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How to write your Speaking Engagement Contract
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Use cases for this template
Maya Chen's keynote pivots to hybrid after a venue disruption for Haviland Robotics Summit
The Challenge
A week before the summit, a regional wildfire closed the convention center, triggering force majeure concerns, potential event cancellation, and pressure to apply the cancellation policy, refunds and forfeiture, and rescheduling terms; the replacement venue required liability insurance certificates, new room setup specifications, and changed travel arrangements including ground transportation, lodging and meals, plus revised marketing and promotion and media involvement plans.
The Solution
The team confirmed Exhibits A and B to lock the payment policy, deposit requirement, deposit and balance timing, speaker slot, presentation timing protection, and audience description, then used Proposal Kit to create supporting documents: a change-order memo, contingency plan, insurance certificate request, updated run-of-show, and revised travel policy; the AI Writer produced a virtual presentation brief with non-downloadable streaming, a stakeholder notice about rescheduling, and a post-event highlight reel plan, while line-item quoting recalculated hotel standards, A/V rentals, book sales changes, and ground transportation.
The Implementation
Procurement issued a purchase order, the pre-event consultation finalized speaker introduction and introduction requirements, backstage guests were limited, the Customer delivered security passes, maps, a secure storage area, and contact numbers, and backups and contingencies stood up a hybrid stream with non-downloadable access; tax documentation and business days for payment were clarified to keep cash flow predictable.
The Outcome
The hybrid event aired on schedule, refunds were avoided under clear cancellation and rescheduling rules, the Speaker retained ownership with a license for non-commercial promotional use and a highlight reel, payments cleared on time, and both sides reported smooth conflict resolution with no disputes.
Diego Alvarez delivers a hospital network training series with zero downtime
The Challenge
Tri-County Hospital Network needed three virtual engagements with Q&A, strict timing, and a presentation archive for internal archive usage while preventing downloads, all under tight budgets and purchase order controls, with risks from technical failures and the need for a clear independent contractor relationship, tax documentation, and a streamlined payment policy to avoid forfeiture.
The Solution
The contract fixed the schedule, Topics, resource list, and room setup for a studio feed, and the team used Proposal Kit to create a technical readiness report, a backups and contingencies playbook, a presentation archive and non-downloadable access policy, and a marketing and promotion outline; the AI Writer generated an outcomes study for leadership and a training impact report, while line-item quoting modeled per-session fees, ancillary services, and travel and accommodation at zero for a virtual presentation.
The Implementation
A pre-event consultation captured audience description and speaker introduction, the Customer submitted questions ten days in advance, moderators and support staff were assigned, and platform rehearsals validated redundancy to mitigate technical failures; cancellation policy language and rescheduling windows were circulated so expectations on refunds and forfeiture were explicit.
The Outcome
All sessions were streamed without interruption, knowledge scores improved, stakeholders accepted non-downloadable streaming for the presentation archive, invoices were paid within business days, and clear dispute resolution terms kept the engagement on track without conflicts.
Kira Holt anchors Nimbus Audio's product launch as a polished entertainment experience
The Challenge
Nimbus Audio staged a high-profile product reveal with entertainment contract expectations, extensive media involvement, backstage guests, and a strict dress code, while the venue demanded liability insurance proof and detailed room setup; the team needed to secure video consent and release terms, clarify ownership rights for recordings, and plan for travel delays and potential force majeure.
The Solution
The agreement set ownership rights, licensing for non-commercial promotional use, speaker protection, and event deliverables, and Proposal Kit produced supporting documents: media usage guidelines, video consent and release forms, a guest profile and VIP plan, and a logistics brief; the AI Writer created sponsor briefs, press FAQs, and a risk register referencing force majeure, while line-item quoting built a transparent budget for stage build, ground transportation, lodging and meals, and incidentals tied to the deposit requirement.
The Implementation
Finance issued a purchase order, Exhibit A finalized refund conditions and payment milestones, Exhibit B captured room setup specifications and speaker slot timing, and operations provided secure storage, maps, contact lists, and hotel standards; a virtual fallback with non-downloadable streaming was prepared, and travel policy guidance kept the independent contractor relationship clear.
