All The Points You Need In A Speaker Agreement
I had a recent client who was asked to speak at a local event. She asked if she should write up an agreement with the meeting planner. Of course! Why have a speaker agreement? It provides clarity and defines the expectations for you, the speaker, and for the event host or meeting planner so that everyone is on the same page.
Oftentimes, conferences will send you an agreement or contract. Smaller or local organizations will often operate with a verbal agreement. If the organization does not provide a written agreement, it would be wise to offer one. It is simply the professional thing to do to ensure clarity on expectations and the details of what has been discussed. It’s a good idea to have a speaker agreement template in your speaker toolkit in the event you need it. And it’s also a good idea to run it by your lawyer to make sure it complies with state and applicable laws.
What are the main components that should be included in a speaker’s agreement?
1. Who. You the speaker and the group you are speaking to (organization, association, etc…). Include the name(s) of your client contact and all of their relevant contact information (address, phone numbers, etc…)
2. When. Do include all of the pertinent dates of the event. Will you be arriving early to attend pre-event activities? What is/are the date(s) when you will be speaking? When will you be departing?
3. Location. All of the details of the location should be included. (address, floor/room in which you will be speaking, etc…)
4. Speech details. Include the title of your speech, length, speech abstract or summary (usually used for marketing your speech), speech objectives/intended outcome of speech, short speaker bio.
5. Travel. Put in writing what has been verbally agreed upon with regards to travel. The travel trend for a speaker is to ask for a flat fee for all travel. Some organizations still insist on reimbursing for travel post-event. What are the terms? How soon after the event will your travel costs be reimbursed? What’s covered? (airfare, mileage, transportation, hotel, food, extras?)
6. AV Requirements. Will you be using your own computer? What kind of mic do you prefer? How is the stage set up? How will the audience be seated? (This is important if your presentation is interactive.)
7. Investment/Fee. What is your speaker fee? Are you giving a discount? What are the terms of payment? Specify how much will be paid and when.
8. Cancellations. Unfortunately, emergencies happen and cancellations do occur on both sides. Determining how this will be handled prevents bad feelings on both sides.
9. Extras. Include all other pertinent information about your presentation. Will you be selling books or other collateral at the event? Can the organization record your speech? How will they be using the recording? Who will be responsible for the promotion and marketing of this event? Can you participate with the organization’s social media? Will you write a blog or post for the organization’s newsletter? Will you be available for interviews or the organization’s podcasts prior to the event?
10. Signature. Who will be signing the speaker agreement? Once it has been signed by both parties, the agreement is in play!
Not every speaker agreement will have all of these components, however, a document that clarifies the needs and expectations of both you and the meeting planner/organizer will ensure a successful event for both parties.