Speaker Inquiries: Speaker Responsibilities & Bureau Standards

The Speakers Bureau of Canada (SBC) establishes clear standards to manage speaker inquiries, leads, and bookings with accuracy and accountability. These policies define how speakers and SBC coordinate on inquiries, referrals, contracting, and client communication to maintain consistent terms and protect all parties involved. SBC’s procedures ensure transparency in lead handling, fee management, and ongoing client relationships. All speakers are expected to follow these standards to support fair representation and operational integrity across every engagement.

Speaker’s Independent Inquiry standards

All speakers do not have contracts but fall under the provisions of our arrangements within the website, portal, and communications.
Both exclusive and non-exclusive speakers may manage inquiries directly.
In most cases, exclusive speakers usually request SBC to manage their leads.
Speakers may forward any lead to SBC for management on their behalf.

Initial Inquiry Conversations

For any direct inquiry, it is mandatory for speakers to confirm how they discovered you.
Please ask organizers “Where did you find me: or “How did you hear about me?”
This confirms whether SBC is already in discussion with them or if they are seeking alternate pricing.

Fee Integrity

In all cases, refrain from providing a fee until the lead source is confirmed.
If you do provide a fee, ensure it is the agreed upon fee structure you maintain with SBC.
This protects pricing consistency and prevents overlap.

Lead Management for Speakers

Any speaker lead that is passed to SBC to manage is worked directly for that speaker.
We do not advance other speakers for that lead until it is qualified, presented to the speaker, they have declined with permission to market other options.
The speaker always has the opportunity to accept or decline each request based on their own terms.
The lead is logged in our data base, and assigned to the speaker, so we can follow up with them to pursue a future booking.
Leads that come into our website is pursued for speakers based on our relationships, event conditions and client requirements.

Lead Records

Speakers must maintain a record of all direct client inquiries.
Each record must include the contact’s name, organization, and date of first communication.
Speakers Bureau of Canada will maintain parallel records for all inquiries managed or received through its channels.

Lead Referral Obligations

Leads Email: events@speakerscanada.com

It is not mandatory for exclusive or non-exclusive speakers to refer leads.
Exclusive speakers may refer leads to SBC for management depending on the working relationship.
After a speaker has been introduced to a client or has presented at an event, any lead from the organization, audience, production, or another speaker is reclassified as an SBC lead.
If a lead originates through SBC marketing, website listings, or proposals, it is classified as an SBC lead and managed directly by SBC.
If a lead originates through the speaker’s own channels, it remains a speaker-managed lead.

Competitive Agencies

Exclusive speakers must notify and cc our team if contacted by another bureau or agency for us to pursue.
Nonexclusive speakers are able to seek advice from us regarding other agencies and leads.
SBC may partner with other agencies to increase our exclusive speaker’s exposure and bookings.
SBC will co broker (split commissions) with the other agency, with the speaker retaining the full agency fee.

Lead Conflicts Defined

The nature of the speaking industry results in lead conflicts on a regular basis.
Lead conflicts occur when both SBC and a speaker, or a competing agency, engage with the same client or event.
A speaker receiving a lead from the same client before, after, or at the same time as SBC.
A client or organizer contacting a speaker directly after receiving the speaker’s information from SBC.
A competing agency contacting the same speaker about the same event or related placeholders.

Lead Conflict Resolutions

Speakers must notify SBC immediately when any conflict occurs.
All conflicts are managed in coordination between SBC, the speaker, and the client to maintain fairness and clear communication.
SBC’s objective is to secure the booking for the speaker before addressing commission matters.
SBC and the speaker will verify the lead source, confirm client communication history, and determine commission applicability.
If SBC retains the lead, the speaker must copy SBC into all client correspondence, identifying SBC as their agent or partner.
SBC will manage all client communication and agency representation until the conflict is resolved.
Resolution outcomes may include SBC management of the event, a shared co-broker arrangement, or confirmation that the lead remains speaker-managed.
All conflict resolutions must be documented in writing for internal recordkeeping and future reference.
If an exclusive speaker is contacted by a competitive agency for a conflicting lead, the speaker must copy SBC into the correspondence with that agency.
If a non-exclusive speaker is contacted by a competitive agency for the same event, the first agency to hold the speaker will maintain the initial position.
The client retains the right to select the agency through which they confirm the booking for contracting.

Commissionable Circumstances Bookings

The speaker is booked through SBC for an event with an organization.
SBC introduced or referred the organization to the speaker in the past.
The organization was part of an SBC-managed proposal process, even if they later contact the speaker directly.
The organization first contacted SBC and then approached the speaker directly.
The organization discovered the speaker through an SBC event or relationship.
The organization discovered the speaker through SBC’s website, portal, social media, or marketing channels.

Ongoing Protections and Spin-Offs

An organization remains an SBC client for one year (12 months) after its last communication with SBC regarding the same event, committee, or related engagement.
A spin-off booking is any engagement originating from an SBC event, referral, or introduction involving event stakeholders.
Bookings arising from SBC introductions, proposals, or promotions must be directed to SBC for management within the annual term.
Speakers must forward spin-off or related leads to SBC for management on their behalf.
Once a speaker has spoken at an event through SBC, the organization, audience, and event stakeholders are classified as SBC clients for a twelve-month period.
Speakers introduced to a client or organization must not market or communicate directly with SBC clients without written authorization.
Contact lists must be reviewed and cleared to remove SBC clients from any third-party distribution.

Contracting and Co-Broker Arrangements

SBC manages all fee negotiations, contract negotiations, travel standards, invoicing, and payments to maintain consistent terms and representation.
Co-broker commissions are divided between agencies, with the speaker retaining the full income equal to an SBC-managed booking.
SBC retains right to contract for all bookings, including direct bookings, referrals, spin-off engagements, and sequential bookings.