Getting the Essentials in Speaker Contracts

Professional speakers are likely to have a speaker agreement that they tailor for each client or presentation. In cases where you must prepare your own agreement, here is an overview of some of the key elements in a speaker contract.

Date, Time, and Place of the Event. This information is essential in any agreement. It is helpful if the agreement states the arrival time, start time, and end time of the event keeping in mind that the speaker is not obligated to stay longer than the contractual time. Many speakers will arrange their schedules if they are informed in advance of a special event.
Topic Description. By providing a complete description of the topic to be presented and specific points to be covered in the agreement, both speaker and sponsor have clearly outlined expectations.
Presentation Length. The presentation length includes accurate start and stop times, breaks and activities, or a complete timeline.
Speaker Biography. If needed, the agreement can contain a request for the speaker’s biography, picture, and introduction with a deadline and delivery information.
Audience Size. Noting a realistic number of expected attendees in the agreement allows the speaker to tailor the message and other elements of the presentation accordingly.
Audience Background. A precise audience description consists of specific information such as gender, average age, educational background, professional expertise and any other relevant information. This helps a speaker mold the presentation to fit the group.
Room Setup. Many speakers recommend the style for seating, but the meeting planner’s inclusion of size specifications for the room, including height, door location, and presence of any stationary objects assists this process. If other events dictate the room setup for the day, be sure to notify the speaker in advance of the change in room layout.
Audiovisual. Incorporating the procedure for notifying the meeting professional of AV and sound amplification needs with a deadline and contact information for changes assures that everyone is on the same page. Providing a form in which a speaker can check off a list of AV needs is particularly helpful.
Handouts/Materials. This is the procedure for requesting handouts and support materials from the speaker, including any financial responsibility for copies and delivery.
Cancellation Policy. It is advisable to include a cancellation policy that is very specific as to the procedures to be followed if an event must be rescheduled or a speaker needs to cancel. Be very clear as to the payment that is due, processes to be followed and notification dates.
Payment to Speaker. Financial responsibility for a speaker’s travel, lodging, and expenses should be clearly stated, with detailed explanations for the level of accommodations allowed. Whenever possible, include the schedule of payment and the level of documentation that the speaker needs to provide.
Additional Events Needing Speaker Participation. Events such as photo sessions, mingling events and book-signings that the speaker is asked to attend in addition to the presentation may need to be included in the agreement. These arrangements may incur additional expenses for the meeting planner, and speakers typically charge attendees for books provided at the signings.
Non-Compete and Non-Disclosure Clause. In situations where the meeting planner requests the presenter to create materials for the sole purpose of the organization, a contractual non-compete clause may be written to prohibit the use of the collateral to any competitive organization. At the very least, it is advisable to write a non-disclosure clause to protect a client’s private information.
Publishing Rights. The meeting planner must gain written permission from the speaker to publish or sell tapes and transcripts of the presentation and written materials that the speaker provides.
Choice of Law. By including this clause, the party is declaring the state and jurisdictions in which the contract would be tried in if there were legal disputes to solve.

This article was prepared by the National Speakers Association. The NSA, with 3,000 members, is the leading organization for experts who speak professionally. Visit the association’s website at NSASpeaker.org for more information.