The Outcome
The launch hit KPIs, clean chain-of-rights enabled a highlight reel and limited presentation archive, payments cleared per the payment policy with no refunds or forfeiture disputes, and the documented conflict resolution baseline kept all parties aligned despite minor travel delays.
Abstract
This speaker engagement agreement sets the business ground rules between the event host and the Speaker. It frames the relationship of the parties around clear company specifications in Exhibit B and a payment policy in Exhibit A. The Customer arranges a pre-event consultation to confirm topics, audience description, speaker introduction, introduction requirements, speaker slot, presentation timing protection, room setup specifications, and any travel arrangements.
The Speaker provides services on agreed dates and Locations and submits proof of approved expenses. Event deliverables include passes, access, contact numbers, and schedules; you can add backstage guests, media involvement, and dress code to clarify on-site expectations.
Ownership of recordings, photos, and materials remains with the Speaker unless the parties grant a license in Exhibit B. That license can define video consent and release, non-commercial promotional use, internal archive usage, a highlight reel, presentation archive, and non-downloadable streaming or non-downloadable access for virtual engagements. Marketing and promotion, book sales, and co-sponsorship deliverables tie back to Exhibit A and B.
Compensation terms allow the Speaker to withhold content if late payments occur, with late charges. Use Exhibit A to set a deposit requirement, deposit upfront, deposit and balance, refund conditions, and whether any portion is non-refundable. If a purchase order is used, reference it in Exhibit A to align invoicing and business days for payment. You can also list travel and accommodation, lodging and meals, ground transportation, hotel standards, travel policy, and tax documentation.
Several clauses provide speaker protection: limitation of damages to amounts paid, indemnification, and the right to withhold services upon nonpayment. Governing law and venue are specified, supporting basic dispute resolution and conflict resolution paths. For resilience, include backups and contingencies in Exhibit B to address travel delays and technical failures for a virtual presentation or hybrid event. Many organizations also add an independent contractor status statement, independent contractor relationship language, conflict of interest rules, a severability clause, cancellation policy, and cancellation and rescheduling procedures for event cancellation or rescheduling; acceptance may be captured per your process, including e-signature acceptance.
Use cases include a corporate keynote, an association conference, a training seminar with room setup and guest profile needs, or a webinar with virtual engagement clauses.
Proposal Kit helps teams assemble documents from an extensive template library, generate automated line-item quoting, and use its AI Writer to build supporting documents, making it easier to configure Exhibits A and B and produce a consistent, easy-to-use package.
Beyond the operational details, many events treat a keynote or training as an entertainment contract because the production, media, and audience experience carry brand and reputational stakes. In that context, the parties benefit from documenting show flow, media involvement, marketing permissions, and any post-event uses of recordings to prevent scope creep and protect both sides' interests.
Risk allocation also deserves explicit attention. While the agreement already addresses weather, access, and third-party failures at a high level, many organizations add a force majeure clause to clarify obligations during events beyond either party's control, such as natural disasters, strikes, or public health emergencies. Pairing that with clear cancellation and rescheduling rules helps define when deposits become non-refundable and when refunds and forfeitures apply, including how much of the deposit and balance is retained versus returned. Tie these outcomes to timelines measured in business days and to objective triggers like venue closures, travel delays, or technical failures that affect virtual engagements.
Some venues require liability insurance and certificates from speakers or producers. If that applies, reference the host's insurance and safety rules alongside travel policy, hotel standards, and ground transportation requirements so compliance and travel and accommodation terms align with venue conditions.
Proposal Kit can streamline this process by helping teams assemble consistent agreements, configure Exhibits A and B, and generate automated line-item quoting for fees, travel, lodging and meals, and production costs. Its AI Writer can write supporting documents, such as addenda for force majeure or insurance confirmations, and align them with your template library so stakeholders can review and deploy updated terms quickly without reinventing the document each time.
Further clarity helps both sides operate smoothly. The agreement's assignment terms prohibit the Customer from assigning rights or sublicensing materials, protecting the Speaker's intellectual property and the independent contractor relationship. The license structure avoids work-for-hire assumptions, requires credit, and allows revocation upon nonpayment. The Speaker can use selected content for non-commercial promotional use, such as a highlight reel or presentation archive, while Customer-facing access can be set as non-downloadable streaming for virtual engagements.
