Out-of-State Speaker Information

Thank you for your interest in presenting at GovCon 2026. We appreciate your interest in sharing your expertise at this year’s conference, taking place December 8–9, 2026, in Reno, Nevada, at [Venue Name].

Audio and Visual Needs:

Travel Nevada will provide the following audiovisual equipment for your session through an outside vendor: Wi-Fi, a presentation remote, projector and screen, laptop adapter, and microphone.

Breakout Session Presenters: Please bring your own laptop for your presentation. You are also welcome to use your own PowerPoint template.

General Session Presenters: You will not need to bring a laptop. Travel Nevada will provide a PC laptop for your presentation and will send you a branded PowerPoint template to use in advance.

Important Information About Your Presentation Format:

• If you plan to use a presentation deck, please submit your final PowerPoint no later than Friday, November 20, 2026. This deadline allows our team to finalize the audiovisual run of show and compile all speaker presentations into a single presentation file.
• If you would like to provide an updated version of your presentation for post-conference distribution, you may upload the revised file to your speaker profile no later than December 11, 2026.
• If you do not plan to use a PowerPoint presentation—or if one is not required, such as for a panel discussion—Travel Nevada will provide a branded presentation slide to display on the screen during your session.

Out of State Speaker Travel Accommodations:

If you are traveling from out of state, please review the following reimbursement guidelines. Travel Nevada is unable to make travel purchases on your behalf. Instead, eligible travel expenses will be reimbursed after the conference in accordance with State of Nevada travel policies and per diem rates. As a result, you will be responsible for paying eligible travel expenses upfront.

Please review the applicable per diem rates for Reno, Nevada, before making travel arrangements.

To be eligible for reimbursement:

• Submit itemized receipts for all eligible travel expenses that you personally paid for (and were not paid by your employer or another organization).
• Eligible transportation must be between your home and the airport (or event location), and back.

Air Travel

• Reimbursement is limited to economy-class round-trip (or indirect) airfare.
• The cost of one checked bag and standard seat selection per flight is eligible for reimbursement.

Personal Vehicle

• If driving your personal vehicle, reimbursement will follow the State of Nevada’s current mileage reimbursement rate.
• You may also submit gas receipts, which will be reviewed along with a mileage map provided for verification.

Rental Vehicles

• Rental vehicles and associated fuel costs may be eligible for reimbursement with itemized receipts.
• Please obtain approval from a Travel Nevada representative before booking a rental vehicle.
• If complimentary shuttle service is provided between the airport, hotel, and conference venue, rental vehicle expenses may not be eligible for reimbursement.

Non-Reimbursable Expenses

• Alcohol
• Hotel incidentals
• Travel upgrades of any kind
• Other personal expenses

The U.S. General Services Administration (GSA) first- and last-day travel per diem rates for Reno will apply where applicable.

Hotel Accommodations

In accordance with your speaker agreement, Travel Nevada will reserve and pay for your hotel accommodations for the duration of the conference, including room charges, taxes, and resort fees only.

While we will do our best to accommodate room preferences, please note that the hotel may request a credit card at check-in to cover incidental charges. Any incidental expenses incurred during your stay are your personal responsibility and are not reimbursable by the State of Nevada.

Meals & Per Diem Information

Please note the following meal provisions during GovCon:

• December 8: No meals will be provided. This is your first day of travel, please note that the applicable first/last day travel per diem rate will apply.
• December 9: Breakfast and lunch will be provided. These meals are not eligible for reimbursement at the State per diem rate.
• December 10: No meals will be provided. This is your final day of travel, please note that the applicable first/last day travel per diem rate will apply.

Meals provided during the conference dates are not eligible for reimbursement through the state per diem process. If you are unable to claim a provided meal due to a specific circumstance, please provide the reason to Aida Española at [email protected] when submitting your reimbursement request, along with any applicable itemized receipts, for review.

Reimbursement Requirements

To ensure a smooth reimbursement process, please follow the requirements below:

• Retain itemized receipts for all eligible travel expenses, including transportation and other reimbursable costs.
• Please note that hotel incidentals, travel upgrades of any kind, and alcoholic beverages are not reimbursable by the State of Nevada.
• Submit all itemized receipts along with the completed reimbursement form (which Travel Nevada will provide after the conference) to your designated Travel Nevada contact within 30 days of the conference’s conclusion.
• Reimbursement requests received more than 30 days after the conference will not be eligible for reimbursement.