APRIL 12 - 14 | CHARLESTON, SC

Speaker Information & Resources

The 2024 Childless Collective Summit is an in-person, three-day gathering focused on the themes of connection and celebration. The summit will take place on April 12 – 14 in the beautiful, coastal city of Charleston, South Carolina. Thank you for joining us to create something truly special for the childless community. We’re so excited you’ll be joining us as a speaker!

On this page, you’ll find resources to make your life as a speaker easy and answer questions you may have. If you run into a question we didn’t answer, reach out at Katy@ChildlessCollective.com

We can’t host this event without you and are dedicated to ensuring you enjoy the process and benefit from participating. Your experience is our top priority!

THE RUNDOWN

Before we get into the details, here’s an overview of the most important things to know about the 2024 Childless Collective Summit. 

  • The event will run from April 12 – 14  in Charleston, South Carolina. Program preview below.
  • The themes of the summit will be connection and celebration. 
  • The event will be limited to a maximum of 150 attendees, including speakers and volunteers.
  • As a speaker, you’ll be asked to participate in two sessions, one on April 12 and one on April 13. We’ll contact you individually to talk through the schedule and brainstorm session ideas with you!
  • For the first two days, we’ll gather at The Camden Room at the Charleston Visitor’s Center, located in the heart of downtown Charleston at 375 Meeting Street, Charleston, SC 29403.
  • These two days will be more of a conference-style program, including all of the speaker sessions. 
  • We’ll host a speaker’s dinner for you on April 13. 
  • The last day will be a beach party, held from 11:00am – 5:00pm at the Pelican Pavilion on Folly Beach at 1031 W Ashley Ave, Folly Beach, SC 29439. 
  • This will be a casual hangout and lunch will be served, but we won’t have programming. 
  • The Childless Collective will cover your travel related expenses, see below for details!
  • The summit will have an online community component to offer attendees and speakers a chance to connect before and during the event. 
  • Any help you can offer with event promotion is much appreciated and we’ll send promotional materials as soon as they’re ready.

YOUR ROLE

Now that you’ve got the basic rundown for the event, here’s what I’ll need from you as a speaker. 

1. Forms

1. Bio & Photo FormFirst, we’ll gather some basic information from you so we can finalize the registration and speaker pages for the event website. If you were a speaker at the 2023 Childless Collective Summit and would like us to use the same info, skip this step and let us know at Katy@ChildlessCollective.com. Email Katy or complete the form by January 23.

2. Speaker Agreement. You’ll also review and sign a speaker agreement, which outlines your participation in the summit. Apologies for the length of this one. We wanted to include everything in one document. If you have any questions, don’t hesitate to reach out. Sign your speaker agreement by January 23.

 3. Travel and Logistics. Please see the section below on travel before filling this out. This form will need to be completed prior to booking any travel. Complete this form by February 3

2. Sessions

We’d like each speaker to participate in two sessions during the summit, one on April 12 and one on April 13. The type of sessions will vary, including individual sessions, fireside chats, panel discussions, etc. Due to the variety of sessions, we’ll reach out to each speaker individually to suggest options and provide any support you need as you craft your sessions! If you agree to being a part of a session that includes other speakers, we’ll connect you with them soon so you can plan the details. 

We’ll be in touch with more details soon! 

We ask that each speaker provide a final outline of their session by March 15. We’ll be in contact with you between now and then to support you as you plan.

4. Promotion

The power of this event is in its ability to bring so many from our community together at the same time, to talk celebrate and connect. The venue is capped at 150, but we hope to fill it to capacity. To reach this goal, we’d love any help you can offer with promotion. 

We’ll make promotion super easy, by providing swipe copy and graphics you can use for social media posts and emails. These will be provided to you prior to promotion, along with a calendar for suggested days to promote. 

Travel and logistics

The Childless Collective will cover the costs associated with your trip, including: airfare or mileage and gas for those who prefer to drive; hotel accommodations; ground transportation; meals included in the program; and a per diem for meals not included in the program. Get all the details below and fill out your travel form by February 3 to share your preferences. 

You have two options for managing travel related expenses: 

  1. Pay out of pocket and be reimbursed within 30 days of receipt being received. 
  2. If paying in advance would place an undue financial burden on you or if you prefer to have us cover expenses in advance, you can let us know in the travel form and we’ll coordinate with you in advance. 

