How do you protect your rights and responsibilities when managing speaker contracts?

2 Negotiate the fees

The second step is to negotiate the fees and expenses for the speaker. Depending on the speaker's reputation, expertise, and availability, you may have to pay a flat fee, a percentage of the ticket sales, or a combination of both. You should also consider the speaker's travel, accommodation, and meal costs, and whether you will cover them fully, partially, or not at all. You should also agree on the payment terms, such as the schedule, method, and currency of the payment, and whether you will require an invoice, a receipt, or a tax form.

3 Include the cancellation policy

The third step is to include a cancellation policy in your speaker contract. This policy should outline the circumstances under which either party can cancel the contract, and the consequences of doing so. For example, you may stipulate that the speaker can cancel due to illness, emergency, or force majeure, but must provide a replacement speaker or a refund. Likewise, you may reserve the right to cancel due to low attendance, venue issues, or other reasons, but must notify the speaker in advance and pay a cancellation fee.

4 Address the intellectual property rights

The fourth step is to address the intellectual property rights of the speaker and the conference organizer. This includes the ownership, usage, and distribution of the speaker's presentation materials, such as slides, handouts, audio, or video recordings. You should also clarify whether the speaker can use your conference name, logo, or testimonials in their own marketing materials, and whether you can use their name, image, or quotes in yours. You should also agree on the level of confidentiality and disclosure of the speaker's content and your conference details.

5 Review the liability and indemnification clauses

The fifth step is to review the liability and indemnification clauses in your speaker contract. These clauses define the extent to which each party is responsible for any damages, losses, or claims arising from their performance or breach of the contract. For example, you may limit your liability to the amount of the speaker's fee, and require the speaker to indemnify you from any third-party claims related to their presentation. Alternatively, you may waive any liability for the speaker's actions, and require them to carry their own insurance.

6 Sign and store the contract

The final step is to sign and store the contract in a secure and accessible place. You should ensure that both you and the speaker sign the contract before the conference date, and that you keep a copy for your records. You should also update the contract if there are any changes or amendments to the original terms and conditions. By signing and storing the contract, you can formalize your agreement and have a reference point in case of any disputes or issues.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?