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. It establishes a clear framework for speakers and host organizations to ensure all travel arrangements meet professional standards while supporting the speaker’s performance and well-being. The guidelines cover airfare, ground transportation, accommodations, meals, incidentals, and related approvals and timelines. All travel planning must prioritize safety, reliability, and cost efficiency while maintaining ethical and financial transparency. While flexibility may be applied in certain cases to support speaker or client needs, these policies are designed to streamline and standardize the process. They ensure consistency across all engagements and provide host organizations with a reliable structure for budgeting and coordination.

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.

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 $30,000 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 7 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.

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.
• Please reference the Canada Revenue Rates active since April 2023.
• 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 per meal.
• In addition, a flat rate of $25 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 $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.

Travel Guideline & 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.

Speaker Travel Expectations and Weather Contingency

Speakers are expected to book commercially insured and appropriately timed travel to avoid delays or disruptions to the event schedule. If weather conditions may impact travel, speakers are strongly encouraged to arrive up to two days before the event. SBC may request early arrival based on the season, location, and travel route to ensure the engagement proceeds without issue. Speakers must notify SBC immediately if travel disruptions occur or are anticipated. Any costs related to rescheduling due to avoidable delays may not be covered under the agreement. Travel planning must prioritize reliability, safety, and timely arrival as outlined in SBC’s terms and conditions. If a speaker experiences travel issues before or after an event, they are to make all efforts to contact the airline, SBC’s travel agent, their Client Services representative, or reach out through WhatsApp or our emergency number.

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