fiscal policies handbook
VIII.A Convention budget
MLA will apply for state tax exemption in states where a convention is being held. Application should be made well in advance before the convention budget is prepared. (Minutes, 02/1992, II.5) This application is made by the Administrative Officer.
The Convention Manager submits a final convention budget to the Board via the Fiscal Officer four weeks in advance of the spring Board meeting. The Fiscal Officer apprises the convention budget officer four weeks in advance of the date the budget is due. (Handbook, II.E.12.d)
Convention speaker and equipment requests will be submitted to the Program Chair, who will forward them to the Convention Manager. The Convention Manager will determine the cost of equipment and incorporate them into the Convention budget.
The Program Committee may request travel, lodging, and honoraria for invited plenary session speakers who are not MLA members during the annual meeting. In some circumstances, MLA may offer travel and lodging to invited non-MLA speakers at non-plenary program sessions. Any requests are to be made for the Spring Board meeting and become part of the Convention budget. These requests should be made through the Convention Managers. (Minutes, 12/2013, 2; and forthcoming minutes 2/2019, 09.i.)
MOUG provides MLA with a subvention (currently $1,000) to offset administrative cost of the annual meeting. (Board minutes, 10/2003, XV.A) MLA also bills MOUG for its share of registration costs, as determined by the Business Office.
VIII.B Exhibits and Exhibitors
Fees for exhibits and advertising for the annual meeting are set by the Board at the Spring Board meeting.
If a cancellation is received prior to the published cut-off date for receiving reservations, or prior to the date MLA becomes contractually obligated to pay for the table(s), whichever is earlier, there is no cancellation fee. If a cancellation is received after the published cut-off date for receiving reservations, or after the date MLA becomes contractually obligated to pay for the table(s), whichever is earlier, the cancellation is subject to a cancellation fee of twenty-five percent (25%) of the fee per table. This remains in effect up to 30 days before the opening reception, at which point there will be no refund. (Minutes, 02/2013, 09.g)
The fee for each exhibit table includes at no additional charge one regular registration (including the banquet) that provides a nametag, conference program and packet, registration desk services, and enables the exhibitor to participate in program events throughout the conference. Up to two (2) additional individuals from the same exhibit table may register as exhibitors at no additional charge. These registrations provide name tags, conference programs and packets, and allow the individuals to participate in program events throughout the conference, but they do not include the banquet. Tickets for the banquet may be ordered at the cost stated on the registration form.
If more than three individuals are registering for a single exhibit table, the first three individuals register in accordance with the preceding sections. Each additional exhibitor pays a reduced fee that is fifty percent (50%) of the regular MLA member fee. This fee does not include the banquet. Tickets for the banquet may be ordered at the cost stated on the registration form. (Minutes, 02/2002, IX. C.1.d)
VIII.C Program Book
If a cancellation is received prior to the published cut-off date for submitting orders for advertising and the ad can be removed from the program booklet, the cancellation is subject to a cancellation fee of twenty-five percent (25%) of the cost of the order.
If a cancellation is received after the published cut-off date for submitting orders for advertising and the ad can be removed from the program booklet, the cancellation is subject to a cancellation fee of fifty percent (50%) of the cost of the order.
If a cancellation is received after the published cut-off date for receiving orders for advertising and the ad can NOT be removed from the program booklet, there is no refund. (Minutes, 02/2002, IX. C.1.d)
VIII.D Registration fees
Students who are MLA members shall be charged a reduced fee at annual meetings. (Handbook, II.A.5.e)
Conference refunds: A refund of conference registration fees (including pre-conference workshops) is issued at the discretion of the Convention Manager and only for emergency situations. Refunds will not be given for unused banquet tickets, if applicable. If a refund request is approved, 20% of the conference registration fees will generally be deducted and retained by MLA to cover transaction costs and initial expenses. Tours and concert ticket refunds are dependent on the policies of the third-party providers. This policy supersedes all former policies concerning refunds of conference registration fees. (Board minutes, 03/2016, 08.b) Refund requests must be submitted in writing by the last day of the meeting; MLA will respond to refund requests no later than 30 days after the end of the event. (Board minutes, 03/2018, 08.b)
VIII.E Silent Auction
The funds from the Silent Auction will first cover the costs of the auction tables and any remaining funds will be considered unrestricted. (Minutes, 02/2013, 09.g)
VIII.F Accompanying Persons
The Accompanying Person conference registration rate is available to non-MLA members only. (Minutes, 02/2013, 09.g)
People registered as Accompanying Persons are eligible to attend all events at the Annual Meeting. (Minutes, 02/2013, 09.g)
VIII.G Workshops (Education Committee)
The Committee submits a preliminary budget for the workshop to cover the registration fee and appropriate expenses. This budget is submitted to the Finance Committee following the procedures and deadlines established by the Fiscal Officer. These budget requests are normally solicited by the Fiscal Officer eight weeks prior to the annual Finance Committee meeting in May or June of each fiscal year. The budget requests normally have a submission date deadline of four weeks before the Spring Board meeting. The committee submits a final budget to the Finance Committee for approval at the Fall Board meeting.
It is considered that members of the Association will participate in the program of the workshop without reimbursement by the Association. In the event that a non-member can provide a perspective to the program of benefit to the registrants, expenses may be authorized by the Board. (Handbook, VI.H.3.b.2)