Speaker Logistics

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). 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 stipend of up to $750 (depending on the event’s budget) to cover airline tickets and any incidentals (e.g., cab fare, ride-share, meals, etc.). 

Hotel costs are not included in the $750 travel stipend cap and should be budgeted separately. Keep in mind that both the travel stipend and hotel costs come from the sponsoring LSSO budget.

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

Speaker Reimbursement

The process for submitting a speaker reimbursement for local travel within the Chicago metropolitan area is as follows:

  • Ask your speaker to complete the W-9 form and the Independent Contractor form. Speakers should submit their completed documents directly to Juan Nuno, jnuno@uchicago.edu, and he will issue payment to the speaker.
  • LSSOs should also reach out to the speaker to request an invoice. Upon receiving this, the LSSO should forward the invoice to Juan Nuno, jnuno@uchicago.edu.
    • If the speaker opts to drive to the Law School, then the speaker should email Juan to process mileage reimbursement.
    • If the speaker is taking ride-share, then the speaker should email Juan their ride-share receipt.
  • The speaker will receive a check to the address they provided on the W-9 form.

Hotel Accommodations

Due to the typical high cost of hotels, LSSOs may not book a hotel on behalf of the speaker and must go through the Office of the Dean of Students to coordinate speaker hotel accommodations. LSSOs in need of securing a hotel for a speaker or guest should email Juan Nuno, jnuno@uchicago.edu, the dates and hotel information at least two weeks before the event. Although it is preferred to request this sooner, if possible. Juan will then book the hotel on the LSSO’s behalf and expenses will be covered from the sponsoring LSSO budget.

The University of Chicago maintains a Preferred Hotel Program for hotels in the Chicago area. Some LSSOs in the past have used The Study Hotel, which is just a short 4 minute walk to and from the Law School.