Agreement 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.