Speaker form

VMG Congress 2026 

Speaker Fees & Expenses Policy  

Guiding Principles 

We are very proud of the quality and range of speakers and organisations that will be represented on the programme for VMG Congress.  We absolutely want to recognise their support and expertise, as well as the value of their time, in our fees and expenses policy, and we want to ensure that our speakers’ costs are covered.  We must also be mindful that we are a small, non-profit organisation and have a responsibility to spend our members’ subscriptions carefully.   

Our policy on speaker fees and expenses for Congress 2026 is therefore as follows: 

Keynote Speakers 

Fees for keynote speakers will be negotiated individually with speakers’ agencies.  Accommodation will be provided if required and travel expenses paid. 

Main Programme Speakers 

A free two-day ticket will be provided for all speakers for both days of Congress.  This includes lunch on both days and as much tea, coffee and snacks as you can manage. 

Reasonable travel expenses within the UK will be paid for all main programme speakers.   

How to claim: Receipts/invoices must be provided to office@vetmg.com by Monday 11th May 2026 for reimbursement. 

‘Reasonable’ means a standard-class return train ticket or equivalent. 

Accommodation at the Crowne Plaza can be provided for main programme speakers if: 

• Their speaker slot starts prior to 12pm AND their travel time to Stratford-upon-Avon is over 90 minutes (accommodation will be provided for the previous night); OR 
• They are speaking on both days of Congress; OR 
• They have additional needs or access barriers that would be addressed by providing accommodation. 

How to claim: Accommodation will be booked by the VMG Office on request – contact as above.   

Partners, colleagues, etc of speakers are very welcome to attend Congress but will be responsible for their own tickets and expenses. 

 Speakers representing commercial organisations will not normally be paid a speaker fee as they are speaking as part of their day job (as well as using the event as a promotional opportunity).  Speakers representing charities or non-profit organisations, or those who work freelance, will be paid an honorarium based on the following hourly rate (excluding VAT): 

• Single speaker: £195/hour 
• Two speakers: £115/hour each 
• Three or more speakers: £325/hour shared equally 

So, for example, a 50-minute session would command a fee of £162.50 for an individual speaker,  £95.83 each for paired speakers, and £90.28 each for a trio of speakers. 

 How to claim: Invoices must be provided to the VMG Office by Monday 11th May 2026 for payment. 

Any queries about speaker fees and expenses should be directed to Lou Gillings –  lou@custardpr.co.uk.