Contract Checklist When You Hire a Speaker or Seminar Leader

• Material Costs: Who pays for workbooks, handouts? Will pencils, pads, etc. be paid for by the hotel? the planner? or the speaker? Who will set the materials out? the hotel? the planner? or the speaker? Who pays for this labor?
 
• Travel Expenses: First class, business or coach? For how many people? Ask for an itemized list of what "all normal out of pocket expenses" means to your speaker. Include a copy of this list in the contract. • Speaker transportation: Who will pick the speaker up at the airport, who pays?
 
• Props: Who obtains them? Who pays for them?
 
• Assistants/Staff: Will the speaker be bringing his own assistants, does the speaker expect you to pay for these assistants' travel, lodging and wages?
 
• Getting Materials There: Who pays for the shipping? Do you have the right to request which low-cost carrier you want materials shipped by?
 
• Taping: Is the presentation being taped? The speaker is within their legal rights to refuse taping; or require royalties, or a reproduction fee.
 
• Promotion & Publicity: If you ask the speaker to write articles or press releases for local newspapers, your company publication, etc., on the topic they will be addressing for your group, will there be a charge?
 
• Audio-Visual Needs: Lighting, music, computer, projector, screens, type of microphones. • Stage Decorations: Are all platforms and stages to be skirted? Carpeted? Does this make any difference to your presenters?
 
• Lectern, Podium: Should the lectern be a table or a floor model, and where is it to be located? • Emergency Speaker Replacement: The speaker may know of someone who could be "at the ready" in case of an emergency.
 
• Meeting Room Check: Ask the speaker to arrive early enough to check room set-up.
 
• Dress Rehearsal: Some speakers won't agree, and you may not have time, but it is a terrific idea to allow time to practice any prop moves, lighting changes, etc., which the speaker will use in the presentation, alone or with the assistants, as needed. Run the rehearsal with the light switch people, introducer, projectionist, etc. Appoint someone to each light switch, practice signals. Test the speaker's visuals in various dimmed lighting beforehand to determine what the best light level will be for your audience.
 
• Meals: Which meals will you be paying for? How much will you allow for each?
 
• When is an agreement binding? Be careful of what you tell your speakers on the phone, as verbal commitments can be binding. If you say, "Yes we want you on this particular date," your speaker is then holding that date for you in lieu of other potential opportunities The OSB written contract helps avoid misunderstandings, mis-assumptions, and hard feelings, as it reduces to writing the terms as they were originally agreed upon.