Speaker’s Policy and Guidelines

Keynote Speaker Terms and Conditions

Comprehensive Agreement for Engagement

Introduction

This document outlines the terms and conditions (“Agreement”) governing the appointment and participation of the Keynote Speaker (“Speaker”) at the Event (“Event Organizer”). By accepting the role of Keynote Speaker, the Speaker agrees to comply with all the clauses enumerated herein. The purpose of this Agreement is to ensure clarity, fairness, and professionalism in the planning and execution of the keynote address, fostering a mutually beneficial relationship between both parties.

1. Engagement and Scope of Services

• The Speaker is engaged to deliver a keynote address at the Event, the details of which—such as date, time, location, and duration—shall be mutually agreed upon by both parties in advance.
• The Speaker agrees to prepare and deliver content that is original, relevant to the Event’s theme, and appropriate for the anticipated audience.
• The Speaker may, upon prior approval, participate in additional activities such as panel discussions, workshops, or networking sessions as agreed in writing.

2. Speaker Obligations

• The Speaker commits to arriving at the Event venue in a timely manner and to fulfill all agreed responsibilities professionally.
• The Speaker will provide any necessary materials (biography, photograph, presentation slides, etc.) by deadlines specified by the Event Organizer.
• The Speaker shall not promote products, services, or entities unrelated to the Event without prior written consent from the Event Organizer.
• The Speaker affirms that the content of their keynote is free from plagiarism and does not infringe on the intellectual property rights of any third party.

3. Event Organizer Obligations

• The Event Organizer will provide the Speaker with all pertinent details about the Event, including logistical arrangements, audience demographics, and technical support available at the venue.
• The Organizer shall ensure the Speaker’s comfort and safety during the Event and facilitate reasonable access to resources needed for the keynote address.
• The Organizer will promote the Speaker in Event materials, where appropriate, and coordinate publicity efforts as agreed.

4. Compensation and Expenses

• The Speaker’s fee, if applicable, will be agreed in advance and specified in writing.
• Payment terms, including deposit amount, payment schedule, and methods, must be outlined in a separate section or addendum.
• The Event Organizer will reimburse the Speaker for reasonable travel and accommodation expenses, subject to prior approval and submission of valid receipts.
• Any additional expenses, such as meals, incidentals, or local transportation, should be specified and agreed upon before the Event.

5. Cancellation Policy

• If the Speaker must cancel their participation, they must provide written notice as soon as possible. The Organizer may seek a replacement or reschedule the keynote as needed.
• If the Event is canceled by the Organizer, the Speaker shall be notified promptly and compensated for any expenses incurred up to the point of cancellation, as specified in the Agreement.
• In the case of force majeure—including but not limited to natural disasters, governmental actions, or unforeseen emergencies—both parties will endeavor to reschedule the Event or discuss reasonable reimbursement terms.

6. Intellectual Property

• The Speaker retains ownership of the keynote content and any accompanying materials unless otherwise agreed in writing.
• The Organizer may record, broadcast, or distribute the keynote address only with the Speaker’s explicit written permission.
• Any use of the Speaker’s name, likeness, or presentation materials for promotional or educational purposes must be approved by the Speaker prior to publication.

7. Confidentiality

• Both parties agree to treat all non-public information obtained during the engagement as confidential, unless disclosure is required by law.
• The Speaker may not reveal proprietary or sensitive details about the Event, its participants, or the Organizer without express permission.
• The Organizer shall not disclose personal or financial information about the Speaker except as required for Event logistics and fulfillment.

8. Code of Conduct

• The Speaker shall conduct themselves professionally, respecting the values and diversity of the Event audience.
• Harassment, discriminatory behavior, or any form of misconduct by either party will not be tolerated and may result in termination of this Agreement.
• The Organizer will ensure a safe and inclusive environment for all Event participants, including the Speaker.

9. Indemnification and Liability

• The Speaker and Organizer each agree to indemnify and hold the other harmless from any claims, damages, or liabilities arising from breaches of this Agreement or misconduct during the Event.
• Neither party shall be responsible for indirect, incidental, or consequential damages except in cases of gross negligence or willful misconduct.

10. Media and Recording

• Media coverage, photography, and audio/video recording of the keynote shall be governed by mutually agreed terms specifying usage rights, distribution, and access.
• The Speaker may request copies of any Event recordings for their personal or professional use.

11. Governing Law and Dispute Resolution

• This Agreement shall be governed by the laws of the jurisdiction in which the Event is held, unless otherwise specified.
• Any disputes arising from this Agreement will be resolved first through good-faith negotiations. If negotiations fail, the parties agree to pursue mediation or arbitration before resorting to litigation.

12. Amendment and Waiver

• No provision of this Agreement may be amended or waived except in writing, signed by both parties.
• The failure of either party to enforce any provision shall not constitute a waiver of that provision or any other rights under this Agreement.

13. Entire Agreement

• This document represents the entire understanding between the Speaker and the Organizer regarding the keynote engagement and supersedes all prior discussions, communications, or agreements, whether written or oral.
• If any provision of this Agreement is found unenforceable, the remaining provisions shall remain in full effect.

14. Acceptance

• Both parties must sign and date this Agreement to indicate their acceptance of all terms and conditions outlined herein.
• Electronic signatures and scanned copies may be accepted as valid and legally binding.

Conclusion

By entering into this Agreement, the Speaker and Event Organizer affirm their commitment to professionalism, collaboration, and mutual respect. This document is intended to safeguard the interests of both parties and ensure a successful Event for all involved.