Speaker Bureau Terms for Speakers

Terms of Business

Unless otherwise agreed to in writing between the Australian Special Air Service Association (Victoria Branch) Inc (“ASASA Speaker Bureau”) and the Speaker (meaning a person, company or other legal entity providing speaking engagement services for the ASASA Speaker Bureau), the following Terms of Business apply to keynote speaking engagements, presentations and workshops (“Presentations”) delivered by the Speaker for a Client of the ASASA Speaker Bureau.

1.    Content and Presentation

The Speaker will deliver a Presentation based on topics and themes agreed-upon with the Client. The content will be prepared to the best of the Speaker’s abilities and expertise.

2.    Engagement

The Speaker is engaged by the ASASA Speaker Bureau on an ad hoc sub-contractor contract for service basis.

The Speaker will be available for the duration specified in the Booking Form for the speaking engagement, including the Presentation, Q&A sessions, and any agreed-upon additional activities.

3.     Requests for Changes

Requests for changes, including but not limited to, the time, date, location, and content of the Presentation, are to be made in writing by the Client to the ASASA Speaker Bureau and/or the Speaker.

4.     Number of Attendees

Generally there is no limit on the number of attendees for a Presentation. 

A maximum number of attendees may apply when a workshop is to be delivered in conjunction with a Presentation. The maximum number of attendees is to be mutually agreed upon in this situation.

5.   Injuries, Illness or Special Needs

Where relevant, the Client is to inform the Speaker of participants with injuries, illness or special needs prior to the commencement of a Presentation.

6.    In Person (On Site) Presentations

When a Presentation is to be delivered in person / on site:

a. the Client is to provide the venue and facilities;

b. the Client is to provide and setup the audio visual equipment for the Presentation; 

c. the Speaker is to supply their own laptop; and

d. the Speaker is to supply their own presenter (to advance the slides) if required.

7.    Online Presentations

When a Presentation is to be delivered online as a webinar:

a. the Client is to provide the online platform for the webinar (e.g., MS Teams, Zoom, etc); and

b. the Speaker is to supply their own laptop.

8.     Travel and Accommodation

Any travel and accommodation arrangements are to be agreed upon in advance and will be the responsibility of the Client unless otherwise specified in the agreement.

The costs of travel and accommodation, which are to be paid by the Client, is in addition to the fee for the Speaker.

9.     Speaker Fee

Prior to putting a Speaker’s name forward to a Client for a Presentation, the ASASA Speaker Bureau will confirm the Speaker’s fee to deliver the Presentation.

10.     ASASA Speaker Bureau Booking Fee

For a first-time Presentation with a new Client, the ASASA Speaker Bureau Booking Fee is the greater of $600 or 20% of the Speaker Fee. 

For a repeat Presentation with a repeat Client where that Client has requested the same Speaker as previously used, the ASASA Speaker Bureau Booking Fee is the greater of $450 or 15% of the Speaker Fee. 

The ASASA Speaker Bureau Booking Fee is excluding GST.

Note: If a repeat Client asks to consider a panel of Speakers for the subsequent Presentation, and the Client selects the same Speaker as previously used, the ASASA Speaker Bureau Booking Fee will be the greater of $600 or 20% of the Speaker Fee.

11.     Speaker’s Invoice to ASASA Speaker Bureau

The Speaker is to send a Tax Invoice to the “Australian Special Air Service Association (Victoria Branch) Inc.” for the Speaker Fee less the ASASA Speaker Bureau Booking Fee.

The payment due date on the invoice is to be 14 or more days after the date of the Presentation.

Please note the Australian Special Air Service Association (Victoria Branch) Inc. is not registered for GST.

12.     Invoice to the Client

The ASASA Speaker Bureau will invoice the Client for the full Speaker Fee.

The Speaker is not to invoice the Client.

13.     Cancellation by the Client

With the ASASA Speaker Bureau standard cancellation terms, if the Client cancels a Presentation in advance of the date of the Presentation:

If the Client cancels the Presentation more than twenty-eight calendar days prior to the date of the Presentation, the Speaker will not be entitled to charge a cancellation fee.

