SPEAKER TRAVEL EXPENSES POLICY & FEES
2025 TRAVEL RATES
Hotel Accommodations
Unless the speaker does not prefer, it is recommended that the host organization books hotel on behalf of the speaker. The speaker must be well rested prior to the engagement. For morning presentations, arrival the evening prior is required. For full-day or evening events, or if it is a winter event, a two-night stay may be preferred depending on the speaker’s schedule.
Standard Hotel Rates
Standard Locations: $250/night
Popular Destinations: Up to $400/night
Rural Areas: Highest quality hotel available in the region
Hotel Requirements
Hotel must be within close proximity to the event venue.
Room with a king-size bed (or greater) and access to Wi-Fi or a data port.
Variable Travel Expenses: Airfare – Speaker Flying to Event
Airfare Booking Policy
All flights must be commercially insured and booked as fully refundable within the highest level of economy fare. The lowest available fare within the approved fare class is preferred unless the speaker specifies otherwise in advance. Some speakers may require business class or first-class airfare based on their travel needs or schedule. Where applicable, these preferences will be identified in advance. SBC will always advocate to keep travel costs to a minimum while supporting speaker requirements.
Airfare Standard Ticket Classes
These fare classes ensure fully refundable, commercially insured tickets with flexibility for changes, cancellations, and seat selection. All bookings must align with these standards unless otherwise agreed upon in advance.
WestJet: Economy Flex
Air Canada: Economy Comfort
Porter Airlines: Flex
Speaker Booking Responsibilities and Timelines
Speakers are responsible for booking and tracking their travel using the 90-day rule. If a fully signed agreement is not in place and the event date falls within 90 days, the speaker is still responsible for booking airfare within the required timeframe. SBC is not responsible for increased travel costs if airfare is not booked within the timelines below, or if fare quotes change due to delays in finalizing the agreement.
If the event is within 90 days: speaker or SBC must book airfare within 4 days of receiving booking confirmation from SBC.
If the event is beyond 90 days: speaker or SBC must book airfare within 7 days of the fully signed agreement, unless otherwise agreed.
Responsibilities & Cost Adjustments
Unless exclusively represented by SBC, speakers will make reasonable efforts to monitor fare variations during the agreement process but are not responsible for airfare increases or loss of fare availability caused by delays. SBC and/or the speaker reserve the right to book airfare directly for each engagement to coordinate with additional travel and manage any changes as needed. Speakers must notify SBC of any significant airfare increases at the time of booking. The host organization must approve and is responsible for covering any fare differentials. In rare cases of flight cancellations, SBC and the speaker will review any additional costs and notify the host organization accordingly.
Variable Travel Expenses: Ground Transporation
Variable Travel Expenses
If the speaker is flying to the event, they may require round-trip ground transportation to and from the airport, hotel, and event venue.
Standard Reimbursement Rates – Vary by Location
Taxi or Uber: $50–$100 per direction
Car Rental: $150 per day (includes rental, insurance, and fuel)
Black Car or Private Limo: Rate varies by location and provider
Transportation Scenarios
Home or Office to Departing Airport (Round Trip): Up to $100 per direction
Arrival Airport to Hotel or Event Venue (Round Trip): Up to $100 per direction
Hotel to Event Venue (if separate): Up to $100 per direction
Variable Travel Expenses: Mileage – Speaker Driving to Event
https://www.canada.ca/en/department-finance/news/2024/12/government-announces-the-2025-automobile-deduction-limits-and-expense-benefit-rates-for-businesses.html
2025 Mileage rate = $0.72/km x Round Trip kms
Speakers may be reimbursed for mileage at the CRA’s current rate of $0.72/km based on round-trip distance if they are using their own car. This applies to events located more than 25 km from the speaker’s home or office. Local events within a 25 km radius do not qualify for mileage reimbursement.
Speaker Well-Being & Safety
To ensure speaker well-being and presentation quality, we do not recommend travel exceeding 4 hours in a single day before or after an engagement. Evening or late-night driving after events is strongly discouraged. If travel must occur in the evening or exceeds 3–4 hours one way, the speaker may request overnight hotel accommodation.
Meals, Parking & Incidentals
https://www.canada.ca/en/revenue-agency/corporate/about-canada-revenue-agency-cra/travel-directive/appendix-b-meals-allowances-april-2023.html (active since April 2023)
Meals & Incidentals Rate: $150/speaker/day
Meals & Incidentals
Speakers will require three meals per day, calculated at $25 per meal. In addition, a flat rate of $25 per day is applied to cover incidentals such as booking with our travel agent, bottled water, snacks, gratuities, Wi-Fi charges, airport transfers, and other small travel-related expenses.
Airport Parking & Event Parking Reimbursement
Speakers may require daily parking at their departing airport, calculated at $25 per day. They may also request reimbursement for on-site parking at the event location. All such costs will be included under Meals, Parking & Incidentals for reimbursement purposes.
SBC TRAVEL GUIDELINES AND POLICIES
Travel Expense Authorization & Responsibility
Time is of the essence when confirming travel. The host organization will receive a detailed travel quote from an SBC agent, outlining the total travel buyout based on information provided by the speaker at the time of booking. This quote includes anticipated expenses such as flights, hotel, ground transportation, and meals, enabling the host organization to budget accordingly. If there is a delay in finalizing the agreement, flight costs may increase. SBC and the speaker reserve the right to update and reissue the travel quote if airfare prices change. All flights must be booked in accordance with SBC’s 90-day travel policy.
Ensuring Ethical Compliance
SBC and its speakers have an ethical obligation to ensure all travel quotes reflect actual and reasonable costs. Overestimation is to be avoided, and quotes must remain transparent and fair. Travel expenses must not be used for personal gain. Neither the speaker nor SBC may profit from, mark up, or take commission on any travel-related costs. If requested, speakers will submit travel receipts and documentation and will be reimbursed by SBC within 30 days following the event. All travel must be authorized by SBC and the host organization through either a signed agreement or written confirmation.
SBC Travel Expense Reimbursement Policy
SBC is responsible for collecting travel-related payments from the Host Organization. Travel costs will appear as a second line on the event invoice, separate from the speaking fee. These funds are used exclusively to reimburse speakers for reasonable and necessary expenses incurred during approved travel. Once the agreement is signed, any additional travel expenses not included in the final agreement are the responsibility of the speaker unless expressly authorized by SBC and the host organization.
Non-Reimbursable Travel Expenses
The following costs are not eligible for reimbursement under SBC’s travel policy:
Airline club memberships
Airline seat or class upgrades
Extra baggage fees
Business class for domestic flights; First class for all flights
Personal care or grooming (e.g., haircuts, dry cleaning, laundry)
Childcare, pet-sitting, house-sitting costs
Formalwear, entertainment, or personal in-flight purchases
Travel insurance or additional premiums
Meeting room rentals
Medical expenses
Travel or accommodations for unapproved guests
Passport, visa, or vaccination costs unless required for travel
Ground transportation for local events within 50 km of the speaker’s home