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Guest Speaker Contract

Guest Speaker Contract Template for New Zealand

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Key Requirements PROMPT example:

Guest Speaker Contract

"I need a Guest Speaker Contract for engaging a renowned tech industry expert to deliver a keynote speech at our annual conference in March 2025, including provisions for recording rights and online streaming of the presentation."

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Document background
The Guest Speaker Contract serves as a crucial legal instrument for organizations in New Zealand seeking to engage speakers for events, conferences, workshops, or presentations. This document is essential when formalizing arrangements with professional speakers, industry experts, or thought leaders, whether for in-person or virtual events. It provides comprehensive coverage of key terms including payment, intellectual property rights, recording permissions, and cancellation policies, while ensuring compliance with New Zealand legislation such as the Contract and Commercial Law Act 2017, Tax laws, and Health and Safety regulations. The contract is designed to protect both parties' interests and clearly define their respective obligations and responsibilities, making it suitable for various types of speaking engagements across different sectors.
Suggested Sections

1. Parties: Identifies and provides full details of the contracting parties - the organization engaging the speaker and the speaker (or their representing company)

2. Background: Explains the context of the agreement, including the organization's desire to engage the speaker and the speaker's expertise and willingness to provide the services

3. Definitions: Defines key terms used throughout the agreement for clarity and legal certainty

4. Scope of Services: Details the specific speaking services to be provided, including topic, duration, and format of the presentation

5. Date and Venue: Specifies the date, time, and location of the speaking engagement

6. Fee and Payment Terms: Outlines the agreed fee, payment schedule, and any additional expenses to be reimbursed

7. Speaker's Obligations: Lists the speaker's responsibilities, including preparation, delivery, and professional conduct

8. Organization's Obligations: Details the organization's responsibilities, including venue preparation, technical support, and other logistics

9. Intellectual Property: Addresses ownership and usage rights of presentation materials and content

10. Cancellation and Postponement: Sets out terms and consequences for cancellation or postponement by either party

11. Liability and Insurance: Defines the liability limitations and insurance requirements for both parties

12. General Provisions: Contains standard legal clauses including governing law, dispute resolution, and entire agreement

Optional Sections

1. Travel and Accommodation: Required when the speaker needs to travel for the engagement, detailing travel arrangements and accommodation provisions

2. Recording Rights: Needed when the organization wishes to record the presentation, specifying usage rights and restrictions

3. Merchandise Sales: Include when the speaker will be selling books or other materials at the event

4. Virtual Delivery Terms: Required for online speaking engagements, including technical requirements and platform specifications

5. Confidentiality: Include when the speaker will have access to sensitive information or when the content is confidential

6. Work Visa Requirements: Required for international speakers who need visa sponsorship or work permits

7. Multiple Session Terms: Include when the engagement involves multiple speaking sessions or workshops

8. Marketing and Promotion: Required when the speaker's name and likeness will be used in event promotion

Suggested Schedules

1. Schedule 1 - Event Details: Detailed breakdown of the event schedule, including setup times, rehearsal, speaking time, and Q&A sessions

2. Schedule 2 - Fee Structure: Detailed breakdown of fees, expenses, and payment milestones

3. Schedule 3 - Technical Requirements: Specific technical and audiovisual requirements for the presentation

4. Schedule 4 - Marketing Materials: Approved biography, photographs, and promotional materials for the speaker

5. Appendix A - Presentation Overview: Outline or summary of the presentation content and key topics

6. Appendix B - Health and Safety Requirements: Specific health and safety protocols to be followed during the event

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Education

Corporate Training

Professional Services

Events and Conferences

Media and Entertainment

Non-Profit and Charity

Technology

Healthcare

Financial Services

Government and Public Sector

Professional Associations

Arts and Culture

Relevant Teams

Legal

Events

Human Resources

Learning & Development

Procurement

Operations

Corporate Communications

Administrative Services

Conference Management

Professional Development

Relevant Roles

Event Manager

Conference Coordinator

HR Director

Training Manager

Professional Development Coordinator

Legal Counsel

Procurement Manager

Program Director

Chief Learning Officer

Education Coordinator

Speaker Relations Manager

Talent Acquisition Specialist

Corporate Communications Manager

Executive Assistant

Operations Manager

Industries
Contract and Commercial Law Act 2017: This Act governs the formation and enforcement of contracts in New Zealand, including requirements for valid contracts, remedies for breach, and electronic transactions.
Income Tax Act 2007: Relevant for tax obligations and withholding requirements for payments to speakers, especially important for international speakers regarding withholding tax.
Goods and Services Tax Act 1985: Determines GST obligations for speaking services, particularly relevant if the speaker is GST-registered in New Zealand.
Health and Safety at Work Act 2015: Establishes obligations for ensuring the safety of the speaker while performing their duties at the venue.
Copyright Act 1994: Protects intellectual property rights related to the speaker's presentation materials and content.
Privacy Act 2020: Governs the collection, use, and disclosure of personal information of the speaker.
Immigration Act 2009: Relevant for international speakers regarding visa requirements and right to work in New Zealand.
Fair Trading Act 1986: Ensures fair dealing and prevents misleading conduct in trade, including service contracts.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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