Primary Contact
Your dedicated booking agent is your single point of contact from the moment your booking is confirmed through to the day of your event.
Your Booking Agent
From first inquiry to the engagement date, your booking agent is your primary point of contact for all questions, updates, and required services. Each of our agents manage the full lifecycle of the engagement, including lead qualification, speaker matching, availability and holds, booking confirmation, agreement development, logistics coordination, and event execution.
Tailored Booking Experience
Each engagement is managed through a structured process with built in service and flexibility. Your agent manages all conversations and provides a personalized experience aligned to your needs, with clear timelines and defined next steps. This ensures consistency, accuracy, and efficiency through a dedicated team member who has been involved in your planning from the very start.
Support and Escalation
As your primary contact, your agent manages all communication, updates, and documentation. SBC leadership and the broader team support as needed to keep each stage on track. Escalations, emergencies, and time sensitive matters are prioritized to protect delivery as your event approaches.
Taxes & Insurance
All parties must submit applicable taxes for the engagement. SBC manages all tax determinations and will communicate them clearly in the quote, agreement and invoice. Please let us know if you are tax exempt at an early stage.
Place of Supply & Applicable Taxes
We determine place of supply based on how services are delivered. For in person events, it is the event location. For virtual events, it is the office processing payment, and for speakers this is SBC’s head office in Alberta. GST, HST, and QST are applied based on the provincial place of supply.
Tax Exempt
SBC is PST exempt in British Columbia, Saskatchewan, and Manitoba. Tax exempt organizations must provide a valid exemption certificate or letter. SBC does not remit taxes for Indigenous speakers who reside on reserve.
Event Insurance
We are WCB insurance exempt and carry event insurance covering the scope of our agreement. We recommend the host organization obtain insurance for all parties. Our speakers do not have WCB coverage and may purchase one-time event insurance if required. Please contact us at an early stage if insurance is a factor for this event so we can prepare the speaker.
Contact Us
If you are experiencing delays or require immediate assistance, please contact the appropriate team directly. The emails below are monitored and routed to ensure a prompt response.
Agent Support
events@speakerscanada.com
Payment Support
clientservices@speakerscanada.comHelpful Resources
Our resource pages provide detailed guidance on speaker fees and travel expenses. Use these links at any stage to review estimates, understand cost components, and plan accordingly.
Speaker Fees
speakerscanada.com/speaker-fees
Travel Expenses
speakerscanada.com/travel-expenses
All agreements and payments are coordinated through the Speakers Bureau of Canada and are not provided to the speaker directly. We align our process with each organization’s internal procedures, and we kindly ask that agreement and payment timelines are prioritized. Please notify us promptly of any anticipated delays so we can protect the engagement.
Agreement Types
We issue agreements tailored to each engagement, drafted to meet legal and industry standards with the flexibility to accommodate your organization’s needs.
Three-Party Agreement
Our standard agreement between SBC, the host, and the speaker. Sent first to the host for review and amendments before the speaker executes.
Sole Source Contract
Two separate agreements — SBC with the host, and SBC with the speaker. Used when a sole source structure is required by the client.
Client-Issued Agreement
We can work within a client-issued agreement where preferred, reviewing and negotiating terms to align with our standards and the speaker’s requirements.
Withstanding Agreement
For ongoing relationships, a withstanding agreement covers vendor onboarding with a statement of work issued per engagement — streamlining future bookings.
Amendments & Negotiations
We focus on cancellation, intellectual property, and recording clauses. Formatting edits are not accepted unless they affect a clause outcome. Conflicts are resolved within 24–48 hours.
Electronic Distribution
Signed via Zoho Sign and distributed automatically to all parties. Look for requests from ‘Speakers Bureau Canada.’ Final copies attach to invoices, purchase orders, and the connection email.
Important Deadlines & Structures
The following timelines apply to all standard engagements. Vendor setup and payment preferences are collected via form following booking confirmation. Government and high-value bookings have specific terms outlined below.
Agreement — 21 Days
A fully signed agreement is targeted within 21 days of confirmed booking.
Vendor Setup — 15 Days
Vendor setup must be completed within 15 days of booking confirmation.
Speaker Fees Over $20,000
A 50% deposit structure applies to all speaker fees exceeding $20,000.
Event Within 90 Days
No deposit required. Full payment is due 15 days after a fully signed agreement.
Event Exceeds 90 Days
A 50% deposit is due 15 days after signing. Final payment is due 15 days before the event.
Government Departments
Payment is due 15 days post-engagement. Fees over $20,000 require a 50% deposit.
