Host Organization Payment Process
Important Security Notice
If any document or email alters the institution or account number during the process, contact us immediately. Hosts must notify SBC of payment submission or payment delay. Changes to payment method, setup, or timelines must be communicated promptly.
Payment Management
Vendor & Onboarding
- Please cc or provide us with any important contact responsible for issuing payment or onboarding us in your system.
- Kindly check your system to see if we are connected as a vendor under Speakers Bureau of Canada Inc.
- If we are already connected, we suggest moving forward with Electronic Fund Payment (EFT) to streamline payment.
- If we are not connected and EFT is the preferred method, kindly send us any vendor onboarding forms asap so we can start the process.
Business & Banking Info
You will be provided access to our business and banking details during the agreement process. These details are shared within the agreement stages, and can also be provided upon request.
Please check your system for our business name. Issue all payments to:
Speakers Bureau of Canada Inc.
200-638 11 Ave SW
Calgary, AlbertaContact Information
Your booking agent is your primary contact for all payment matters. Please reach out to them directly for any payment questions, concerns or to notify them of payment sent.
Invoices & Payments
invoicing@speakerscanada.com
(no-reply)Payments Support
clientservices@speakerscanada.com
780-455-3338Payment Communications
- Your booking agent is your primary contact for all payment questions and activity.
- Please do not coordinate payment or expenses directly with the speaker.
- We manage all fees, travel, and payment matters and activity for speakers and the host.
- This ensures a smooth process between all parties within the timelines stated in the agreement.
Payment Remittance
Please ensure all payments and remittances are sent to us directly as speakers are not authorized to accept payment at events. Once payment is submitted, send a remittance notice that includes the invoice number, amounts, date, and reference number to your representative or to: invoicing@speakerscanada.com
Payment Standards
Vendor Setup
- Complete setup within 15 days of booking confirmation
- Search for Speakers Bureau of Canada Inc.
Host Payment: Event Within 90 Days
- Full payment due 15 days once the agreement is fully signed
- Deposits are not accepted
Host Payment: Event Exceeds 90 Days
- 50% deposit due 15 days after signing
- Final payment due 15 days before the event date
Host Late Payment
- 2% monthly penalty applies on outstanding balances from the invoice due date
- Contact your representative immediately if a delay is anticipated
Speaker Payment
- Timely host payment is critical to meeting our obligations
- SBC manages all speaker payment matters. We remit payment to the speaker 7–15 days post-engagement
Full Payment by Event Date
- All funds must be received before the event
- SBC holds funds and remits payment to speaker 7–15 days post-engagement
50% Deposit Qualifications
- Event exceeds 90 days from invoice date
- Speaker fee exceeds $20,000 CAD
Government Payments
- Payment due 7 days post-engagement
- Please notify your representative if a purchase order or internal approval process is required
Communication Notifications
- Please notify us promptly of any anticipated delays so we can protect the engagement
- We are flexible and align our process with each organization’s internal procedures
- We kindly ask that payment timelines are prioritized to ensure we can protect our relationship with the speaker
- All payments are coordinated through Speakers Bureau of Canada and are not made to the speaker directly
Accepted Payment Methods & Currency
All payments are issued directly to Speakers Bureau of Canada Inc. We accept all methods of payments and currency below. If you wish to issue payment in a different currency, please notify us so we can make arrangements. Please select the method that best suits your organization and notify your representative once payment has been submitted and provide the payment remittance that includes the requested items.
Electronic Fund Transfer (EFT)
Preferred & Standard Method of Payment
Wire Transfer
Reserved for over boarder, privacy and large transactions.
Cheque
Send all cheques to our head office securely. May experience processing delays.
E-Mail Transfer
Eligible payment may limit transactions due to per day amount restrictions.
Credit Card
We accept all major credit cards. There is an additional 2.9% processing fee added to the total amount.
$CAD
Canadian Dollar
Primary currency.
All invoices issued in CAD.$USD
US Dollar
Exchange rate confirmed at time of payment.$EU
Euro
Exchange rate confirmed at time of payment.$GBP
British Pound
Exchange rate confirmed at time of payment.
Invoicing Process
Agreement & Payment Form
Host confirms payment details and accesses our banking details through the form we provide.
Payment Method
Preferred method is established to issue and receive payment.
Vendor Onboarding
Vendor onboarding is completed for EFT if applicable.
Invoice Issuance
SBC issues invoice with fully signed agreement attached.
Payment & Receipt
Host submits payment and remittance notice. SBC issues official receipt once payment received.
Invoice Items & Requirements
All invoices and payment submissions must include the following details to ensure accurate processing and timely remittance.
Engagement Invoice
- SBC Invoice Number
- Host Organization Name
- Speaker Full Name
- Event Date
- Speaker Fee
- Approved Travel Expenses
- Applicable Tax
- Total Cost
- Signed Agreement
Books & Merchandise
- SBC Invoice Number
- Host Organization Name
- Speaker Name
- Item Name
- Item Cost
- Shipping Cost
- Applicable Tax
- Total Cost
- Signed Agreement
Host Payment Submission
- SBC Invoice Number
- Speaker Name
- Item Name (if applicable)
- Total Payment Amount (incl. tax)
- Payment Date
- Payment Reference Number
Payment Support
We Are Flexible
We work with a wide range of organizations and do our best to accommodate each team’s internal processes, timelines, and requirements.
Speakers Depend on Us
Our speakers trust SBC to remit payment on their behalf. Delays in host payment directly impact our ability to meet our obligations to them.
Timelines Matter
We ask that payment deadlines are treated as a professional commitment. Late payments affect our relationships and our reputation in the industry.
We Get It
Things happen — approvals get delayed, teams get busy, systems have hiccups. We are always here to support and work through it together.
Just Keep Us Posted
A quick heads-up goes a long way. If a delay is coming, let your representative know early and we will do our best to manage expectations on our end.
Let’s Stay on the
At the end of the day, we are in the business of great events and memorable moments. Smooth payments mean happy speakers, happy hosts, and more great events ahead.
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