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Tatiana Mac's Speaker Rider

Speaker Rider

by Tatiana Mac

Last updated 14 April 2021

What is a speaker rider?

As speaking comes with immense privilege, I have crafted a speaker rider to set expectations and boundaries around my engagement. I am grateful to all the conference organisers who have brilliantly hosted me. I would love to continue to exercise this privilege to speak at conferences, and use this privilege to make the landscape more accessible and beneficial to tech's most historically excluded and marginalised communities.

Considerations

😫 I provide a lot of explanations for those of you who never had to consider these things. Most thoughtful conferences I've attended check most of these boxes intrinsically, particularly when conference runners are experienced speakers. They get it.

1️⃣ All of these are based on my own ethos. I don't wish to or attempt to speak on behalf of all conference speakers.

🤷🏼‍♀️ I will opt to speak at a conference anyway, even if they can't meet all criteria. It usually involves a conversation at the least to ensure that there's not a value misalignment. If the organiser response indicates a value misalignment, I won't speak. (The difference between "we're trying, here's how" and "we think this is absurd and unnecessary.")

💙 You are welcome to use and to adopt this speaker ride as a speaker or as a conference organiser (reframing it as what you might send to a speaker when inviting them). I would appreciate a link back to this rider unrecognised.

💸 I provide this speaker rider for use for free, but you may also sponsor me for this and other open source work I do:

In-Person Events

With the global pandemic, I am not taking in-person events at this time. These are my expectations of hosting when I return (date TBD).

🛩️/🚋 Travel expenses covered

  • Airfare and local transportation to the conference (unless lodging is within walking distance)
  • During heavier speaking months, I sometimes will provide heavy cost-savings to conference organisers as I'm already on the continent the conference is on (when they invited me as an international speaker). When this happens, I will kindly ask to reallocate budget to a business-class upgrade since I will have been on the road for a long time.

🏨 Lodging expenses covered

  • U.S. conferences: For full length of conference, minus workshops/auxiliary events (unless I am partaking in those)
  • International conferences (outside of U.S.): One (1) full day of lodging before the conference + length of conference/workshops (if I'm participating) + evening that I speak.
  • Provide the option to purchase all travel and accommodation on behalf of the speaker. While I opt to book my own plane tickets, forcing the "reimbursement model" (where the speaker pays, then is reimbursed later) is exclusionary to folks who lack the liquid cash and/or do not have credit cards.
  • Leave conference credit card on file for the hotel. Many folks cannot afford a large hold on their credit card, don't have access to credit cards (this becomes further complicated by international conferences).

Remote events

Streaming

  • Generally, I prefer to have remote conferences (particularly those in very different time zones) to be pre-recorded. As I cannot guarantee internet stability, I would not want to compromise conference quality.
  • For live sessions, ensuring we have some sort of back-up plan and run-of-show prior with internet speed tests, tech check, etc.
  • Question and answer sessions need to be moderated by someone trained on your code of conduct with strict no harassment and trolling policies.

Chat spaces

  • Chat spaces must have conference moderators who are trained to follow your Code of Conduct (see section below).
  • The space should be accessible to WCAG AA standards.

💰 Speaker honorarium

  • For-profit conferences, I ask for 1,000-2,000USD depending on ticket costs and conference accessibility and value.
  • For not-for-profit/community conferences where tickets are free/very low-priced, I will heavily discount or waive my fee depending on similar criteria above.
  • For internal/private speaking events, I ask for 2,000-10,000USD depending on audience size, how my recorded talk will be used/distributed (private v. public), revenue/philanthropy of your company, the length and nature of the engagement (Q&A, talk + Q&A, workshop, etc).
  • If there are multiple speakers, we must all be paid equally.
  • If I am invited as a "keynote speaker", which is often paid more, I will offer to redistribute my "celebrity fee" to all speakers. Unfortunately keynote does not always indicate quality and beginner speakers put in just as much work and are often better speakers.

🎟 Ticket to full conference

  • I would think this is a given, but some colleagues have been escorted on and off stage for conferences they spoke at! They were expected to buy tickets!!!

Conference logistics

📝 Strictly-enforced Code of Conduct (CoC)

  • You must have a dedication to protecting the most marginalised and minoritised individuals.
  • Your CoC needs to explicitly call out what abuse is with clear examples (not limited to).
  • You must have clearly defined methods for dealing with conflicts when they arise with trained staff to address conflicts and be prepared to appropriately handle complaints. CoCs are only as good as their enforcement.
  • Both Write Speak Code and JSConfEU provide excellent CoCs that can serve as strong starting points.

🔺 Physically accessible space for all areas used

  • All areas that are part of the conference should be accessible. Period. That means: - Attendee seating
    • Stage, even if you don't think you have speakers who require mobility aids. Because again, it needs to be accessible at all points to be accessible. It can't be conditional. Think about how things come up. Think about how we should not burden people to self-identify and plan as much as we can help it.
    • Social events tied to the conference within the venue and outside of the venue must be accessible especially if you use these social events to sell the networking aspects.
    • Accessibility of space should follow the criteria of the American Disabilities Act and/or equivalent local standards.

