Speaker Travel Expenses Policy & Fees

This page outlines the travel standards, reimbursement policies, and cost responsibilities for speaker engagements booked through Speakers Bureau of Canada (SBC). It establishes a framework for all parties—speakers, host organizations, and SBC—to ensure travel arrangements meet professional standards while supporting performance and well-being. The policy covers airfare, ground transportation, accommodations, meals, incidentals, approvals, and timelines. Flexibility may be applied in specific cases, but these guidelines are designed to streamline and standardize the process for all engagements.

Travel Expenses Types

In most cases, flat-rate travel expenses are included as a second line item within the invoice
Itemized expenses with receipt submission can be arranged upon request

Travel Expenses Reimbursement

SBC is responsible for collecting travel-related payments from the host organization
These costs appear as a separate line item from the speaking fee on both host and speaker invoices
Speakers must submit receipts when requested and will be reimbursed by SBC within 30 days of the event

Ethical Compliance

No party shall incur out-of-pocket costs due to travel including cancellations or rescheduling
No party may profit from travel expenses
Travel quotes may change based on the timing of booking
All travel quotes must reflect actual and reasonable costs
No party shall incur out-of-pocket costs due to travel arrangements, cancellations, or rescheduling

Responsibilities

Speakers may book their own travel and must provide confirmations to SBC
Host organizations may book hotel accommodations and ground transportation
All parties may coordinate travel through SBC’s travel agent when applicable
SBC must receive all booking confirmations and reservation codes

Timelines

All travel must follow SBC’s 90-day flight booking policy
Delays in agreement finalization may result in higher travel costs
SBC and the speaker may revise travel quotes if airfare pricing changes
Timely confirmation of travel is required to maintain accurate logistics and speaker availability

Policies

Travel planning must prioritize reliability, safety, and timely arrival
Speakers are expected to book refundable, commercially insured flights within policy timelines
Speakers may require early arrival based on location, season, or travel route
Speakers must notify SBC immediately if travel issues are anticipated or occur
SBC must notify speakers and the host organization for changes related to travel bookings or expenses
The host is responsible for costs related to reasonable and agreed upon changes to travel expenses
Unapproved travel costs not listed in the agreement are the speaker’s responsibility unless authorized in writing

Non-Reimbursable Travel Expenses

Airline club memberships
Seat or class upgrades
Extra baggage fees
Business class for domestic flights; first class for all flights
Personal care, grooming, or laundry services
Childcare, pet-sitting, or house-sitting
Formalwear, entertainment, or in-flight personal purchases
Unapproved travel insurance or premium costs
Meeting room rentals
Medical expenses
Travel or accommodation for guests not included in the quote
Passport, visa, or vaccination costs (unless required for travel)
Ground transportation for events within 50 km of the speaker’s home

2026 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.

Airfare – Speaker Flying to Event

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.
We will always advocate to keep travel costs to a minimum while supporting speaker requirements.

Airfare Standard Ticket Classes

For speakers who charge $25,000 and above, the speaker may demand a business or first-class flight.
Standard airfare must be booked as the highest level of economy for any airline.
All airfares must be booked as a fully refundable, commercially insured ticket with flexibility for changes, cancellations, and seat selection.
All bookings must align with these standards unless otherwise agreed upon in advance.

Ticket Classes by Airline

Air Canada: Economy Comfort
WestJet: Economy Flex
Porter Airlines: Flex

Flight Booking Responsibilities and Timelines

Speakers will make reasonable efforts to monitor airfare during the agreement process and follow our 90-day rule policy.
Speakers and SBC are not responsible for fare increases or loss of availability caused by delays.
SBC or the speaker may book airfare directly to coordinate additional travel requirements.
Clients may not book flights on a speaker’s behalf without prior approval from SBC.
Speakers must notify SBC of any significant fare increases at the time of booking.
The host organization is responsible for approving and covering any fare differentials.
In the event of a cancellation, SBC and the speaker will review additional costs and notify the client.

Speaker Flight Bookings 90 Day Rule

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 4 days of the fully signed agreement, unless otherwise agreed.

Ground Transportation

Ground transportation preferences are provided by the speaker.
If the speaker is flying to the event, they may require round-trip transportation between the airport, hotel, and event venue.
Depending on logistics, additional transfers may be required for travel between the hotel, venue, and airports.

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

Mileage – Speaker Driving to Event

Mileage charges are incurred only if the speaker is using their own vehicle.
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.

2026 Mileage rate = $0.73/km x Round Trip kms

Speakers may be reimbursed for mileage at the CRA’s current rate of $0.73/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.
Please reference the Canada Revenue Rates for the current year.
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 Reimbursement

Flat Rate Per Diem: Meals & Incidentals Rate: $150/speaker/day
Please reference the Canada Revenue Rates active since April 2023.

Meals & Incidentals amounts & costs

Speakers will require three meals per day, calculated at $25-$50 per meal.
In addition, a flat rate of $30 per day is applied to cover incidentals such as booking with our travel agent, parking on site, 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 $30 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.