Guidelines for the SUNYLA Annual Conference Expenses

I. Seed Money:

Each fall, SUNYLA appropriates seed money for the Annual Conference. This seed money is requested by the Second Vice- President and approved by the council. The seed money is used to establish the SUNYLA Conference Account and is expected to be returned to the SUNYLA treasury when the conference is over. The Annual Conference is expected to generate funds to pay for itself. If there are insufficient funds in the Conference Account to pay for all conference expenses, the balance will be paid from the SUNYLA treasury.

II. Conference Registration Fee:

The registration fee is expected to remain at a reasonable rate, while being sufficient to meet expenses. The Second Vice-President should consult with other SUNYLA Officers prior to implementing an increase in the conference registration fee.

III. Local Arrangements Chair(s) and the SUNYLA Second Vice- President:

  • Registration Fees: The registration fee shall be waived.
  • Meals and Lodging: The SUNYLA Conference Account shall assume cost of all meals and dormitory lodging for the duration of the conference.
  • Transportation: Local Arrangements Chair(s) and the SUNYLA 2nd Vice-President are requested to seek funding from their institutions. If such funding, fully or partially, is unavailable, SUNYLA Conference Account will reimburse travel expenses according to the travel policy currently in effect for members carrying out SUNYLA business. A request for such funding, whether in part or in full, must be in writing.

IV. Speakers-conference presentations:

  • Registration fees for speakers will be waived 25% at member rates upon request for each speaker. Poster session presenters will receive 10% off of their registration fees at member rates upon request for each speaker. Only 1 discount can be used toward the conference. Discounts for presentations and poster sessions cannot be combined.
  • Other expenses: In order to keep conference costs reasonable, presenters are asked to seek reimbursement for other conference/travel expenses from their institutions, including expenses for housing, food, travel and photocopying.

V. Vendor Chair, Standing Committee Chairs, Programming Chair, & Campus Delegates:

  • The registration fee for the Vendor Chair will be waived 100% upon request.
  • Registration fees for Standing Committee Chairs will be waived 100% upon request.
  • The registration fee for the Annual Conference Programming Chair will be waived 50% at member rates upon request.
  • Registration fees for Campus Delegates will be waived 25% at member rates upon request.
  • Only 1 discount can be used toward the conference.
  • Other expenses: In order to keep conference costs reasonable, the Vendor Chair, Programming Chair, Campus Delegates, and Standing Committee Chairs are asked to seek reimbursement for other conference/travel expenses from their institutions, including expenses for lodging, food, and travel.

VI. Invited Guest Speakers:

  • Registration Fees: The registration fee shall be waived.
  • Meals and Lodging: SUNYLA Conference Account will assume the cost of three meals (breakfast, lunch & dinner) and lodging (at dormitory rates) for one day.
  • Transportation: SUNYLA Conference Account will reimburse travel expenses upon request, as approved by the SUNYLA Annual Conference Program Committee. A request for such funding, whether in part or in full, must be in writing.
  • Honoraria: Honoraria may be negotiated by the SUNYLA Annual Conference Program Committee. Honoraria will be paid from the SUNYLA Conference Account.

VII. Refunds:

Refunds for conference registration and associated fees may be granted by the Conference Committee upon notification from the registrant that they will be unable to attend due to an unexpected emergency situation. This refund will be less any expenses already incurred (meals, advance fees, etc.) and a $5 handling fee for time and effort required in processing these requests. Upon a request for refund, reimbursement will be sent after the conference is completed.

Waiver Summaries
Attendee Waiver
Local Arrangements Chair(s) 100% of registration fee, plus meals and lodging
Second Vice President
(Conference Chair)		 100% of registration fee, plus meals and lodging
Speakers/Session Presenters 25% of registration fee per speaker/presenter
Poster Session Presenters 10% of registration fee
Invited Guest Speakers 100% of registration fee, plus meals and lodging for one day
Annual Conference Vendor Chair 100% of registration fee
Standing Committee Chairs 100% of registration fee
Annual Conference Programming Chair 50% of registration fee
Campus Delegates 25% of registration fee

 

Revised 3/24/2023