What are the estimated costs for speaker travel to Orlando?
Amounts will vary based on where the presenter will be traveling from and how much of the travel you would like to support. ESA will be happy to provide flight costs using the official ESA Travel Agency.
At a minimum, organizers should plan to cover Congress registration fees and two (2) nights of hotel accommodations at one of the ICE contracted hotels. Hotel rates range from USD $180-$260 per night and include taxes and fees. All hotels are located within walking distance of the Orange County Convention Center. Complimentary shuttle service to and from the Orlando International Airport (MCO) will be provided for the duration of the meeting.
You may wish to supply additional funding for meals, baggage or visa fees.
In addition, you may provide travel stipends in lieu of covering direct costs, especially if you would like to cover only partial travel for a speaker.
What should I fund?
Registration (USD $595 until March 25, 2016)
Airline tickets (rates vary based on departure city)
Hotel Accommodations (from USD $180–$260 per night, inclusive of taxes and fees)
Honoraria or travel stipends
Meal per diem (USD $50 per day)
Mileage (USD $.56 per mile)
What does it cost for ESA to manage my travel funding?
Nothing — ESA will not charge a service fee. This is a free service by ESA to help you and other Symposia organizers bring your speakers to Orlando, FL USA for the 2016 ICE.
Do I have to fund all of an invited speaker’s travel?
You are welcome to fund only part of the speaker’s travel through covering specific costs or providing a general travel stipend or honorarium. Full coverage of expenses is not required. ESA can provide assistance in disbursing checks, reimbursing expenses or covering direct costs (flights and hotels) for speakers.
There is no minimum funding level or number of speakers you need to fund in order for ESA to assist you with travel management.
What are the Benefits to funders?
Organizations who provide funding for travel for invited speakers of specific symposium will receive recognition during the session (by the organizers), recognition in the official ICE 2016 program book in the listing for the specific symposium, and online recognition on the ICE 2016 website.
Example: “This symposium is generously sponsored by ABC Organization.”
The organization’s logo may be included in the program book and on the ICE 2016 website.
Will ESA provide assistance in soliciting funding?
Due to the number of symposia taking place during ICE 2016, ESA is not able to provide initial contact assistance in recruiting sponsors for individual sessions. ESA can provide invoice generation and payment processing once funding has been confirmed.
How do I get started?
Contact Rosina Romano via e-mail (firstname.lastname@example.org) or phone (+1 301-731-4535) to review all the travel management options that ESA can provide for you and your invited speakers. Requests for assistance must be received by March 1, 2016 in order to reserve space for your speakers in the program.