Cancellations & Rescheduled Events

This policy applies to all confirmed bookings with agreements in place for Speakers Bureau of Canada’s (SBC) managed speaking engagements. It defines the procedures and responsibilities for cancellations, rescheduling, and force majeure events. All parties are expected to follow the terms in the executed engagement agreement. SBC manages all communications, confirmations, and written outcomes on behalf of both the Host and the Speaker.

Event Rescheduling & Speaker Replacement
- Rescheduling is the primary response to any cancellation
- If rescheduling is not possible, SBC and the speaker must provide replacement options of equal or greater value
- The host may accept a replacement or request a refund
- SBC coordinates all rescheduling and replacement activity
- All changes must be confirmed in writing by the affected parties before proceeding
- Rescheduled engagements must occur within the timeframe outlined in the agreement
- Replacement speakers follow the same terms of the original agreement
- When an event is rescheduled or a replacement is confirmed, cancellation terms are replaced by the new engagement
Financial Terms & Obligations
- Each engagement agreement includes binding cancellation clauses that define financial responsibilities
- Rescheduling and replacement are explored before financial terms apply
- If the host cancels more than sixty (60) days before the event date, fifty percent (50%) of the total cost plus service fees is due
- If the host cancels within sixty (60) days of the event, the total cost plus service fees is due
- If the speaker cancels and no replacement is secured, the speaker must return all funds received to SBC
- If the speaker cancels at any time, the speaker is responsible for nonrefundable travel expenses

Reporting & Communication
- All communications must be prioritized by each party until a resolution is determined
- All conflicts, changes, adjustments, replacements, rescheduling, and cancellations must be reported to and confirmed by SBC immediately
- The reporting party must notify their designated SBC agent in writing and include the event name, event date, reason, context, resolution options, and parties involved
- All communication must be directed through SBC, which relays updates to affected parties

Authority & Control
- All communication, changes, and commitments are managed through SBC
- No changes, adjustments, replacements, or rescheduling may be made without approval from SBC
- All parties must work toward resolution through coordination with SBC
- Each party must provide a summary of the situation upon request by SBC
- SBC coordinates all rescheduling, replacement, and resolution activity in accordance with the agreement
- Disputes will be managed in accordance with our dispute resolution process
Financial Control
- SBC may place a hold on payments during review and resolution
- Funds are released, adjusted, or reallocated based on the confirmed outcome
- Speakers may be required to return payments or apply credits toward future engagements
- Hosts may be responsible for deposits, travel costs, and preparation time incurred
- Credits or invoice adjustments may be applied where applicable
- All financial transactions are managed by SBC in accordance with the agreement
Documentation
- Agreements are updated to reflect resolutions, including rescheduled events or replacement speakers
- Final decisions and financial adjustments are confirmed in writing to both parties
- All parties maintain records, and SBC maintains the official record of all communications, notices, and outcomes
- SBC reviews each case to assess process improvements
- Feedback may be requested from the speaker and host
- Outcomes are used to refine procedures, agreements, and internal processes