Conference/client name | Issue number: x | Date of issue/revision: [date]
I'm really pleased that you have asked me to be a part of your event, and I'd like to confirm my involvement with this contract.
In the following sections you won't find any complicated legal terms or long passages of unreadable text - this is not about tricking you into signing something that you might later regret. This document is confidential, and exists to protect the interests of all involved parties, to outline our responsibilities to one another, and to avoid any confusion or disappointment during and/or after our time working together.
By signing, you confirm that you have the authority to enter into this contract on behalf of yourself, your company or your organisation. You also agree to stick to the payment schedule agreed (see 'Compensation' section).
I agree that I have the experience and ability to deliver a talk in line with what we have previously discussed, and that I will do it in a professional manner. I'll endeavour to meet any deadlines you give me, and will maintain any necessary confidentiality around the event.
If anything is unclear please do not hesitate to ask me any questions. It is also important to know that amendments and additions can be requested prior to signing the document.
You, [conference organiser], are contracting me, [name, company name] to present at [conference name], to be held at [location] on the [dates].
To the best of my ability, I will present the following session:
- Session title:
- Talk length:
I will be able to use my own laptop for presentation, and will be given a professional audio and visual setup, including the ability to undertake a technical check before my talk.
I agree to be photographed or videoed during the event, either by organisers or by participants. Any images or videos taken can only be used to promote the current or a future instance of this conference series. Images or videos cannot be sold without my explicit permission in advance.
This session will not be exclusive to this conference, and may be given at other events either prior to, or after your event. An agreement to deliver this talk does not constitute transferral of ownership of the presentation materials, but I will post my slides online after the event and will share them with you for the purpose of sharing with attendees.
As previously discussed, you agree to provide me with the following compensation for this talk:
- £[X] speaker fees
- Complimentary conference registration
- Accommodation for [X] nights [details, limit, booking etc]
- Travel [details, limit, booking etc]
[An invoice for 50% of the speaker fees (non-refundable) will be sent 1 month prior to the conference, due on receipt. The remainder of the balance (and for any agreed expenses) will be sent on completion of the talk and will be due within 14 days.]
[An invoice for 100% of the speaker fees will be sent on delivery of the talk, and will be due within 14 days. All other costs will be covered directly by you.]
No travel/accommodation bookings will be made without written confirmation between both parties in advance.
Where relevant, my information should appear as written below in all conference marketing materials, including online.
- Speaker name: [name]
- Speaker's company: [company]
- Job title: [title]
- Website: [website]
- Bio: [biography]
I would love to show off my involvement, so I may reference the event on my website and link to your site, or mention my involvement through other channels. I will be sensitive and considerate about what I share, and it will be in line with any confidentiality arrangements that we have agreed, or announcement schedules.
You reserve the right to cancel this agreement and to replace me as a speaker if you are not satisfied in the run-up to your event, but will not be entitled to a refund of any deposit or related costs paid. If I have already paid for bookings related to the conference, you agree to compensate me for these fully.
I agree that I will provide written notice of at least 30 days in advance of my session if I desire to cancel my involvement. If any speaker fees have been paid to me at this point, I agree to return these in their entirety. If at any point between the signing of this contract and the event, the terms of this contract are broken, I reserve the right to cancel my involvement without returning any deposit paid to date.
We mutually agree that both parties shall be released from any and all liability or damages if either of us are unable to fulfill the terms of this agreement due to exceptional circumstances (including but not limited to severe illness or physical disability, acts or regulations of public authorities, strike, epidemic, flood, interruption or delay of transportation, or any other cause beyond the control of the parties).
In the run-up to the conference, I reserve the right to change the title or content of my talk, however any changes will require approval from you, and will be in line with any dates you have made me aware of around promotion of the event and printing of materials.
If any provision of this contract shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this contract and shall not affect the validity and enforceability of any remaining provisions. Throughout the course of this event I will not be liable to you or any third-party for damages, including lost profits, lost savings or other incidental, consequential or special damages, even if you've advised me of them.
Unfortunately you can't transfer this contract to anyone else without my permission. A revised version of this contract will be issued if we choose to work together again in the future.
Although the language is simple, the intentions are serious and this contract is a legal document under exclusive jurisdiction of UK courts.
I look forward to the conference, and to us working together.
The dotted line
Signed by and on behalf of [company name] Date: [date]
Signed by and on behalf of [customer name] Date: [date]
Everyone should sign above and keep a copy for their records.