Operationally, the Customer must provide written questions at least ten days before the event, supply required resources and room setup, and approve documented expenses. Event deliverables such as security credentials, parking, secure storage, maps, and schedules reduce on-site friction; add backstage guests, media involvement, and dress code to set expectations. The non-competition clause confirms no exclusivity conflicts. For virtual presentation logistics, specify backups and contingencies for technical failures and travel delays, and define non-downloadable access rules.
Financial terms deserve attention. The Speaker may withhold services or content for late payment, charge late fees, and suspend all licenses. Damages are capped at amounts paid, and the prevailing party may recover attorney's fees.
These terms, with governing law, waiver, good faith, and binding effect, create a predictable dispute resolution baseline. Pair these with a documented cancellation policy and explicit cancellation and rescheduling steps to reduce uncertainty around event cancellation.
Proposal Kit can make this easier by standardizing clause options for intellectual property, cancellation policy, purchase order references, travel and accommodation details, and tax documentation. Teams can assemble an entertainment contract package, configure deposit and balance, refunds and forfeiture, and add force majeure and liability insurance language from its template library. The AI Writer helps create guest profiles, room setup specifications, speaker introductions, marketing and promotion, and travel policy addenda so business users can deliver a consistent, easy-to-use agreement set.
Writing the Speaking Engagement Contract document - The Narrative
CONTRACT SPEAKING ENGAGEMENT AGREEMENT
THIS AGREEMENT is made this Current Day day of Current Month, Current Year by and between Company Name ("Speaker") and Company Name ("Customer"). Speaker is in the business of providing live speaking services for a fee. Customer desires to have Speaker render specific services (the "Services" or "Speaker's Services") as set forth in Exhibit B.
Services shall be rendered on a specific date (the "Event") and according to the terms as set forth in Exhibit B.
In consideration of the mutual covenants set forth in this Agreement, Customer and Speaker hereby agree as follows:
Engagement of Services
Speaker agrees to render to Customer as follows:
Provide to Customer a pre-event consultation, by phone or in person prior to the Event, in order to finalize specific topics or an outline of what is to be spoken about (the "Topics") as well as the speaking (the "Times"), determine the format and whether any Question and Answer periods are applicable, whether Customer desires accessibility to the Speaker by the intended audience, whether the Speaker is to perform specific tasks (the "Speaker's Duties"), to set forth any locations (the "Locations") that Speaker will be required to travel to in order to render the Services to Customer or adhere to the event schedule (the "Schedule") as provided by Customer to Speaker and agreed upon in writing by Speaker. Customer has the sole responsibility for arranging this pre-event consultation with Speaker, and failure of the occurrence of a pre-event consultation shall not constitute breach of this Agreement. Provide the agreed Services on the dates, Times, and Locations as agreed upon in the Specifications.
Provide proof of agreed-upon expenses associated with the Event and the execution of Speaker's Services and present them to Customer for approval. Provide to Customer in writing answers to any questions submitted to Speaker concerning the Topics, provided those questions are received no less than 10 days prior to the Event. Agree to adhere to any restrictions imposed upon Speaker concerning Topics; restrictions that may be imposed by the venue; restrictions that may be imposed by a municipality or any other jurisdiction that the Speaker or Customer may be subject to.
Specifications
Speaker agrees to provide the Services pursuant to the specifications set forth in Exhibit B attached hereto (the "Specifications"). Use of Photographic, Audio and Video Recordings. Speaker will retain all rights to any and all photographic materials, and audio or video recordings made of the Speaker's participation in the event, unless otherwise agreed upon. Customer may not use, sell or distribute these materials or use Speaker's voice, speech, content, quotes or likeness in any way that could be construed as an endorsement of the Customer, the Customer's organization, company, cause or any other use without the Speaker's written permission or as agreed upon in Exhibit B.