💬 Live captioning

  • Ideally conducted by a live-captioning company, but in dire circumstances, using auto-captioning as a "better-than-nothing" option.
  • Live captioning helps a vast array of disabled people, from Deaf and Hard of Hearing, to neurodivergent folks, to learning language speakers, and people at the intersection of all those things.

🙎🏾‍♀️ ** Representation

  • More than 1 non-man of colour (so I'm not the only one!)
  • No all-white panels
  • For full speaker set, representation across race; gender identity, expression, and orientation; physical and mental disability. The larger your speaker list, the higher my expectations will be of equitable representation.
  • If I am on a panel, it must be moderated, ideally by a trained moderator. I've been on far too many panels where the moderator did not equitably ask people questions, and prioritised the most centred and majoritised people.

🔐 Commitment to attendee/speaker security/safety

  • Security should be provided as needed.
  • No selling of data/information, especially not to conference sponsors. If contact information is gathered, it must be done with consent and to General Data Protection Regulation (GDPR).

🚽 Gender neutral and accessible bathroom options

  • Ensure that you have an option that is both gender neutral and accessible.
  • Language that has worked well is "sit/stand" and/or "all genders".
  • If multi-level, please ensure gender neutral and accessible options are not restricted to one floor/location.
    • Gender-neutral parent stalls.

🔖 Pronoun identification

  • Provide stickers/pins/printed on/writing space for nametags.
  • Pronouns should be optional for attendees to self-identify, but provided nonetheless.
  • They, she, and he at the bare minimum. Options should be combinable (so, like for me, I use both they and she).
  • Again, pronouns should be listed on website/printed materials (but always optional). You can get away with just using someone's name if you are uncertain, and they is a better default than anything else, IMHO.
  • Confirm with speakers before announcing them on stage, in particular (I've witnessed quite a few misgenderings through misuse of pronouns).

💰 Scholarship program considerations

  • Scholarship program should be called something other than "Diversity Scholarship." It reinforces the notion that "diverse" (which is often falsely conflated with only racial diversity) candidates all need charity, especially when you then photograph them and use them to virtue signal your good. It is gross.
  • Scholarships is a good option. Be explicit to how you choose candidates, what they're getting, and don't make them conduct trauma porn to get tickets.
  • Include travel. If you don't include travel, you are likely limiting it to local folks, which isn't exactly providing equitable access to folks who don't live in cities where conferences are typically held. If you can't do this, acknowledge this and call them local ticket scholarships or something.

🎙 Stage set up

  • Accessible stage (see above)
  • Wireless microphone option (handheld or microphone)
    • Utilised for all staged aspects of conference (Q&A from audience, workshop speakers, etc).
    • The idea of "my voice is loud enough without a mic" is supremely disableist, and even if you ask the audience, you're relying on people to self-identify their needs.
  • Confidence monitor viewable from stage
    • Confidence monitors are second screens (outside of my laptop) that present my slides/speaker notes. They're usually only visible to me from the stage.
    • Confidence monitors help folks my size and/or folks who are seated to present. I am 1,58m short, so I look like a child or Mr Wilson presenting from behind a lecturn. Also, what would a shorter or mobility aid-using speaker do?
    • If it's a tiny venue without the rigging, my laptop on a small, adjustable table near me should work.
  • Timer viewable from stage
    • If you are going to be strict about the timeline, then you need to provide this. You can include this with the confidence monitor/my laptop/a small kitchen timer.
    • You need to enforce this equitably. I so often see majority-/centred-folks allowed to go over (read: white cis het dudes who don't care), but then everyone else has to shorten their timeslot to accommodate. Big. Fat. Nope. If you're going to be strict, be strict with everyone.

Intellectual Property

📋 Retain intellectual property and ownership of my content

  • I will allow video recordings/live streams so long as they are accessible (captioned) and free (no paywalls!) with written permission prior.
  • No censorship of my content, written, verbal, visual.
  • No branding of my content (I will not use branded slide templates, etc.).

📈 Slides in speaker-preferred format (right now, slides.com)

  • I will not convert into any other format. Period. My slides take a ton of time to design and create and I practice using what I'm comfortable with.

💻 Speaker option of presenting from conference computer or their own

  • It is super difficult/nerve-wracking to get your set up right to do dope code demos. Slide infrastructure, special fonts, and complex environments all contribute to unique presentations. Let people use and test their machines.
  • Providing an option for a laptop for someone who doesn't have one and time to get their environment set/tested.
  • Asking someone to present from an operating system (OS) that is not their own, with settings they're not used to, etc, is also stressful.

