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September 30, 2018

Audio-Visual Guidelines

Room Set Up  Classroom Seating, unless prior arrangements have been made with the VSCPA. 

The VSCPA will provide a LCD projector, screen and laptop with clickers and wireless lavaliere microphones. A podium with microphone will also be available. Please contact the VSCPA Conference Specialist to reserve additional equipment (i.e. flipchart, sound for a video presentation or Internet access) at least two weeks prior to the event date.

Your presentation will be loaded onto a VSCPA laptop prior to the program. Please let us know at least two weeks prior to the event date if you will be bringing your laptop.

Webcast & Recordings

Webcasting and/or recording of presentations will not be conducted without prior written approval. You will be contacted directly if the conference and/or session will be webcasted.

Webcasting tips:

  • Wear a microphone during your presentation.
  • Stay within the camera range (there will be marks on the floor to help guide you).
  • Repeat attendee questions or comments (we do not have ceiling microphones and online attendees cannot hear audience questions).
  • Encourage the online audience to ask questions (questions will be read out loud to you or can be printed for you and you can answer them at the end of the session).

For questions, please contact VSCPA Education Manager Zané Mullins.

Speaker Webcast and Recording Agreement

Hotel & Travel Information


If you require overnight accommodations, please confirm with the Conference Manager and indicate it on your speaker confirmation form. The VSCPA will make all hotel reservations to ensure the best rate.

Conference speakers are reimbursed for one night per day of speaking at the VSCPA room block rate. If you book a hotel room on your own, and the price of the room exceeds the VSCPA rate, you will only be reimbursed for the amount equivalent to what the VSCPA would have paid (including tax). If you no longer need a reservation, please contact the Conference Manager no later than 24 hours before the day of the reservation. If you are a no show, you will be expected to pay for the overnight reservation.


Airfare will be reimbursed at the coach rate. If the airfare rate exceeds $600, please contact the VSCPA Conference Team for approval, prior to booking the reservation. The VSCPA reserves the right to deny reimbursement above $600 if not notified in advance of booking.

Ground Transportation

The VSCPA will reimburse you for a shuttle or taxi to and from the airport. However, we will not reimburse you for a rental car, unless approved in advance. (Car rental fees will only be reimbursed when less expensive alternative choices are not available.) Before renting a car, please check with the Conference Manager to see if the fees will be reimbursed.

When traveling by automobile, the VSCPA will reimburse mileage at the current IRS mileage reimbursement rate.

Meals & Tips

Meal expenses will be reimbursed up to $52 per day (all inclusive). Actual receipts are required for reimbursement.

Gratuities should not to exceed 20%. For your convenience, continental breakfast and lunch is served with all of our conferences. Please let the Conference Manager know if you have any special dietary needs.

Expense Form

Requests for expense reimbursements must be submitted with detailed receipts within two weeks after the conference date to guarantee reimbursement.

Telephone calls, laundry/dry cleaning, valet services, entertainment, in-room movies and other personal expenses must be paid by the speaker(s) directly and will not be reimbursed.

Receipts are required for all expenses. Please return receipts and your expense report to: CPE Team, Virginia Society of CPAs, 4309 Cox Road, Glen Allen, VA 23060 or email to the Conference Manager.