Speakers Canada Live Appearance Process

The following information is set to outline and guide you and your team in confirming the process, expectations, and next steps.
Please read over the following information to ensure you are aware of our next steps and guidelines in working with our speakers and us.

SBC Agreement Policies

• SBC and our speakers require a fully executed agreement before confirming participation in any in-person event.
• Verbal confirmations are not accepted as the fully signed agreement is what ultimately confirms the speaker’s commitment.
• The agreement protects all parties and must be in place prior to travel or promotional commitments.

Edits, Amendments & and Host Agreements

• SBC does not accept reworded clauses that produce the same contractual outcome.
• The agreement should be approached as a low-risk contract, ensuring a streamlined process.
• SBC reserves the right to reject edits related to cancellations, intellectual property, and recordings on behalf of the speaker.

Intellectual Property, Recordings/Livestreams, and Production

• SBC and the speaker must be informed in advance if there are plans to livestream, record, or reproduce the session.
• The intended use, access duration, and internal distribution strategy must be disclosed prior to finalizing the agreement.
• The agreement will specify the permissions granted for intellectual property use and recording rights.
• Each speaker has their own guidelines and comfort level regarding livestreams and recordings.
• SBC facilitates alignment between the speaker and host to ensure all parties agree to the terms and production process.
• All intellectual property shared or presented during the session remains the sole property of the speaker and SBC following the event.
• Host organizations, production teams, and event contributors are required to communicate any plans involving session recording or distribution in advance.

Timeline, Execution, and Signing Process

• Agreements must be fully executed within 14 days of the first draft.
• Once a speaker is selected, SBC will confirm event details by providing a logistical overview and requesting all necessary information for the agreement.
• The initial draft will be sent as a PDF in the email thread and simultaneously circulated via Zoho Sign for review.
• Upon confirmation of final event details, SBC will issue the final draft for electronic signature through Zoho Sign and include the same version as a PDF attachment in the email thread.
• All parties will receive the fully executed agreement automatically after the final signature is applied.
• Hosts may sign directly through Zoho Sign or submit a digital signature on the attached PDF.
• The executed agreement will also be included with the invoice and the connection email with the speaker for reference.

Types of Agreements

• SBC typically uses a standard three-party agreement involving SBC, the host organization, and the speaker.
• In some cases, SBC may issue two separate sole-source contracts: one between SBC and the host, and one between SBC and the speaker.
• Indigenous communities and organizations are provided with a distinct agreement tailored to reflect cultural protocols, community priorities, and logistical requirements.
• Government organizations are issued a separate agreement that aligns with Canadian law and complies with government contracting standards, policies, and procurement processes.
• SBC can also work with agreements provided by the host organization if the Terms related to intellectual property, recordings, and cancellations must be negotiated to align with SBC’s standards and speaker requirements.

B2B and Vendor Platforms

• For hosts using B2B software such as Ariba or Coupa, SBC prefers to establish a Master Agreement or Withstanding Agreement which governs the working relationship.
• Individual events can then be managed through Statements of Work if we have established a Master Agreement between SBC and the host.

Travel Expenses

• Speakers may request a flat-rate “Travel Buy-Out” to cover all travel-related costs for the engagement.
• This fee is calculated based on event location, session duration, and required travel timelines.
• Flat rates are confirmed in advance and replace itemized reimbursement.
• Each speaker and engagement may involve specific travel conditions or requirements.
• Travel costs are not intended to generate profit for either the speaker or SBC.
• For full travel policies and fee structures, visit: https://speakerscanada.com/travel-expenses-policy-fees

Payment Process

• SBC prefers to be set up as a vendor in your system for Electronic Fund Transfer (EFT) payments.
• We also accept cheque or email transfer.
• Credit card payments are accepted with a 2.9% processing fee.
• Payment is not to be submitted to the speaker directly and a cheque is not to be handed to the speaker at the event.
• We may already exist in your system under Speakers Bureau of Canada Inc. for Electronic Payments.
• Our business and banking information will be included in the appendix of the agreement, the form in the email Passover we sent when connecting you with client services for the agreement.
• Please forward any required vendor application form so we can complete setup promptly.
• SBC client services representative managing your engagement will oversee all invoicing and payment coordination.
• Payment must be received by SBC within 7 days following the event date, as we are required to issue payment to the speaker within that timeline.
• SBC is PST-exempt in BC, SK, and MB. If your organization is GST/PST exempt, an exemption letter must be provided.
• Invoices will be issued from sbc-accounts-receivable@speakerscanada.com
• For questions or support, contact the SBC client services representative coordinating your agreement, or email clientservices@speakerscanada.com

Promo Materials

• SBC will provide approved promotional materials in the connection email, including the speaker’s bio, image, and topic descriptions.
• The host organization may begin promoting the event only after a mutually executed agreement is in place.
• Special permission must be granted by SBC to begin promotion prior to the agreement being signed.
• The host may use and edit the materials provided, but only from the approved content shared by SBC.
• If a customized topic description is required, it should be requested directly from the speaker after the discovery call.
• SBC will collaborate with the host to ensure all promotional needs are met.
• Please communicate any promotional timelines or content requirements in advance so we can assist accordingly.

