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, meals). 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 $750 (depending on the LSSO'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.

Speaker Stipend or Speaker Reimbursement

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

• LSSOs should ask the speaker for an invoice, complete the W-9 form, and the IC Questionnaire: Independent Contractor form. 
• Once the LSSO has received these 3 documents from the speaker, they must complete the LSSO Speaker Stipend/Reimbursement Form and upload the invoice/receipts, W-9 form, and IC Questionnaire in the form submission.
• Please contact mui@uchicago.edu, if you have any questions about the Speaker Travel Stipend process or LSSO Speaker Reimbursement 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 Dean of Students Office to coordinate speaker hotel accommodations. LSSOs in need of securing a hotel for a speaker or guest should email mui@@uchicago.edu, the dates and hotel information at least two weeks before the event (or sooner, if possible). DOS 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.

Parking Passes for Speakers

Daily parking passes are available for speakers or guests participating in events at the Law School. The cost of each parking pass is $10 and is billed directly to the requesting LSSO. To request a parking pass, email deanofstudents@law.uchicago.edu, with the student organization name (any cosponsors), speaker name(s), and date of the event. Parking passes must be requested at least 3 business days prior to the event and should coordinate with Dean of Students for parking pass pick-up.