Agreement Workflow
Here is what to expect at each stage, what we handle, what we need from you, and what happens next. We know delays can occur, and are here to support your process and needs. Please update us with any questions, concerns, delays or expected timelines so we can update the speaker.
- 1
Stage 1 — Confirmation
Booking confirmation email with quote sent to Host
Host confirms event details available in email
Speaker enters permanent hold in calendar
Internal review confirms accuracy
SBC system updated - 2
Stage 2 — Host Agreement Form
Agreement Form sent to Host, first of two
Form confirms event and payment logistics from Host
Host completes Agreement Form to best of ability
Host returns Agreement Form to SBC - 3
Stage 3 — Draft Agreement & Speaker Forms
Draft agreement sent to Host for review
Travel Request Form sent to Speaker
Logistical Confirmations Form sent to Speaker
SBC sets up payment with Speaker and Host
- 4
Stage 4 — Finalize Terms
Terms negotiated if required with Host
Speaker forms received and reviewed with confirmations
Agreement updated if material or logistical changes
Payment set up complete with all parties
Final draft agreement sent for signatures
Logistical Questionnaire Form sent to Host - 5
Stage 5 — Signatures & Financial Trigger
Electronic signature via system preferred
SBC signs – Host signs – Speaker signs
Agreement fully signed
First copy distributed to all parties
Host returns Logistical Questionnaire Form
Host invoice issued with final agreement attached
Speaker invoice received by SBC
Connection email prepared with all final assets - 6
Stage 6 — Connection Email
Introduction email sent to all parties
Content and creative meeting set with Speaker
Attachments include itinerary, signed agreement, media kit, A/V requirements, dietary needs, on-site requirements, event details, and key contacts
Important Considerations
Workflow & Forms
Forms Control the Workflow
The Agreement Form drafts the agreement. The logistical forms confirm all details, logistics and commitments for itinerary and program. Logistical forms become the source of truth.Logistical Forms for Updates
Logistical forms remain active and accessible once released. Form updates notify all parties and can be updated at any stage. Please notify SBC if an update has been made.Host Updates
Host Logistical Questionnaire Form is active and can be updated and submitted at any time.Speaker Updates
Speaker Logistical Confirmations Form is active and can be updated and submitted at any time.Documents & Changes
Itinerary Production
Logistical Questionnaire, Logistical Confirmations Form, and Speaker Travel Form must all be returned before the itinerary is produced.Communicate Updates Early
Update the form, resubmit, and send an email to SBC. Early communication protects timelines and costs.Documents in Portal
All agreements, invoices, forms, and assets are accessible in the client and speaker portals at all times and distributed via email.Material Changes
Changes to scope, fees, or terms require an agreement update before proceeding.Non-Material Changes
Non-material changes to logistics update the itinerary only. No agreement update required.Execution & Timing
Travel Follows Execution
Speakers may delay booking travel until the agreement is fully signed. Delays can affect travel costs and the quote.Promotional Materials Follow Execution
Speaker media kit and promotional materials are released in the connection email after execution.Invoice Follows Execution
Host invoice is issued after the agreement is fully executed by all parties.Fast-Approaching Events
Events with tight timelines follow a streamlined process. Contact Client Services immediately.Cancellations
All agreements include cancellation protection for all parties. Refer to your agreement for full terms.EFT & Electronic Signatures Preferred
Electronic signatures and EFT payments keep the file on schedule and are preferred by SBC.
Resources
Forms Control the Workflow
The Agreement Form is the source of truth for the file. All updates and changes flow through the form or via email to SBC.
All Updates Are Tracked
Material changes to scope, logistics, fees, or terms require an agreement update. Nothing proceeds on outdated information.
Electronic Signatures & EFT Preferred
Electronic signatures via system and EFT payments are preferred. Both keep the file on schedule.
All Documents in Your Portal
Agreements, invoices, purchase orders, and correspondence are accessible in the client and speaker portals at all times.
Flexibility Within Standards
SBC accommodates each client’s internal procedures and agreement preferences while maintaining standards that protect all parties.
We Are Here Throughout
Client Services is available from booking confirmation through to the day of the event. No deadline is overlooked.
- Event Process Guide: Virtual Events
- Host Payment Process
- In Person Agreement Terms & Conditions
- In Person Event Guide New
- In Person Event: Content Creative Meeting
Speaker Payment Process- Speakers Canada Organizational Directory Process
- spellchecker privacy
- test
- Virtual Agreement Terms & Conditions
- Virtual Event: Content Creative Meeting