 

Please retain and submit a copy of all receipts over $25 to Katy@ChildlessCollective.com.

Please carefully review the information below and fill out the travel form before booking any travel.

TRAVEL DAYS

We ask that you arrive in Charleston, South Carolina by Thursday, April 11. There is flexibility for your departure date. At a minimum, we ask that you stay through the program on Saturday, April 13 at 5:00PM. However, we would love to have you at the dinner for speaker’s that evening and the beach day on Sunday, April 14 if you’d like to stay through the entire event. The beach day goes from 11:00am to 5:00pm, your choice how long you’d like to attend during that time frame.

We have budgeted for four nights of hotel for speakers, so you are welcome to book from Thursday, April 11 to Monday, April 15 if you’d like to come in a day before the event and leave a day after.

PROCESS FOR FLIGHT BOOKING

You have two options for booking your flight: booking your own flight and being reimbursed; or having us book your flight for you.

We will reimburse you for airfare between your home city and Charleston, South Carolina, according to the following parameters:

  • Lowest 21-day advance non-refundable economy ticket.
  • If you choose a higher price ticket, we will reimburse only for the rate described above.
  • Upgrades or change fees will not be reimbursed.
  • We will also reimburse for one checked or carry-on bag per segment if not included in the original fare.

 

If you prefer to book your own flight and be reimbursed, please follow the steps below.

  1. Fill out the travel form to let us know your preference. 
  2. Find your flight. To find competitive fares, we recommend using Google Flights to compare options. The app Hopper can also tell you if it’s a good time to book or if fares are likely to go down if you wait.
  3. If the preferred flight is over $500, please email Katy at Katy@ChildlessCollective.com for approval before booking. 
  4. If the preferred flight is less than $500, go ahead and book!
  5. Once you’ve booked your flight, email the following to Katy at Katy@ChildlessCollective.com: your flight receipt; your flight information; the method you’d like to use for reimbursement.
 
If you prefer to have us book your flight, please follow the steps below.
 
  1. Fill out the travel form to let us know your preference. 
  2. We’ll send a form to collect the info we need to look for and book your flight, including your travel preferences. 
  3. Once we’ve found flight options, we’ll email you the details and wait for your approval before booking. If you already know what flight you prefer, just send us the details and we can book it for you.
  4. Once we get your approval, we’ll book your flight and send the details your way. 

 

REIMBURSEMENT FOR GAS/MILEAGE

Mileage or Rental Car – If you live within driving distance of Charleston, South Carolina and prefer to drive instead of fly, we will reimburse you for one of two options, according to the following parameters:

Option 1: Rental Car and Gas.

  • Standard/Intermediate car rental for the duration of your trip (up to 5 days) for a maximum of $400.
  • If you choose a higher class of car rental, we will reimburse only for the rate described above.
  • Speakers are required to carry their own auto insurance.
  • Gas costs associated with event travel will be reimbursed.

Option 2: Mileage and Gas

  • If you prefer to drive your own vehicle, we will reimburse you for all mileage associated with your trip at the standard IRS mileage rate of $0.67 per mile.
  • Gas costs associated with event travel will be reimbursed.
  • Speakers are required to carry their own auto insurance.

 

For either option, please follow the steps below. 

  1. Fill out the travel form to let us know your preference.
  2. We’ll send a form to collect the info we need to estimate your payment and get the money to you in advance of your trip. 
  3. After your trip, please send copies of any relevant receipts to Katy at Katy@ChildlessCollective.com. Additionally, if your expenses (gas, mileage, rental car) end up being more than originally anticipate, please send the amount as well so we can reimburse you.

 

PROCESS FOR HOTEL BOOKING

You have two options for booking your hotel: having us find and book a hotel for you; or, receiving a stipend of up to $250 per night to apply to the hotel of your choice (up to four nights).

If you prefer for us to find and book a hotel room for you, we’ll be watching rates over the next few months and will email you our decision before booking for you. If you’ve changed your mind at that time and prefer to receive a stipend instead, you’ll still have that option. Due to the costs of downtown hotels, we will most likely book in the Mount Pleasant area, which is 5-10 minutes from the venue at a mid-upscale hotel (ie. Hilton Garden Inn, Embassy Suites, Springhill Suites, Hampton Inn, etc.).