If the Client cancels the Presentation twenty-eight or less calendar days prior to the date of the Presentation and more than fourteen calendar days prior to the date of the Presentation, the Speaker is entitled to a cancellation fee that is fifty per cent of the Speaker Fee for that Presentation less the ASASA Speaker Bureau Booking Fee (being 20% or 15% of the Speaker Fee as applicable). The minimum ASASA Speaker Bureau Booking Fee (being $600 or $450 of the Speaker Fee as applicable) does not apply to the 50% cancellation fee.

If the Client cancels the Presentation fourteen or less calendar days prior to the date of the Presentation, the Speaker is entitled to a cancellation fee that is one hundred per cent of the Speaker Fee for that Presentation less the ASASA Speaker Bureau Booking Fee. The minimum ASASA Speaker Bureau Booking Fee (being $600 or $450 of the Speaker Fee as applicable) does apply to the 100% cancellation fee.

No services are due in the event of a cancellation.

14.     Cancellation By The Speaker

If the Speaker wishes to cancel a Presentation that the Speaker had previously confirmed, the Speaker is required to provide the ASASA Speaker Bureau as much notice as possible, and no less than twenty-eight days written prior notice.

When providing less than twenty-eight days written prior notice, the ASASA Speaker Bureau makes no guarantee that the ASASA Speaker Bureau will release the Speaker from their obligation to deliver the Presentation. However, please note that even in these circumstances the ASASA Speaker Bureau will make its best endeavour to accommodate the Speaker’s request to cancel the Presentation.

15.     Fitness For Work

The Speaker warrants that they are fit for work and do not have a medical condition, injury, illness or disease which would impede the performance of their duties or pose a risk to the health and safety of themselves, other persons engaged by the ASASA Speaker Bureau, Client personnel, or a member of the public.

16.     Appropriate Conduct

The ASASA Speaker Bureau reserves the right to cancel any confirmed bookings with the Speaker without notice if the Speaker commits any act of serious misconduct.

17.     Intellectual Property

All intellectual property rights associated with the Presentation and any accompanying materials remain the property of the Speaker. 

Whenever the ASASA Speaker Bureau or the Speaker provides Presentation notes to the Client in electronic format in order for the Client to print the presentation notes for each attendee, the Client is authorised to print no more than the number of copies specified by the ASASA Speaker Bureau or the Speaker of each authorised document.

The Client shall be entitled to use documents or information copyrighted by the Speaker and/or the ASASA Speaker Bureau for the purposes of the Presentation by way of a non-exclusive licence, subject to payment in full of all sums payable.

Use of materials beyond the agreed-upon event requires explicit written permission.

18.   Copyright

The Speaker reserves all rights in respect of copyright over their documents and information. 

The ASASA Speaker Bureau reserves all rights in respect of copyright over its documents and information.

19.   Recording of Presentations

Recording of a Presentation without the prior written consent of the Speaker or the ASASA Speaker Bureau is strictly forbidden. This restriction includes, but is not limited to, the use of audio and/or video devices and applies to in person and online Presentations.

20.   Terms of Business between the Client and the ASASA Speaker Bureau

The Terms of Business between the Client and the ASASA Speaker Bureau are at: https://asasa-vic.org.au/speaker-bureau-terms/ 

21.   Modification of Terms

These terms and conditions constitute all of the terms and conditions of the Speaker’s engagement and replace any prior understanding or agreement between the Speaker and the ASASA Speaker Bureau.

These terms are subject to change without notice at the sole discretion of the ASASA Speaker Bureau. 

Modifications requested by the Speaker to these terms are subject to written agreement signed by the ASASA Speaker Bureau and the Speaker.

22.   Acknowledgement and Acceptance of these Terms

By confirming their availability for a Presentation after the Client has requested the Speaker, the Speaker acknowledges and agrees to be bound by these Terms for that Presentation.

Questions?

Contact the ASASA Speaker Bureau for questions related to these terms, and to discuss alternative options where required.

Last revised: 19 June 2024