Speaker Agreement Template

This Speaker Agreement (the “Agreement”) is made and entered into as of [Effective Date] (the “Effective Date”) by and between:

Organizer: [Organizer Legal Name], [Entity Type], with an address at [Organizer Address] (“Organizer”).

Speaker: [Speaker Name], [Entity Type], with an address at [Speaker Address] (“Speaker”).

Organizer and Speaker may be referred to individually as a “Party” and together as the “Parties.”

1. Event Details

1.1 Event Name. [Event Name].

1.2 Date and Time. [Event Date] at [Start Time]–[End Time] (local time).

1.3 Location. ☐ In-person at [Venue/Address] ☐ Virtual via [Platform] ☐ Hybrid.

1.4 Audience/Theme (Optional). [Audience description / theme].

1.5 On-Site Requirements (Optional). Organizer will provide: ☐ Microphone ☐ Projector ☐ HDMI/Adapters ☐ Stage monitor ☐ Other: [Needs].

2. Speaking Services and Deliverables

2.1 Session Title/Topic. [Talk Title/Topic].

2.2 Format and Length. ☐ Keynote ☐ Panel ☐ Workshop ☐ Fireside chat ☐ Other: [Format], duration: [__] minutes.

2.3 Speaker Deliverables. Speaker will provide the following by the deadlines below:

• Speaker bio ([__] words) due by [Date]

• Headshot due by [Date]

• Slide deck/outline due by [Date]

• Handouts/resources (if any) due by [Date]

  2.4 Revisions. Organizer may request reasonable changes to ensure alignment with the event theme and audience, provided the Speaker retains control over the substance of the presentation.

Speaker bio ([__] words) due by [Date]

Headshot due by [Date]

Slide deck/outline due by [Date]

Handouts/resources (if any) due by [Date]

2.4 Revisions. Organizer may request reasonable changes to ensure alignment with the event theme and audience, provided the Speaker retains control over the substance of the presentation.

3. Compensation and Expenses

3.1 Speaker Fee. Organizer will pay Speaker:

☐ Flat fee of $[**]

☐ $[] per hour (estimated hours: [])

☐ Other: [Fee terms]

3.2 Payment Schedule. Payment will be made:

☐ 100% within [**] days after the event

☐ []% upon signing and []% after the event

☐ Other: [Schedule]

3.3 Expenses. Expenses are:

☐ Included in the Speaker Fee

☐ Reimbursable with prior written approval (cap: $[**])

☐ Organizer pays travel directly (flight/hotel)

3.4 Reimbursement Rules. Reimbursable expenses require receipts and will be paid within [**] days after submission.

4. Travel and Logistics (If Applicable)

4.1 Travel Dates. Speaker will travel on: [Dates].

4.2 Lodging. Organizer will provide: ☐ Hotel ☐ Stipend of $[**]/night ☐ Other: [Details].

4.3 Ground Transportation. Covered by: ☐ Organizer ☐ Speaker (reimbursable) ☐ Other: [Details].

4.4 Per Diem (Optional). Per diem is: ☐ None ☐ $[**]/day ☐ Other: [Details].

5. Promotion and Use of Name/Likeness

5.1 Promotion Rights. Speaker grants Organizer a limited, non-exclusive right to use Speaker’s name, headshot, and bio to promote the event and the Speaker’s participation.

5.2 Approval (Optional). Promotional materials featuring Speaker require approval: ☐ Yes ☐ No. If yes, approval timeframe is [__] business days.

5.3 No Endorsement. Unless expressly agreed in writing, Speaker’s participation does not imply endorsement of Organizer or sponsors.

6. Recording, Streaming, and Content Rights

6.1 Recording Permission. Organizer may:

☐ Record audio/video of the session

☐ Live-stream the session

☐ Photograph the session

6.2 Ownership. Recordings and event media are owned by: ☐ Organizer ☐ Speaker ☐ Jointly ☐ Other: [Define].

6.3 License to Use. Organizer may use recordings and materials for:

☐ Event recap and internal archives

☐ Marketing the event in the future

☐ Paid access/on-demand library

☐ Sponsor sharing

for a period of: ☐ Term only ☐ [__] months/years ☐ Perpetual (if agreed).