If you prefer to have us find and book a hotel room for you, follow these steps:

  1. Fill out the travel form to let us know your preference and travel dates.
  2.  Once we’ve decided on a hotel, we’ll reach out to get final approval from you before booking.
  3. Let us know if you are good to have us book or if you have decided to receive the stipend and book on your own.
  4. Room and tax will be billed to our account. 
  5. You will be responsible for incidentals.

 

If you prefer to receive a stipend and book your own hotel, follow these steps: 

  1. Fill out the travel form to let us know your preference. 
  2. We’ll send a form to get all the details we need to send your stipend of up to $250 per night in advance of your trip. 
  3. You will be responsible for incidentals and any room tax charges over $250 per night.
  4. Send a copy of your receipt from the hotel stay. 

 

GROUND TRANSPORTATION

We will reimburse for reasonable ground transportation costs between your home, the airport and hotel/meeting site as follows:

  • Parking at the event site
  • Taxi, airport shuttle, ride-share (Uber or Lyft) or bus between home and the airport, between the airport and hotel/event site in Charleston.
  • We do not reimburse for rental cars unless specifically approved in advance.

 

MEALS AND INCIDENTALS

We will reimburse you for reasonable expenses while you are traveling:

  • Some meals are provided as part of the summit program. These meals will not be included in the per diem reimbursement.
  • For meals not included in the summit program or your hotel stay, you’ll be reimbursed at the following rates:
    $15 per breakfast
    $20 per lunch
    $40 per dinner
  • Speakers will be reimbursed for reasonable expenses for meals while you are enroute to or from Charleston.
  • Tips for bellmen, housekeeping, ground transportation, etc. will be reimbursed.

 

GUESTS, SPOUSES AND FAMILY TRAVEL

We do not reimburse for any expenses of family members or guests who may be traveling with you.

summit schedule

Below, you’ll find the outline for the summit program. We’ll be reaching out to you individually to chat about your sessions. We’ll continue to fill in the session details as we have them. 

Friday, April 12

  • 11:30 AM
  • Camden Room, Charleston Visitor's Center

Registration

  • 12:00 PM
  • Katy Seppi

Opening Remarks

  • 12:10 PM

Speaker

  • 12:30 PM

Speaker

  • 1:00 PM
  • Jody Day and Tanya Hubbard

Lunch & Fireside Chat

  • 2:00 PM

Roundtable Chats

  • 2:45 PM

Panel Discussion

  • 3:30 PM

Break

  • 3:50 PM
  • Katy Seppi

Strengths Finder Workshop

  • 4:50 PM
  • Katy Seppi

Closing Remarks

  • 7:00 PM
  • Katy Seppi

Group Dinners

Saturday, April 13

  • 10:00 AM
  • Katy Seppi

Opening Remarks

  • 10:10 AM

Speed-Friending

  • 11:00 AM

Break

  • 11:15 AM

Panel Discussion

  • 12:00 PM

Lunch

  • 1:00 PM

Speaker

  • 1:20 PM
  • Jody Day

Keynote Address

  • 2:00 PM
  • Katy Seppi

Break

  • 2:15 PM

Pecha Kuchas

  • 2:45 PM

Break

  • 3:15 PM
  • Carrie Hauskens

Celebration Party

  • 4:15 PM
  • Katy Seppi

Closing Remarks

  • 7:00 PM
  • Katy Seppi

Speaker's Dinner

sUNDAY, aPRIL 14

11:00 AM to 5:00 PM

Beach Party

Pelican Watch Pavilion, Folly Beach

PROMOTION

COMING SOON!

We’ll be adding promotional material for the summit below. Stay tuned!

Current Action Steps

I know that was a ton of info to cover – thank you for making it this far!

For clarity, here are your current actions steps:

Important Dates

We’ll continue to add to this as we go. 

  • January 23: Speaker Information form, Speaker Agreement, and email approving proposed sessions due.
  • February 3: Travel and Logistics form due.
  • February – March: Speaker sessions being developed.
  • March 1: All travel booked.
  • March 15: Speaker session outlines finalized; any printed material or supply requests sent to Katy.
  • April 11: Speaker arrive in Charleston, SC!
  • April 12: Summit starts!
  • April 14: Beach Day and summit wrap up.
  • April 30: All reimbursement receipts and requests sent to Katy.

Questions? Reach out to me at any time at Katy@ChildlessCollective.com. I’m here to help!