Ownership Rights
Speaker shall retain, under the fullest extent under the law, full copyright and interest in any and all recordings, film, digital files, proofs, samples, prints, or negatives created, produced or otherwise captured by the audience or Customer during the rendering of the Services. Customer agrees to return to Speaker any materials Customer may have of Speaker's, such as promotional materials, samples, recordings, artwork, mock-ups, comps, text, digital media, film, images, or any other physical or digital embodiment of Speaker's creative work performed under this Agreement. Upon termination or expiration of this Agreement, Customer agrees to be solely responsible for any additional use of materials and advertisements created by Speaker pursuant to this Agreement. Additional expenses may include, but are not limited to: Fees, licenses, translations, royalties, talent, and other associated fees.
Speaker's obligation in 4.a shall not apply in any respect to foreign use. The following is to be used if you are granting rights to your Customer in Exhibit B and is to set forth the license and limitation. It is important to do this so you grant only a right to use the materials that is non-exclusive and does not call into question whether the work you performed could be considered "Works for Hire" and gives all of the rights to the Customer.
Customer is granted a non-exclusive worldwide right to use the materials for Customer's own promotional, advertising, internal use or any other agreed-upon use as outlined in Exhibit B. Photos or materials are NOT to be resold or distributed to any third parties or event participants. Speaker's copyright must accompany all use of the materials whenever possible and must read "'Copyright Current Year, Credits.
Compensation
For all of Speaker's Services under this Agreement, Customer shall compensate Speaker in cash, pursuant to the terms of Exhibit A attached hereto. In the event Customer fails to make any of the payments referenced in Exhibit A by the deadline set forth in Exhibit A, Speaker has the right, but is not obligated, to pursue any or all of the following remedies: (1) terminate the Agreement, (2) withhold all materials, Services, and content, (3) bring legal action. If Speaker has agreed to co-sponsor the event in exchange for promoting Speaker's own organization, message, services or products, the Customer shall adhere to the requirements and deliverables pursuant to the terms of Exhibit A attached hereto with respect to Speaker's products, promotional materials and advertising.
All licenses shall be revoked if Customer fails to make any of the payments referenced in Exhibit A by the deadline set forth in Exhibit A.
Limited Warranty and Limitation on Damages
Customer agrees to indemnify and hold Speaker harmless with respect to any claims, loss, lawsuit, liability, or judgment suffered by Customer that results from the use of any material prepared by Speaker or execution of Service by Speaker or at the direction of Speaker, which has been materially changed from the Specifications. Speaker shall not be responsible for failing to render services concerning missing any location, topics, special requests or speaking with any specific audience member or group that is requested by customer unless that request has been made in writing and agreed upon in Exhibit B. Speaker shall not be responsible for any adverse effects or the impact of such upon deliverables resulting from, but not limited to: weather, timing, actions of individuals present at any speaking location or deliverables dependent upon the actions or presence of individuals at any speaking location, transportation issues, equipment failure, access to speaking locations or anything else not under the control of the Speaker. Speaker shall not be responsible for any delay or loss of speaking time due to any action or inaction, or adverse effect that the Customer may experience that is the result of any action or inaction on the part of the Customer.
Resources and Equipment
Customer agrees to make available any items, hardware, or software as Customer and Speaker may agree are reasonably necessary for such purpose. Specific items and hardware or software requirements are listed on Exhibit B attached hereafter.
Non-competition
Speaker shall have no restrictions on other professional Speakers being at the event. Customer warrants that Customer has not signed any exclusive contracts with any other Speaker or Agency that would preclude or interfere with Speaker's right to render the Services or otherwise conduct business at the event.
Event Deliverables
Customer shall have responsibility for the following event deliverables. EXAMPLE: Edit the deliverables below as you see fit. A copy of official event credentials and/or any security passes required to move around event locations.
A parking pass that is as close to the event location(s) as possible. Access to a secure storage area at the event location(s) for equipment and materials. Contact cell phone numbers for event staff at event location(s) who are responsible for event planning, PR or production, or for any deliverable listed on Exhibit B. A list of all requested locations and/or specific speaker duties.
An event timeline or schedule that contains a list of all start/end times for each location event or duty). All event maps or driving directions to event location(s).