Last thoughts

🚶🏼‍♀️ Reserved right for force majeure without consequence

  • If for any reason your conference, other speakers, sponsors, attendees, third-party vendors, etc demonstrate inappropriate behaviour/bigotry (determined by the code of conduct and also I reserve the right to determine beyond), I reserve the right to withdraw from the conference at any point without consequence.
  • Withdrawal may mean that I no longer want my identity associated with your conference (i.e., videos recorded to be deleted/not published, for example) and ask for commitment of removal as soon as possible in writing.
  • The reason for this is that I feel resistance only works if you take meaningful action. Sometimes that meaningful option is opting out of situations.
  • You are responsible for reimbursing me for any costs associated with this, not limited to accommodations and travel plan changes.
  • I have never had to exercise this right—and hope to never have to. I would imagine no conference organiser would want this either.
  • I have never had to exercise force majeure and it will be my last resort (sorry for getting that stuck in your head) if all else fails. In most situations, I feel confident we can collaborate to find an effective, less dire solution to the problem.

Final thoughts

If you are interested in having me speak, please provide the following:

  • Confirmation you have read this speaker rider with questions/any criteria you are unable to meet
  • Conference name, website, date of events, location
  • Budget for speaker honorarium
  • Tentative/confirmed speaker list
  • What you are interested in having me speak about

Thank you!

@marcysutton

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@marcysutton marcysutton commented Aug 3, 2019

Wow, I love this. Thanks so much for sharing it!

@rudderdon

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@rudderdon rudderdon commented Aug 3, 2019

This! This is fantastic!

@turoczy

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@turoczy turoczy commented Aug 7, 2019

Thank you so much for doing this. Definitely going to be using a version of this for future speaking gigs. And to inform what we're providing for speakers and attendees.

Speaking of… We've begun offering childcare or family friendly environments for our events to ensure that parents have the ability to attend. (And because there's an amazing service who provides this sort childcare here in Portland.) Any thoughts on where, if at all, that sort of request might be included? Somewhere in logistics, I assume. But wondering where in the flow you might recommend putting something like that?

@drwave

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@drwave drwave commented Sep 8, 2019

Great stuff. Thanks for sharing.

One spelling bug: I think it's "lectern", not "lecturn". I was going to do a pull request, but then saw you had comments on, and that's easier... :-)

@tatianamac

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@tatianamac tatianamac commented Sep 9, 2019

Great stuff. Thanks for sharing.

One spelling bug: I think it's "lectern", not "lecturn". I was going to do a pull request, but then saw you had comments on, and that's easier... :-)

Fixed. Excellent catch—thank you!
Also is it possible to do PRs on Gists?

@algazel

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@algazel algazel commented Sep 10, 2019

Thanks, this is brilliant and also appreciate the code of conduct links, we're just updating our own and it's nice to work out if anything is missing or how we can do better.

@mcmillen

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@mcmillen mcmillen commented Oct 15, 2019

The emoji you're using near "lodging expenses" (🏩) is "Love Hotel", a particular form of accommodation used on an hourly basis for amorous couples in Japan. It shows up with a heart inside it on iOS and Android (at least).

You might want to use the 🏨 emoji instead (an ordinary hotel) to avoid giving people a wrong impression.

@GuruCharan94

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@GuruCharan94 GuruCharan94 commented Oct 15, 2019

Thank you for this excellent guide.
Can I borrow this as a "What we offer for speakers" guide with full credits for a conference I'm trying to put together?

@tatianamac

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@tatianamac tatianamac commented Oct 15, 2019

@GuruCharan94

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@GuruCharan94 GuruCharan94 commented Oct 15, 2019

Sure, I can do that once I publish it

@tatianamac

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@tatianamac tatianamac commented Oct 20, 2019

The emoji you're using near "lodging expenses" (🏩) is "Love Hotel", a particular form of accommodation used on an hourly basis for amorous couples in Japan. It shows up with a heart inside it on iOS and Android (at least).

You might want to use the 🏨 emoji instead (an ordinary hotel) to avoid giving people a wrong impression.

Oops! Thank you for letting me know this. Updated.

@tekstart

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@tekstart tekstart commented Dec 23, 2019

Thank you so much for sharing this gem.

@vogelbeere

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@vogelbeere vogelbeere commented May 30, 2020

This is brilliant. I created a pledge to not attend or speak at conferences and events that don't have a code of conduct, but this is really excellent and covers even more areas.

@shenchingtou

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@shenchingtou shenchingtou commented Jun 26, 2020

Amazing! Thank you for sharing.

@demaderios

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@demaderios demaderios commented Jan 16, 2021

This is absolutely the best thing I've read in the Event space and I wholeheartedly agree to all the points.

@Gorlanova

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@Gorlanova Gorlanova commented Mar 25, 2021

Brilliant, thank you !

@nannaoo

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@nannaoo nannaoo commented Mar 25, 2021

Thank you for your wonderful document. I would like to use it as a guidance for my current and future organizing. Thanks!

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