For GHBER Speakers

Speaker Media Release & Authorization

Please complete and submit this digital release prior to your GHBER presentation. Submissions are stored securely and routed only to the GHBER communications team.

Prepare

Trainings & Alerts

Pre-Event AV & Tech Check

All speakers must complete a 15-minute audiovisual check with the GHBER production team at least 90 minutes before your session. A technician will be stationed in the green room.

Presentation Guidelines

Slides should be 16:9 widescreen, submitted as PDF or PPTX to speakers@ghber.org no later than 48 hours before your session. Embedded video clips must be tested during your AV check.

Speaker Briefing Call

A virtual briefing with the program chair is held two weeks prior to the event. You will receive a calendar invitation with the Zoom link and a run-of-show document.

Session Timing & Transitions

Please arrive at the staging area 10 minutes before your session begins. Sessions are tightly scheduled — plan to leave 5 minutes for Q&A within your allotted time.

Key Deadlines & Alerts

14 Days Before

Submit your final presentation slides and bio headshot to the GHBER communications team.

48 Hours Before

Confirm your travel itinerary and hotel reservation with the program chair.

Day Of Event

Check in at the speaker registration desk upon arrival to receive your badge and packet.

Expenses

Reimbursement

GHBER is pleased to reimburse reasonable travel expenses for invited speakers. Please review the eligible expense categories and submission process below.

Air Travel

Coach/economy class. Book through GHBER's preferred travel agent or submit receipts for reimbursement.

Lodging

Up to 3 nights at the GHBER group rate (see Staying in Houston section below).

Meals

Up to $75 per day (no alcohol). Conference-day meals provided at the event are excluded.

Ground Transportation

Taxi, rideshare, or rental car. Parking fees at the venue are reimbursable with receipt.

How to Submit

Submit Expense Report

Complete the GHBER Speaker Expense Reimbursement Form (provided in your speaker packet) and attach all itemized receipts.

Within 30 Days

Submit your reimbursement request within 30 days of the event date. Late submissions may be delayed to the next budget cycle.

Processing Time

Reimbursements are processed within 2–3 weeks of receipt of a complete and accurate submission. Payment is issued via ACH direct deposit.

Questions about reimbursement? Contact the GHBER Treasurer at treasurer@ghber.org.

Travel

Staying in Houston

GHBER's preferred hotel for conference speakers and attendees. Discount booking details will be posted here as soon as they are available.

Houston Grand Hotel - River Oaks

919 Briar Oaks Lane, Houston, Texas, USA, 77027-3408

Preferred vendorAdjacent to venue

Discount booking link coming soon.

Preferred Vendor

Right Time Solutions

Videography & Photography

Visit Linktree

Rashid Tillis — CEO

832-541-0598 (mobile)

Getting Around Houston

Rideshare (Uber/Lyft) is widely available throughout Houston. Expect $15–$25 from hotels to the venue.

The venue offers complimentary on-site parking for speakers. Present your speaker badge at the gate.

George Bush Intercontinental Airport (IAH) is approximately 30 minutes by car. William P. Hobby Airport (HOU) is approximately 25 minutes.

Need help with your hotel reservation? Contact the GHBER Program Chair at program@ghber.org.

Media Release Form

Event Info

Event Information

Event *

Event Date(s)

Location

Speaker

Speaker Information

Full Name *

Organization / Affiliation

Email *

Phone

GHBER Session Title

Session Date / Time

Authorization

Grant of Rights

Read-only — Grant of Rights

“I hereby grant GHBER, its affiliates, licensees, successors, and assigns a perpetual, worldwide, royalty-free, transferable, sublicensable license to record, photograph, film, stream, reproduce, edit, translate, distribute, publish, and otherwise use my presentation, image, voice, name, biographical information, slides, and any materials I provide (collectively, the "Materials") in whole or in part, in any media now known or later developed, for marketing, educational, archival, promotional, and other organizational purposes. I understand GHBER may use excerpts, stills, or edited versions for promotional materials.”

Warranties

Representations & Warranties

Read-only — Representations & Warranties

“I represent that I own or have the necessary rights and permissions to present the Materials and to grant the rights in this Release. I agree that GHBER's use of the Materials will not require additional approval from/or payments to me. If needed, I will obtain any third-party clearances (music, images, copyrighted content) necessary for GHBER's use and without any cost or expense to GHBER.”

Liability

Release & Indemnity

Read-only — Release & Indemnity

“I release GHBER and its agents, officers and directors from any claims, demands, or liabilities arising out of the use of the Materials, including claims for defamation, invasion of privacy, or infringement. I agree to indemnify and hold GHBER harmless from any third-party claims related to my Materials.”

Optional

Use Limitations

Use limited to GHBER website and member communications only.

Use limited to non-commercial educational purposes.

If you wish to withdraw consent, provide written notice to GHBER at the contact below; withdrawal will not affect materials already published or distributed prior to receipt of notice.

Terms

Credit & Compensation

Read-only — Credit & Compensation

“Credit: GHBER will use speaker name and affiliation when reasonably practicable. Compensation: No compensation is due for use under this Release unless otherwise agreed in writing.”

Conditional

Minor / Guardian Consent

I am a minor or require guardian consent.

Execution

Speaker Signature (typed) *

Printed Name *

Date

I acknowledge I have read, understand, and agree to the terms of this Release.

Securely submitted to the GHBER backend — no email address is exposed on this page.