SPEAKER
AGREEMENT FORM
SPEAKER AGREEMENT FORM
PLEASE FULLY READ THE TERMS BELOW
Wedding Venue Virtual Conference
Speaker Agreement Form
April 11 – 13, 2022
Please read and sign the below agreement in regard to your presentation at the April 2022 Wedding Venue Virtual Conference (WVVC).
Organization
- Contact: Kelly Ewell
- Name: Wedding Venue Virtual Conference, as hosted by 48 Fields LLC
- Address: 43372 Spinks Ferry Road, Leesburg VA 20176
- Email: weddingvenueconference@gmail.com
Event Speaker
- Information will be input by the Speaker at the end of this Form.
This SPEAKER CONSENT AND RELEASE AGREEMENT (Agreement) is made and entered into by and between the above-named Organization and the Event Speaker (Speaker) regarding participation in the Wedding Venue Virtual Conference (WVVC). This Agreement constitutes the entire understanding between the parties with respect to the subject matter hereof and supersedes any and all prior understandings and agreements, oral and written, relating hereto.
In consideration for the Speaker’s participation in WVVC and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree to the following terms and conditions:
1. Services of the Speaker
The Speaker agrees to present the presentation as submitted and as confirmed via email by WVVC to the Speaker. This email contains confirmation of:
- Title of Presentation
- Date of Presentation
- Time of Presentation
2. Agreements
The Speaker understands and agrees that:
- Responsibilities
- The Speaker agrees to present their presentation on the date and time as identified above with content of the presentation matching the Speaker’s submission during the Call for Speakers. No substantive changes in content or presenters will be made without prior written approval from WVVC conference staff.
- The Speaker agrees to participate in up to two rehearsal/prep sessions at mutually convenient times to be arranged.
- During their presentation, the Speaker will not promote their services, company, or products in which they have a commercial interest.
- During their presentation, the Speaker will refrain from partisan political views and will ensure a balanced representation of perspectives to reflect the diversity of WVVC attendees.
- The Speaker will notify WVVC immediately if an emergency arises that prevents them from fulfilling their obligation as a speaker. In the event the Speaker is unable to present, the Speaker will find and provide a replacement or substitute presenter of equal expertise on the Speaker’s subject matter and will contact WVVC immediately. Any benefits or compensation, if any, provided to the Speaker under this Agreement will be transferred to the replacement or substitute speaker. Any costs or expenses associated with finding a replacement or substitute speaker will be incurred by the Speaker.
- The Speaker understands they cannot add a co-presenter without obtaining written consent from WVVC in advance.
- Due Dates
- The Speaker agrees to meet all deadlines outlined by WVVC and understands that missing deadlines could impact the inclusion of their presentation within conference materials. This includes, but
is not limited to deadlines for slides, handouts, speaker headshots, speaker bios, final presentations, rehearsals, etc. - The Speaker will provide a high-resolution headshot, presentation summary, and a 250-word bio for marketing the event by the TBD date specified.
- The Speaker’s presentation and accompanying materials must be emailed to WVVC by the TBD date specified so that they can be posted or distributed to WVVC attendees. There will be no printed materials distributed in sessions.
- The Speaker will deliver a certificate of insurance (COI) reflecting the terms outlined Independent
Contractor and Insurance Section below no later than ten (10) days prior to the date of the presentation. - Marketing and the Press
- The Speaker agrees that WVVC will manage the official marketing of this presentation and the overall event. Any additional marketing and promotion done by the Speaker will be at the Speaker’s own expense and at no cost to WVVC.
- The Speaker agrees that WVVC will determine the registration fee(s) for this presentation and the overall event.
- The Speaker agrees to promote their presentation and participation in WVVC through posts or stories on their social networks such as Instagram, Facebook, Twitter, LinkedIn, website, etc.
- The Speaker understands press may be present in my session.
- If such materials are provided, the Speaker agrees to use the WVVC presentation format, handout templates, and logos in connection with their presentation. The Speaker agrees to only use the templates and logos as provided by WVVC for the sole use of the Speaker’s participation in WVVC. The Speaker will not use any WVVC materials in any other way or for any other use.
3. Intellectual Property Rights and Usage
The Speaker understands and agrees that:
- The Speaker is knowingly and voluntarily taking part in their presentation, for which their image, likeness, and voice is being captured. The Speaker gives permission to WVVC to use the Speaker’s name, likeness, voice, biography, and any other Speaker-provided information in connection with the advertising, promotion, and public relation efforts relating to the Speaker’s presentation and the event as a whole in any and all media, now known or hereafter created, without any compensation to the Speaker.
