Speakers Bureau of Canada
Speakers Bureau of Canada: Speakers, Influencers & Thought Leaders for Events
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Agreement & Payment Process

The Speakers Bureau of Canada (SBC) manages all agreements and payments to ensure clarity, consistency, and timely coordination for every engagement. This process outlines the responsibilities of our team, what organizers and speakers can expect, and the steps required for seamless execution. All agreements, invoices, and payments are facilitated through SBC to protect the interests of both parties and maintain professional standards. Please review the following details to understand how we manage the agreement lifecycle, payment timelines, and associated responsibilities.

Agreement & Payment General Information

We aim to align our services and process with each organization’s internal procedures and policies for agreements and payments.
All agreements and payments are coordinated through Speakers Bureau of Canada and not provided to the speaker directly.
You will receive a form or email requesting information and confirmations required for agreement items and payment details.

Agreement and Payment Timelines
We kindly as that timelines for the agreement and payment are prioritized and we are notified if there are any delays.
We aim to have a fully signed agreement in place within 21 days of the confirmed booking.
We aim to receive full payment a minimum of 7 days before each engagement.
For government bookings, invoices are due 7 days after the engagement.
In all cases, we hold all funds and issue payment to the speaker within 7–14 days following the event.

File Assignment & Primary Contact

  • Client Services representatives manage all aspects of the agreement and payment process.
  • Event Coordinator introduces the organizer to the assigned Client Services representative after booking confirmation.
  • Each agreement, and invoice includes a file number used throughout the agreement and payment process.
  • Client Services is the contact for agreement execution, vendor setup and EFT, invoicing and payment, logistics and travel, on site requirements, promotional materials, and speaker connection.
  • Event Coordinators and SBC leadership remain available for support at all times.

Event Coordinators
events@speakerscanada.com

  • Manage all pre booking: recommend speakers, confirm availability and fees, estimate travel, provide quotes, place holds, final logistical overview and hand off to Client Services.
  • Do not manage agreements, invoicing, payments, or post booking logistics.
  • Support travel conflicts, process delays, emergencies, speaker replacements, reschedules, and cancellations before booking.

Client Services
clientservices@speakerscanada.com

  • Manage post booking: agreement execution, vendor setup, invoicing and payment, logistics and travel confirmations, on site requirements, promo materials, speaker connection, content creative meeting coordination, and support leading up to event.
  • Do not manage speaker recommendations, fees, negotiations, or quotes.
  • Support logistics changes, travel issues, day of operations, emergencies, reschedules, and cancellations after booking.

Estimated Quotes
Speaker Fees | Travel Expenses

  • Our Event Coordinator Team will provide estimated quotes for in person and virtual events.
  • Upon receiving an in person quote, it is important to note that this may not be the final cost.
  • Speaker fees and tax remain consistent at all times and remain consistent whether booked directly or through SBC.
  • Travel expenses can alter the total cost as they depend on the time they are booked.
  • We are always communicating transparently if any increases arise.

Applicable Taxes & Place of Supply

  • All parties are subject to claim and pay taxes applicable for the event.
  • GST, HST, and QST are applicable for all events based on the place of supply.
  • We are PST exempt in British Columbia, Saskatchewan, and Manitoba.
  • If a speaker or host organization is tax exempt, we will require a tax exemption letter or certificate.
  • We do not remit taxes for Indigenous speakers who live on reserves.
  • In Person Event Place of Supply for Speakers & Host: The province of the event location and where services are delivered.
  • Virtual Event Place of Supply for Host: The host organization’s head office or the location where the invoice will be processed.
  • Virtual Event Place of Supply for Speaker: The Speakers Bureau of Canada’s head office in Alberta.

Event Insurance

  • We are WCB insurance exempt in Alberta.
  • We carry event insurance which covers the scope of our Agreement.
  • We recommend the host organization to obtain insurance to cover all parties for an In Person or Virtual Event.
  • Our speakers do not have WCB coverage and may purchase one-time insurance for an event if required.

Agreement Types

  • Standard three-party agreements or sole source contracts are issued first to the host for review and proposed amendments.
  • We also issue sole source contracts, which are prepared as separate agreements between SBC and the host, and a second separate agreement between SBC and the speaker.
  • Our agreement terms are drafted to meet the legal and industry standards.
  • If preferred, we can work with a client-issued agreement or establish a withstanding agreement for current and future engagements.
  • If vendor onboarding is covered by an agreement, we may finalize terms through a withstanding agreement and use a statement of work for each engagement moving forward.

Agreement Amendments & Negotiations

  • We aim to have a fully signed agreement within 21 days of the booking confirmation.
  • Travel and pre-event processes depend on the completion of the agreement, and we ask that you kindly inform your team of the deadline.
  • We also ask that the agreement is treated as a low risk contract to help streamline the process.
  • You will receive a form to provide the information required for agreement items and your payment preferences.
  • We remain flexible to support each client’s terms, with our primary negotiations focused on cancellation, intellectual property, and recording clauses.
  • SBC does not accept linguistic or formatting edits unless the change affects the outcome of a clause.
  • For any negotiation conflicts, we recommend a call or meeting within 24 to 48 hours to align quickly on the terms.