General Provisions
1 Entire Agreement
This Agreement contains the entire agreement between the parties relating to the subject matter hereof and supersedes any and all prior agreements or understandings, written or oral, between the parties related to the subject matter hereof. No modification of this Agreement shall be valid unless made in writing and signed by both of the parties hereto.
2 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of State. Exclusive jurisdiction and venue shall be in the County County, State Superior Court.
3 Binding Effect
This Agreement shall be binding upon and inure to the benefit of Customer and Customer's respective successors and assigns, provided that Customer may not assign any of Customer's obligations under this Agreement without prior written consent of Speaker. Customer shall have no right to assign any of Customer's rights or have the right to sublicense and photographs or materials to any other parties.
4 Waiver
The waiver by either party of any breach or failure to enforce any of the terms and conditions of this Agreement at any time shall not in any way affect, limit, or waive such party's right thereafter to enforce and compel strict compliance with every term and condition of this Agreement.
5 Good Faith
Each party represents and warrants to the other that such party has acted in good faith, and agrees to continue to so act, in the negotiation, execution, delivery, performance, and any termination of this Agreement.
6 Right to Withhold Content and Creative Services
In the event Customer fails to make any of the payments set forth on Exhibit A within the time prescribed in Exhibit A, Speaker has the right to withhold any materials, content, audio or video recording, photographic or otherwise, or to suspend any further creative or administrative Services performed on behalf of Customer until payment in full is received, plus accrued late charges of 1 1/2% per month.
7 Indemnification
Customer warrants that everything Customer gives Speaker to use in fulfillment of Services is legally owned by or licensed to Customer. Customer agrees to indemnify and hold Speaker harmless from any and all claims brought by any third party relating to any aspect of the Services, topics, creative or other content, including, but without limitation, any claims resulting from missed Locations, Duties, Shots, inaccessibility to Locations, weather-related problems, inaccessibility or lack of cooperation from critical employees, staff, or other personnel required by Speaker in order to meet any of the deliverables or obligations listed in Exhibit B; difficulty in gaining any access to the agreed-upon Locations or any demands, liabilities, losses, costs, and claims, including attorney's fees, arising out of injury caused by Customer's products/services, material supplied by Customer, copyright infringement, and defective products sold via the advertising or Services. Further, Customer agrees to indemnify Speaker from responsibility for problems/disruptions caused by third-party services and contractors that Customer may use, such as reproduction services, replication, duplication, enlargements, digital processors, audio/video production services, live sound, transportation, shipping or hosting services, film processing, mixing, pre/post production services and other services that relate to the execution of the Services by Speaker outlined in this Agreement.
8 Use of Services and Creative Content for Promotional Purposes
Customer grants Speaker the right to use or otherwise reproduce the audio, video, proofs, images, creative content, description of Services performed, results of Services or testimonials as Speaker sees fit for promotional-only purposes.
9 Limitation of Damages
Customer agrees that the only damages available under this Agreement shall be limited to the total amount of compensation paid to Speaker and that this shall be the sole remedy to Customer for damages under this Agreement.
10 Attorney's Fees
In the event any party to this Agreement employs an attorney to enforce any of the terms of the Agreement, the prevailing party shall be entitled to recover its actual attorney's fees and costs, including expert witness fees.
11 Term of Agreement
This agreement shall begin on Start Date and shall continue in full force until terminated by either party upon at least thirty (30) days prior written notice. The parties represent and warrant that, on the date first written above, they are authorized to enter into this Agreement in its entirety, and duly bind their respective principals by their signatures below.
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4.7 stars, based on 849 reviewsRelated Documents
- Exhibit A (Payment Terms)
- Exhibit B (Specifications)
- Exhibit C (Developer Materials)
- Exhibit D (Addresses)
- Exhibit E (Additional Services)
- Exhibit F (Project Change Form)
- Exhibit G (Business Requirements)
- Breach of Contract Notification Form
- Contract Dissolution Agreement
- Audio Recording / Voice Talent Contract
How to Build a Legal Contract with Proposal Kit
This video illustrates how to create a legal contract using the Proposal Pack Wizard software. It also shows how to create a proposal with an invoice and contract at the same time.
Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
- Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
- Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
- Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Disclaimers
Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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