6.4 Speaker Materials. Speaker retains ownership of pre-existing materials (slides, frameworks, templates). Organizer receives a license to use them only as necessary for the event and as stated above.

6.5 Editing and Approval (Optional). Editing rights are: ☐ Organizer may edit for length/quality only ☐ Speaker approval required for edits ☐ Other: [Define].

7. Confidentiality (Optional)

7.1 Confidential Information. Non-public information shared by either Party in connection with the event is confidential.

7.2 Use and Disclosure. Confidential Information may be used only for the event and not disclosed except to those who need to know and are bound by confidentiality obligations.

7.3 Exclusions. Confidential Information does not include information that is public through no breach, independently developed, or rightfully received without restriction.

8. Conduct and Safety

8.1 Professional Conduct. Speaker will act professionally and comply with reasonable event rules, including safety and venue policies.

8.2 Code of Conduct (Optional). Speaker agrees to comply with Organizer’s code of conduct: ☐ Attached as Exhibit A ☐ Provided separately ☐ Not applicable.

8.3 Removal for Cause (Optional). Organizer may remove Speaker for serious misconduct or safety issues, subject to Section 9.

9. Cancellation, Rescheduling, and Force Majeure

9.1 Speaker Cancellation. If Speaker cannot attend, Speaker will notify Organizer promptly and cooperate to reschedule or provide a substitute speaker if acceptable.

9.2 Organizer Cancellation. If Organizer cancels the event, compensation will be:

☐ Full fee due if canceled within [**] days

☐ Partial fee of $[] if canceled within [] days

☐ No fee if canceled more than [**] days before event

9.3 Virtual Substitute. If travel is disrupted, the Parties may switch to a virtual session: ☐ Allowed ☐ Not allowed ☐ By mutual agreement.

9.4 Force Majeure. Neither Party is liable for failure to perform due to events outside reasonable control (e.g., severe weather, government restrictions, venue closure), provided notice is given.

10. Liability and Indemnification (Optional)

10.1 Limitation of Liability. To the extent permitted by law, neither Party is liable for indirect or consequential damages.

10.2 Indemnification. Each Party will indemnify the other for third-party claims arising from its breach, negligence, or misconduct, to the extent permitted by law.

10.3 Insurance (Optional). Insurance requirements: ☐ None ☐ Organizer coverage: [Details] ☐ Speaker coverage: [Details].

11. Notices

11.1 Notice Method. Notices must be sent by: ☐ Email ☐ Certified mail ☐ Courier ☐ Other: [Method].

11.2 Notice Contacts.

• Organizer Email: [Email]

• Speaker Email: [Email]

Organizer Email: [Email]

Speaker Email: [Email]

12. Governing Law and Dispute Resolution

12.1 Governing Law. This Agreement is governed by the laws of [State].

12.2 Dispute Resolution. Disputes will be resolved by:

☐ Informal negotiation

☐ Mediation

☐ Arbitration

☐ Court litigation in [County, State]

12.3 Attorneys’ Fees (Optional). Prevailing party attorneys’ fees: ☐ Yes ☐ No ☐ Limited to: [Details].

13. Miscellaneous

13.1 Entire Agreement. This Agreement is the entire agreement regarding the speaking engagement.

13.2 Amendments. Amendments must be in writing and signed by both Parties.

13.3 Assignment. Neither Party may assign without the other Party’s written consent.

13.4 Severability. If any provision is unenforceable, the rest remains effective.

13.5 Counterparts; Electronic Signatures. This Agreement may be signed in counterparts and by electronic signature.

Signatures

By signing below, the Parties agree to be bound by this Speaker Agreement as of the Effective Date.

Organizer: [Organizer Legal Name]

Title/Role: [Title]

Date: [Date]

Signature: ___________________________

Speaker: [Speaker Name]

Title/Role: [Title]

Date: [Date]

Signature: ___________________________