Speaker Logistics: Travel Stipends & Accommodations

LSSOs are responsible for budgeting and paying for any speaker travel-related expenses. 

Speaker Travel Stipend

Instead of reimbursing speakers and guests for individual travel, LSSOs are to provide a travel stipend to cover travel expenses (e.g., airfare, transportation to/from airport, hotel). However, if the speaker is traveling locally to the Law School from within the Chicago metropolitan area, a speaker’s travel expenses can be reimbursed (e.g., ride-share, Metra fare).

Domestic speakers from outside the Chicago metro area may receive a travel stipend of up to $1,000 (depending on the LSSO's budget) to cover hotel accommodations, airline tickets, local travel and any incidentals (e.g., cab fare, ride-share costs, fees, gratuity, etc.). 

Keep in mind that both the speaker travel stipend and/or reimbursement costs come from the sponsoring LSSO budget.

Speaker Stipend or Speaker Reimbursement

Communicating with your speaker:

• As a first step, LSSOs should first budget and determine how much they want to budget for a speaker stipend or reimbursement. They should then inform the speaker the total amount.
• LSSOs should also inform the speaker that in order to receive funds from the University, they will have to fill out a few documents to be set up in the University financial system.
• Speakers are responsible for booking their own transportation, airfare, and hotel.
• Depending on the cost and timing of processing, the speaker will either get a check in the mail before or after the event. If the speaker is local, then they can submit for reimbursement after the event (e.g., Metra fare). Speaker must have a receipt.
• Please process any speaker stipend or reimbursements in a timely manner so that there is no delay in processing funds for your speaker. It may take up to 2-3 weeks to process, and another 2 weeks for speaker to receive a check in the mail.
• If your speaker is a judge, they must go through a reimbursement process and not a stipend process. Therefore, please communicate with judges to save receipts. 

The process for submitting a speaker travel stipend/reimbursement is as follows:

• LSSOs should ask the speaker for an invoice that indicates the travel stipend amount, complete the W-9 form, and the IC Questionnaire: Independent Contractor form. Here is sample invoice template.
• Once the LSSO has received these 3 documents from the speaker, complete the LSSO Speaker Stipend/Reimbursement Form and upload the invoice/receipts, W-9 form, and IC Questionnaire in the form submission.
• Please contact Meg Seth, mseth@uchicago.edu, if you have any questions about the status of the Speaker Travel Stipend or Reimbursement request.

Hotel Accommodations

The majority of Law School speakers stay at The Study Hotel, which is just a short 4 minute walk to and from the Law School. The Sophy Hotel in Hyde Park is also a good option. Please feel free to recommend these accommodation options to speakers. 

Law Lot Parking Passes for Speakers

If your speaker is driving, LSSOs have the option to purchase a daily parking pass in the Law School lot for their speaker. The cost of each parking pass is $10 and is billed directly to the requesting LSSO.

How to request a parking pass for your speaker:

To request a parking pass for your speaker, email Meg Seth, mseth@uchicago.edu, with the student organization name (any cosponsors), speaker name(s), and date of the event. 

A daily parking pass must be requested at least 3 business days prior to the event and LSSO should coordinate with Meg for parking pass pick-up. It is the responsibility of the LSSO to write the event date and "Law lot" on the pass, and hand the pass to the speaker. Speakers will then need to hang the pass facing outward on the interior rear view mirror. Please note that passes are not refundable once you have written on it. 

Students may not obtain daily parking passes at the reception desk.