Speakers

Session Audiovisual

Your session will have the following standard AV equipment – laptop preloaded with your presentation, wireless presentation remote, projector, podium, and individual wireless microphones. If you require any additional equipment or have questions about the AV setup, please contact Julia Gaudet at NAPA no later than March 1, 2023.

If you intend to do audience polling, please coordinate through your session owner/steering committee representative and notify Julia Gaudet at NAPA no later than March 1, 2023, to have it loaded into the app.

Session Materials / PowerPoint Slides

Sufficient presentation materials are required for each conference session to qualify for continuing education credits. The materials submitted should be an accurate representation of the content that will be covered during the allotted timeframe and properly align with the session description and learning objectives.

Speakers are strongly encouraged to use the provided conference PowerPoint template provided to the session owners. If this is not practical for some reason, permission must be granted by NAPA; please contact Julia Gaudet no later than March 15. If approved, those slides/materials can only include the speaker’s company name and/or logo on the cover slide and at the end of the presentation. A conference title slide and CE slide will be included in all PowerPoint decks.

Speaker Reimbursement Policy

Speakers will be reimbursed for their hotel, travel, and incidental expenses according to NAPA’s travel reimbursement policy. General expense parameters are outlined below. Please see this reimbursement form for more information about our policies and to submit your expenses after the conference.

We ask that you pay for all your charges, including those that will be reimbursed, and submit the expense reimbursement form together with appropriate receipts to the conferences department no later than April 28, 2023.

Flight: Reimbursement for airline travel is authorized for the lowest coach fare booked no less than 21-days prior to departure. If you book your flight fewer than 21-days prior to departure, without reasonable cause, NAPA will reimburse the lesser of the following: a comparable flight priced eight weeks in the future OR $725 maximum. Travel by rail (e.g., Amtrak) to the event destination is also acceptable as the lowest coach fare booked no less than 21-days prior to departure. Flight change fees, seat selection and upgrades, and in-flight purchases, including Wi-Fi, are the responsibility of the traveler.

Ground Transportation: Reimbursement for taxi, Ride Share such as Uber, Lyft (the least expensive fare-class) or public transportation is limited to roundtrip travel between home/office and airport/train station and between airport/train station and hotel/meeting place. Please note that ground transportation to event locations within the conference city (i.e.: offsite dinner) are not reimbursable without prior approval. Hired car services (i.e.: limousines or town cars) are not reimbursed.

Mileage: If you drive to the event, your mileage will be reimbursed at the current IRS Mileage Reimbursement Rate; currently 62.5¢ per mile. Documentation should be included with your expense request outlining the distance traveled.

Hotel: One night of hotel accommodation is reimbursed for each day of the conference you are speaking; an additional night of accommodation will be reimbursed if travelling across two or more time zones. The difference in price for an upgraded room or any additional nights is the responsibility of the traveler. Hotel accommodation reimbursement is based on the established group rate for the conference. Speakers should book their accommodation at one of the official conference hotels as early as possible to ensure availability.

Meals: Meals are reimbursed to a maximum of $71 per day; itemizes receipts must accompany all meals for reimbursement, regardless of the dollar amount. If meals are provided as part of the conference, the $71 maximum reimbursement will be allocated as follows: breakfast – $11.00; lunch – $15.00; dinner – $45.00. As an example: If lunch was provided the maximum reimbursement would be $71-15, thus a maximum of $56 would be allowed.

Speaker Policies

Your presentation may express your opinion about preferred approaches or techniques for addressing specific pension or benefits issues. We require, however, that you refrain from negative, disparaging, or pejorative comments about any specific providers, professionals, or services. Additionally, speakers shall not: identify specific companies or individuals to imply that they have inferior techniques, products, or services; identify or promote any specific product or service of your company or any other company or individual; or provide any additional materials in the session room that were not previously submitted to the conferences department prior to the conference. This includes, but is not limited to, articles, studies, resource guides, sample graphs or tables, etc.

We know and appreciate that you may have an affiliation and expertise with a specific product or organization, however, speakers should not tout or promote any specific firm or product attributes from the stage, most particularly your own.

Audio Recording/Presentation Material Distribution Release Policy

Sessions at the NAPA 401(k) Summit may be audio recorded for archival purposes. Please cooperate with our a/v staff by using the microphones and repeating questions asked by the audience.

Copies of session presentations (including speaker PowerPoint slides, handouts, etc.) will be provided to conference attendees. NAPA reserves the right to house, reference, and distribute all presentation materials.

If you do not want NAPA to record or distribute your session materials, please contact Julia Gaudet at NAPA no later than March 1, 2023.