Agreement Distribution

  • Agreements are signed electronically via Zoho Sign and automatically distributed to all parties.
  • A PDF version is also provided.
  • Please look for signature requests from “Speakers Bureau Canada” in your email header.
  • A final copy will be provided to all parties via electronic distribution.
  • We will also attach the final copy to the invoice for the client or purchase order for the speaker.
  • A final copy will also be shared in the connection with the speaker for the content creative meeting.

Host Payments Invoicing

  • Your Client Services Representative will issue an invoice as soon as the agreement is complete with the due date.
  • The agreement form will request your preferred method of payment and provide our banking information.
  • After the agreement is finalized, SBC issues invoices to the host for the total cost, outlining the speaker fee, travel expenses, applicable taxes, and referencing the file number.
  • A separate invoice will be issued for books and merchandise when applicable.

Host Payment Terms & Methods

  • We aim to receive full payment a minimum of 7 days before each engagement.
  • For government bookings, invoices are due 7 days after the engagement.
  • In all cases, SBC issues payment to the speaker within 7–14 days following the event.
  • It is important that payment timelines are followed, as delays may negatively affect speaker relationships.
  • Our preferred method of payment is Electronic Fund Transfer (EFT).
  • We also accept cheques, email transfers, wire transfers, and credit cards.
  • A 2.9% processing fee will be applied to all credit card payments.
  • If your event is within 90 days, we do not work in a deposit structure and collect the full fee.
  • If your event is outside of 90 days, we can accommodate a deposit then final payment within 7 days of the engagement.
  • Please notify your Client Services Representative if you wish to work in a deposit structure, if payment has been sent and if there are any delays in your payment process.

Host Payments Vendor Setup

  • Our preferred method of payment is Electronic Fund Transfer (EFT) which will require us to be connected in your vendor portal.
  • Please check your vendor portal for Speakers Bureau of Canada Inc.
  • Client Services can provide our business and banking information or fill out any vendor onboarding forms.
  • If we are not listed, please send any vendor forms for completion or request our business and banking information.
  • If you are not paying by EFT, please indicate this in the form or in communication with Client Services.

Speaker Payments – Invoicing

  • Your assigned Client Services Representative manages all payment-related communications.
  • The Event Coordinator who booked you will confirm your speaker fee and applicable commission at the time of booking.
  • SBC collects commission solely from speaker fees and does not apply commission to travel, book sales, or merchandise.
  • Neither SBC nor the speaker profits from travel expenses. Travel is reimbursed in full when your invoice is paid.
  • After the agreement is finalized, your Client Services Representative will issue a purchase order referencing the file number.
  • The purchase order will outline the confirmed speaker fee, travel costs (if applicable), and taxes.
  • Speakers must review and confirm the purchase order, then submit their invoice within 3 business days.
  • Invoices must include the file number and match the breakdown of fees, travel, and tax as listed in the purchase order.
  • Discrepancies must be reported immediately to your Client Services Representative.

Speaker Payments – Methods & Policies

  • All speaker payments are issued via Electronic Fund Transfer (EFT).
  • A secure form will be provided if EFT details are not yet on file with the information saved on a secure server.
  • Cheques, wire transfers, or email transfers may be arranged on a case-by-case basis.
  • Invoices under $10,000 are typically paid within 7–14 business days after the engagement.
  • For payments over $10,000, funds are remitted after SBC receives payment from the host organization.
  • Please send a receipt upon receiving payment, referencing the invoice number and file number.
  • Always notify your Client Services Representative when your invoice has been sent, if payment has been received, or if there are any delays.

Disputes & Cancellations

  • All SBC agreements include clearly defined cancellation terms, including timelines, refund conditions, speaker compensation, and force majeure.
  • In the event of a cancellation or dispute, SBC acts as an intermediary to ensure the issue is resolved promptly and professionally.
  • Our first priority is to reschedule cancellations when possible.
  • If rescheduling is not feasible, SBC will assist in securing a suitable replacement speaker at equal or lower cost, subject to host approval.
  • Speakers and hosts must notify SBC immediately of any issues that may affect the scheduled event or if they were unsatisfied with the session.
  • Speakers are expected to arrange reliable travel to avoid disruptions and should plan to arrive at least two days early when weather or seasonal delays are likely.
  • All cancellations and disputes are governed by the terms outlined in the signed agreement and SBC’s official website policies.
  • SBC enforces all contractual terms to ensure continuity of service, protect speaker-client relationships, and uphold fairness for all parties involved.

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If your event is fast approaching or you are using a VPN, please submit your request to events@speakerscanada.com
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