Speakers Copyright Images and Videos

This policy outlines the copyright standards governing all media, presentations, and intellectual property managed or distributed through the Speakers Bureau of Canada (SBC). It defines the responsibilities of speakers, clients, and SBC staff in protecting ownership rights and ensuring full compliance with the Copyright Act of Canada. All materials published, recorded, or shared through SBC platforms must adhere to these requirements to prevent infringement and maintain professional and legal integrity. This guide provides step-by-step direction for speakers and SBC staff to ensure all images, videos, and recordings meet Canadian copyright requirements before publication or promotional use. The purpose is to prevent infringement, confirm ownership, and maintain a verifiable record of permissions for all materials used across SBC platforms.

Copyright Policy and Compliance for Speakers and Media Use

• All SBC team members, speakers, and affiliates must comply with the Copyright Act of Canada.
• All visual, audio, and written content used, shared, or reproduced through SBC platforms must respect the ownership rights of content creators and third parties.
• SBC enforces consistent copyright compliance across all public and internal media.
• All materials shared through SBC platforms must follow these requirements to prevent infringement and ensure legal integrity.
• Compliance with this policy is mandatory for all SBC staff, speakers, and affiliates.

Ownership of Speaker Content

• Speakers retain ownership of all original presentations, written materials, and recordings created independently.
• SBC acknowledges that speaker-created materials are the intellectual property of the speaker.
• Each presentation itself falls under as a copyright with rights allocated to the speaker.
• SBC engagement agreements specify that clients are subject to Canadian copyright law regarding speaker content.
• Client use, reproduction, or distribution of speaker materials requires written authorization.
• Speakers are encouraged to trademark proprietary names, acronyms, or frameworks to protect their intellectual property.

Third-Party Media and Copyright

• All third-party photographs, videos, graphics, and recordings remain the property of their creator or managing organization.
• SBC and speakers must not use or distribute third-party media without written authorization.
• Copyright ownership does not transfer to a speaker unless a written agreement formally assigns the rights or the source is clearly referenced in the content.
• Photos or videos taken of a speaker remain the property of the photographer or videographer unless copyright is formally transferred in writing.
• Speakers must carefully review media or event contracts to confirm the usage, reproduction, and ownership rights granted.

Permissions and Licensing Requirements

• Written permission must be obtained before using third-party media on SBC platforms.
• Speakers who are members of SBC, grant SBC a perpetual, royalty-free, non-exclusive license to use and reproduce content for promotion.
• Clients may be required to pay royalties or obtain licenses for any use of recordings beyond agreed engagement terms for each engagement.
• Speakers submitting third-party content must include source details, ownership information, and license terms.
• Proof of written authorization, license agreements, or purchase receipts must be retained and submitted to SBC for recordkeeping.
• If a copyrighted photo or video is owned by a third party, written permission must also expressly extend to SBC for its use in promotional or marketing materials.

Attribution and Source Verification

• Credit must be provided to all media owners when attribution is required by license or law.
• Speakers must supply accurate ownership and source details for all submitted third-party media.
• SBC may verify ownership through reverse image tools such as TinEye or Google Images to confirm that materials are not registered or sold as stock by another party.
• Unauthorized or unverifiable media will not be used in SBC publications.
• Speakers should save TinEye or Google Image search results and attach them to SBC’s compliance archive as proof of verification.

Use of Media Captured at Events

• Media captured at live events may be owned by event organizers, photographers, or production companies.
• Speakers and SBC must review event or production contracts to confirm ownership and permitted usage rights.
• Content captured at live events may be subject to fewer restrictions but still requires verification before being represented as the speaker’s own material.
• The Host and the Speaker retain the rights to photographic and video content that includes members or stakeholders that appear in the content.

Copyright Enforcement and Risk Management

• Unauthorized use of copyrighted materials may result in takedown requests, removal of content, or legal action.
• SBC enforces a zero-tolerance policy toward copyright infringement that causes legal or financial risk.
• All infringing content must be removed immediately upon identification and reported to SBC management.
• SBC reserves the right to suspend or withhold any media pending copyright verification or ownership clarification.
• All corrective actions must be documented, and SBC will update compliance records once issues are resolved.

Fair Dealing and Limited Use Exceptions

• Short 10 to 15 second audio or video clips may qualify to be plugged into to videos and fall under Canadian fair dealing provisions.
• Clips containing original audio may also be used up to 10 to 15 seconds but carry increased legal risk.
• Fair dealing does not apply to promotional or commercial use, including SBC’s marketing, YouTube, or social media materials.
• To reduce risk, written permission should be obtained from the original content owner whenever possible.
• Speakers and SBC must maintain a record of clip duration, content source, and the specific purpose of use for each instance of fair dealing.

Audio Usage and Voiceover on Copyrighted Material

• If a copyrighted video is used with audio replaced by a speaker’s commentary, the visuals may still require permission.
• Clips up to 10 to 15 seconds with commentary may reduce infringement risk but do not eliminate copyright liability.
• Before adding commentary or overlay audio, confirm that the video visuals are not owned by a third party.
• SBC recommends obtaining explicit written consent from the visual content owner regardless of whether the original soundtrack is replaced.

Stock Photo and Video Purchases

• Stock photography and video must be purchased only from verified licensing platforms such as Shutterstock, Adobe Stock, or Getty Images.
• License terms must be reviewed to confirm commercial use, modification, and redistribution rights.
• All receipts, license documents, and download confirmations must be retained as proof of purchase and compliance.
• SBC must be listed as an authorized license holder when stock content is used for corporate websites, advertisements, or promotional campaigns.

Speaker Responsibilities and Compliance

• Speakers must ensure all content shared through SBC is free of copyright violations.
• Speakers must confirm ownership or obtain usage rights for all images, audio, and videos.
• Speakers must retain and provide documentation for all usage licenses, permissions, or stock purchases.
• Speakers are required to provide contact or ownership details for any third-party content to allow for attribution and verification.
• SBC may request proof of ownership, license documentation, or authorization at any time prior to or after publication.

SBC Internal Review and Documentation

• SBC maintains a centralized compliance archive containing all permissions, licenses, purchase receipts, and verification records.
• Each file entry must include the media title, source, date of verification, verification method, and license or authorization details.
• All media permissions must be stored and cross-referenced prior to publication or distribution.
• SBC communications and media teams must verify all content ownership before release on public platforms.
• Content cannot be published until copyright verification and documentation are complete.

Reporting Copyright Concerns

• Any suspected copyright infringement must be reported to SBC management immediately.
• Reports must identify the content, source, date, and publication platform.
• SBC will investigate, remove, or suspend access to infringing material.
• SBC will contact the copyright holder to request resolution or formal authorization where applicable.
• All corrective actions and communications will be documented within SBC’s compliance records.

Registration and Protection of Speaker Media

• Speakers are encouraged to register original images, videos, and presentations with copyright or stock protection services such as TinEye or Creative Commons.
• Registration provides verifiable proof of ownership and prevents unauthorized use by third parties.
• Speakers should maintain registration certificates and include copies within SBC’s compliance archive.
• Speakers are encouraged to trademark brand names, acronyms, or proprietary frameworks developed for professional use to secure exclusive rights.
• SBC supports speakers in identifying appropriate copyright registration or trademark options.
• SBC will not distribute or reproduce registered material without explicit written consent from the rights holder.