NOTE: Be sure and insert the speaker's name at the top of the 2nd page in case the first page is lost.
 

Your Phone:
Your FAX:
Your e-mail:

[Date]

To: [speaker name]

From: [your name, OLA title]

Re: Oklahoma Library Association Conference

Thank you for agreeing to be a speaker at the 102nd Oklahoma Library Association Annual Conference in Midwest City, Oklahoma on April 20-22, 2009.

The Conference Preview, marketing the conference to potential participants, has to be complete by early 2009. Therefore, the preliminary program information must be completed by the end of the fall.

Please forward to me a brief description and suggested title of the session, short biographical information, and a photograph. Of course, the description and bio may be sent through the mail, e-mailed or faxed.

Please include any equipment needs, so that I may inform the Local Arrangements Committee.

The conference will be at the Reed Center in Midwest City (5800 Will Rogers, Midwest City, OK 73110). You will want to arrive on ______________.

Below are the contract terms of the Oklahoma Library Association.

In the event that registration is insufficient to warrant holding this conference, this agreement may be terminated on or before March 15, 2009.

As a guest of the Oklahoma Library Association, you will receive an honorarium of $______. The Association will provide your lodgings, tax, meals, and transportation to and from the meeting during the conference. Members of the Association will provide local transportation. The Association also agrees to pay the expense of your round-trip coach airfare, not to exceed $_______. Kay Boies, OLA Executive Director, will be calling you to make travel arrangements. Please let me know your arrival and departure times.

The Oklahoma Library Association is prohibited by Executive Board order from paying for alcoholic beverages, movie channels, long distance telephone calls, room service, and other expenditures that have not been specifically identified. We will accept your receipts for pre-approved expenses. We regret any inconvenience this decision may cause.

It is our understanding that you will be speaking on the topic of _________________ and that you will notify me of the equipment you will need by [insert date].

I will be happy to make copies of any handouts that you want, but I will need originals by [March 15] in order to have them reproduced and available at the conference.

The Oklahoma Library Association is honored that you have agreed to be with us.

Please sign this letter and return one copy within 10 days. If you want an original of this letter and a return envelope, please let me know.

Thank you again for your enthusiasm and willingness to be a part of this conference.

____________________________________________
(Presenter's signature)

____________________________________________
(Date)

Please return this signed copy to:

Kay Boies
OLA Executive Director
300 Hardy Drive
Edmond, OK 73013