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Speakers Canada Virtual 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.

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 desired learning outcomes, what you want participants to walk away with.
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 the virtual link for the session.
Confirm the virtual software link, technology, login, slide control and the recording logistics.
Outline technical IT setup, visual background, lighting in room on time of day for the speaker, speaker requirements, and rehearsal logistics.
Identify any additional commitments or attendance before or after the session.
Confirm if a book sales table is needed and whether the host can accommodate the request by providing a link to the book in the meeting notes for the live broadcast.

Virtual Access Link for Session

The host organization is responsible for setting up the virtual software and informing the speaker of all technical requirements.
The virtual access link should be created and shared with the speaker 7–14 days before the event.
The link must be emailed directly to the speaker using the email address provided in the agreement and connection email.
A calendar invitation must be sent to the speaker with the confirmed time, date, and session duration.
The access link should be included in the video conference section of the invitation and repeated in the notes section along with any additional login or access details.

Virtual Test Runs

Two test runs are recommended to ensure a smooth virtual session.
The first test run should be conducted during the discovery call to review the platform, speaker setup, technology requirements, and presentation tools.
The second test run should occur within 30 minutes prior to the session start time to confirm access and resolve any last-minute issues.
The speaker must be provided with the IT or production contact responsible for technical support in the agreement, connection email, or during the discovery call.

Zoom Best Practices

MS Teams Best Practices

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 may require a room to be booked for the meeting, plug in ethernet and to be prepared in case any technology fails.
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.

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Speakers Canada Virtual Appearance Process

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