Connection Email Between Host and Speaker for Content Creative Meeting

• The connection email will include all approved promotional materials, on site requirements and the speaker’s contact information.
• Most speakers prefer that an agreement is executed before they are introduced to the host.
• If the event is within 60 days, SBC will make the introduction as soon as possible.
• If the event is more than 60 days away, an executed agreement must be in place before the introduction is made.
• If the event is approaching within 7–14 days, we recommend replying to the connection email and following up with a WhatsApp message, text, or phone call referencing the email to ensure a timely response.

Content Creative Meeting 

• Review the background of the event and the host organization.
• Confirm session format, speaking time, and audience Q&A duration.
• Discuss potential topic themes and outcomes.
• Provide details about the audience and their roles.
• Provide details about special announcements, achievements or challenges to be addressed in the presentation or that will be addressed during the event.
• Review outstanding deliverables and submission deadlines including connecting with the onsite contact, arrival instructions and any other important logistics.
• Confirm the venue location and room setup.
• Outline A/V setup, speaker requirements, and rehearsal.
• Identify any additional commitments before or after the session such as meals, meet-and-greets, or book signings.
• Confirm if a book sales table is needed and whether the host can accommodate the request.

Your Speaker at the Event

• SBC and the speaker must be assigned an on-site contact and A/V contact prior to arrival.
• Contact details, including name, role, and mobile number, must be provided 14–31 days before the event along with the scheduled arrival time.
• All speakers require time with the A/V representative on the day of the event to complete a technical check of their setup before presenting.
• A/V equipment to support the speaker’s needs and standards must be provided by the host organization.
• A designated on-site representative should be available to escort the speaker, assist with navigation, and facilitate introductions to the host team.
• For meet-and-greet sessions or book signings, a bottle of hand sanitizer must be available.
• If applicable, a liaison should be assigned to support the speaker and manage the lineup.
• Speakers are generally available for networking, meals, and breaks unless a tight travel schedule requires early departure.
• Any special requests should be discussed with the speaker in advance to confirm availability.
• Speakers prefer to be seated with event organizers, speakers, or leadership during meals to support strategic engagement and discussion connected to the session or event themes.
• Meal arrangements should be managed separately from general attendees to ensure the speaker can eat without interruption.
• Dietary restrictions will be provided by SBC and must be accommodated by the host.

A/V Check Rehearsal 

• Speakers must be provided with the on-site A/V contact and scheduled time for an A/V check prior to the event day or on-site before their session.
• The A/V rehearsal should confirm microphone setup, stage positioning, screen sharing, slides, lighting, sound levels, and all relevant presentation components.
• The rehearsal must be conducted in the event room or final presentation environment to ensure technical compatibility.
• Speakers should have a minimum of 15–30 minutes to complete their setup, test audio and visuals, and confirm control of any presentation equipment or slide advancers.
• The A/V contact must be available during the rehearsal and the session to support the speaker and troubleshoot if needed.
• Any last-minute adjustments must be communicated clearly to the speaker following the rehearsal.
• SBC must be informed of the A/V check schedule and any changes to the technical setup that may impact speaker performance.

Cancellations and Force Majeure

• The agreement will state the terms and conditions for cancellations.
• SBC and our speakers must be informed of any organizational or venue-specific restrictions that extend beyond local or provincial public health regulations.
• All event protocols must align with current guidelines set by the Public Health Agency of Canada.
• SBC will confirm that the speaker is able to meet all event policies and must be advised in advance of any conditions that may pose a risk to the speaker or others attending the event.
• Speakers traveling by air may require arrival two days prior to the event due to recent disruptions, delays, and cancellations in commercial flight schedules.
• SBC and our speakers will not participate in any event that violates public health directives or introduces unacceptable health or safety risks.
• Where public health concerns or unforeseen circumstances prevent the event from proceeding as scheduled, the force majeure clause in the agreement will apply.
• In these cases, the event may be rescheduled or delivered virtually with the terms preserved.
• If the format of the event changes from in-person to virtual after confirmation, the speaker’s original in-person fee will remain in effect due to prior time and travel commitments.
• Both the host and the speaker are required to notify SBC immediately in the event of a cancellation.
• If the host cancels the event, SBC will coordinate a rescheduled date that works for all parties.
• If the speaker cancels, SBC will provide a replacement speaker of equal or greater value, subject to host approval.
• If no replacement speaker can be found or agreed upon, SBC will return all funds to the host organization.