How can you create a speaker agreement that protects both the speaker and the conference?

1 Topic and format

The speaker agreement should specify the topic, title, and format of the presentation, as well as the length, date, and time. This helps to avoid confusion or duplication of content, and to ensure that the speaker prepares accordingly. The agreement should also indicate whether the presentation will be live or pre-recorded, and whether it will be interactive or not.

2 Fees and expenses

The speaker agreement should clearly state the fees and expenses that the speaker will receive for their participation, and how and when they will be paid. The fees may vary depending on the speaker's experience, reputation, and demand, as well as the budget and size of the conference. The expenses may include travel, accommodation, meals, and materials. The agreement should also specify who is responsible for booking and paying for these expenses, and whether there are any limits or conditions.

3 Rights and responsibilities

The speaker agreement should define the rights and responsibilities of both the speaker and the conference regarding the ownership, use, and distribution of the presentation and any related materials. For example, the agreement may grant the conference the right to record, stream, or share the presentation with its audience, or to use the speaker's name, image, and bio for promotional purposes. On the other hand, the agreement may require the speaker to deliver the presentation as agreed, to respect the conference's policies and guidelines, and to refrain from making any derogatory or defamatory remarks.

4 Cancellation and termination

The speaker agreement should outline the cancellation and termination policies for both the speaker and the conference, in case of unforeseen circumstances or breaches of contract. The agreement should specify the notice period, the consequences, and the remedies for either party to cancel or terminate the engagement. For example, the agreement may stipulate that the speaker will forfeit their fees or reimburse their expenses if they cancel without a valid reason, or that the conference will pay a penalty or offer an alternative opportunity if they cancel without cause.

5 Dispute resolution

The speaker agreement should include a dispute resolution clause that describes how any disputes or conflicts arising from the engagement will be handled. The clause should indicate the governing law and jurisdiction, the preferred method of resolution (such as mediation, arbitration, or litigation), and the allocation of costs and fees. The clause should also encourage the parties to communicate and cooperate in good faith to resolve any issues amicably.

A speaker agreement is a valuable tool that can help you create a successful and mutually beneficial relationship with your speakers. By covering the essential aspects of the speaker-conference engagement, you can avoid ambiguity, confusion, or conflict, and ensure that both parties are satisfied and respected. A speaker agreement can also enhance your credibility and professionalism as a conference organizer, and attract more speakers and attendees to your event.