North America will make their own travel reservations and will be asked to return a form to FGS indicating their mode of transportation and departure city. Travel compensation will be offered only to those presenting full-length lectures or workshops.

For those choosing to fly: FGS will calculate the lowest airfare from the speaker's legal residence to the airport nearest the conference site using an online website.* An email will be sent informing the speaker of the maximum FGS airfare reimbursement allowance. FGS will reimburse speakers for the actual airfare, not to exceed the maximum allowance. Speakers may request reimbursement of the airfare prior to the conference by submitting a receipt for booked air travel no later than the date communicated to the speaker by the conference chairperson(s).

*For calculation purposes, all travel will be calculated with no more than one plane change. Calculated travel will not commence before 7 a.m. nor end later than 10 p.m., if possible.

FGS will pay the expense of one checked bag in each direction based on prevailing rates of major airlines. This is in addition to payment of the lower of the actual airfare or the reimbursement allowance calculated by FGS. Payment of eligible checked baggage fees will not be paid in advance. Rather, speakers are asked to submit their check baggage receipt(s) following the conference. Upon receipt, a check will be mailed to the speaker.

For those choosing to drive: FGS will calculate the round-trip mileage from the speaker's legal residence to the conference site using an online website. Mileage will be reimbursed at the current IRS mileage rate. The amount paid will not exceed the lowest airfare available to and from the same locations.

For those choosing rail or bus transportation: FGS will consider the cost on an individual basis. FGS will advise the speaker of the reimbursement. The amount paid will not exceed the lowest airfare available to and from the same locations.

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.

Travel Expense Stipend:

All speakers, including local speakers, will receive $50 for travel expenses to offset transportation to and from the airport and/or conference site and parking costs. No additional costs will be covered for any speaker.

Hotel:

To receive hotel accommodations paid by FGS, speakers will be expected to stay at the conference hotel. Speakers will receive FGS-paid hotel nights at the rate of the number of lectures and/or workshops plus one night, not to exceed a total of five nights (e.g. a speaker giving 2 lectures and a workshop would receive 4 nights hotel accommodations). Speakers who choose to share rooms may use the combination of their room allowances 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.

A speaker who is both an FGS-paid speaker and a sponsored speaker will receive an FGS-paid hotel allowance only for the number of lectures/workshops paid by FGS (e.g. a speaker giving 2 FGS-paid lectures, a sponsored luncheon presentation, and a lecture sponsored by another organization would receive FGS-paid hotel accommodations only for 3 nights).

Speakers will be asked to return a form to FGS indicating their arrival and departure dates and the dates of the hotel nights needed. FGS will book the rooms through our room block. If the number of hotel nights needed exceeds the allotted number of FGS-paid nights, FGS will book the room for the entire number of needed nights, and the speaker will pay the hotel for the nights not included as part of their FGS compensation.

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.

Hotel compensation will be offered only to those presenting full-length lectures or workshops.

Meal Allowance:

Speakers will be paid $30 for each lecture/workshop (e.g. a speaker giving 3 lectures and 1 workshop will be paid a $120 meal allowance). Shared lectures or panel presentations will be counted as one lecture and each participant will be paid the $30. Speakers presenting only 25-minute lectures will be paid $15 for each lecture.

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

Statement of Non-Discrimination:

The Federation of Genealogical Societies is a 501 (c)(3) non-profit organization. FGS is committedto providing an environment that is free from discrimination in employment and opportunity because of race, color, religion, creed, national origin, ancestry, disability, gender, sexual orientation, or age. The FGS Annual Family History Conference speakers are selected based on experience, technical knowledge, speaking ability, diversity of topics and relevance.

Review:

The Conference Planning Committee will review the speaker compensation policy periodically.

Last Revised: October 2018