- The Speaker agrees to submit a final version of their presentation and accompanying materials to WVVC, and gives WVVC permission to:
- Create promotional materials for the presentation and event as a whole
- Broadcast, stream, and otherwise distribute the presentation and accompanying materials to WVVC attendees
- Post the presentation and accompanying materials to WVVC media assets for attendees to download and/or print post-conference
- The Speaker gives permission to WVVC to record their entire presentation, likeness, and voice in photo, video, and/or audio formats (the Recording). The Speaker acknowledges that WVVC, in capturing their presentation, will become the copyright owner of the Recording. To the extent the Speaker has any rights in the Recording, the Speaker hereby assigns all their rights, title, and interest in and to the Recording to WVVC. The Speaker hereby provides WVVC consent to display and provide the above Recording and related presentation and accompanying materials via the WVVC website and/or virtual platform, including:
- The video and audio Recording of the Speaker’s presentation
- The use of the Speaker’s name and/or image in photos, video, audio, internet transmission, or other media in connection with promoting the presentation and WVVC event as a whole.
- The right to charge for access to the Recording
- The Speaker also grants WVVC and its successors, assigns, and licensees a royalty-free and unlimited license to broadcast, display, reproduce, edit, sell, lease, license to a third party, exhibit, and distribute the Recording, any and all written or verbal material the Speaker submits as part of their presentation, and any derivative works created from or with it in any form over any format or medium. WVVC also retains the right, at its sole discretion, to choose whether to archive the footage of the Recording and whether to use it for any other purpose. The Speaker acknowledges that WVVC has the right to display and provide the Recording, presentation, and accompanying materials via the WVVC website or any other format or medium.
- The Speaker will retain ownership of their presentation, except for materials specifically created solely for WVVC’s use or materials incorporating WVVC’s intellectual property. The Speaker understands that permissions granted to WVVC under this agreement do not prohibit the Speaker from using the Speaker-owned portions of their presentation or accompanying materials in the future for the Speaker’s professional or personal work.
- WVVC will hold the copyright and be the exclusive owner of any WVVC content. To the extent the Speaker provides their intellectual property to WVVC for use in the event, the Speaker grants WVVC and its agents, licensees, members, employees, officers, directors, and representatives a nonexclusive, worldwide, royalty-free, perpetual license to use, publish, reproduce, and distribute the intellectual property in connection with the event as a whole along with the Speaker’s name, picture, likeness, comments, voice for any lawful purpose in all media in connection with the WVVC event as a whole.
4. Representations
The Speaker warrants and represents to WVVC that:
- The Speaker’s presentation and any accompanying materials are their original work, factually accurate, does not violate any proprietary or personal rights of others (including, but not limited to, any copyright, trademark, or privacy rights), and contains nothing libelous or otherwise unlawful.
- The Speaker is the sole owner of every aspect of their presentation and any accompanying materials or is using information available for use without permission because it is in a public domain. Or, if the presentation or accompanying materials contain any third-party information including, but not limited to, photographs, clip art, music, sounds, video, and written/printed content, the Speaker confirms they have obtained all written consent, permissions, or licenses from the copyright holder to use such materials included in the written or verbal presentation provided to WVVC and to further grant to WVVC the right to use their presentation as provided herein.
- Nothing in the Speaker’s written or verbal presentation is defamatory, inflammatory, aggressive, insulting, offensive, or otherwise inappropriate.
- No portion of the presentation contains sensitive or identifying information that needs to be approved in advance by any affected party.
- Any issues arising from the above Representations will be the sole responsibility of the Speaker to find resolution.
5. Compensation
The Speaker understands and agrees that:
- The Speaker will receive a free registration to the full WVVC event.
- The Speaker will not receive any additional compensation, honorarium, professional fees, or revenue from WVVC in connection with their participation at WVVC.
- Any expenses incurred during the Speaker’s participation at WVVC are their responsibility and the Speaker will not be reimbursed by WVVC unless previously discussed and agreed upon in writing.
- There should be no travel, hotel, ground transportation, meals, or daily expenses incurred by participating in WVVC.
6. Platform
The Speaker understands and agrees that:
- This event will be offered to attendees virtually via an online platform for registered attendees only. The Speaker’s session will be presented live and recorded for attendees to watch at a future date of their choosing.
- The Speaker will work in collaboration with WVVC to obtain the necessary technical requirements to participate virtually. The Speaker understand that any equipment such as a camera, microphone, internet connect, etc. are their responsibility to obtain and provide.
- Portions of the Speaker’s presentation may stream or be posted to social media platforms, including, but not limited to, Zoom, Twitter, Facebook, Instagram, LinkedIn, and YouTube. WVVC may record the Speaker’s presentation and post on WVVC’s website and social media sites.
7. Cancellation
The Speaker understands and agrees that:
- WVVC may agree to cancel WVVC and the Speaker’s presentation based on registration levels. The threshold to avoid cancellation is a minimum of TBD attendees by DATE. Upon such cancellation of the event, this Agreement will be terminated immediately, and the Speaker will not be entitled to any compensation.
- The Speaker may agree to cancel their presentation without obligation to WVVC, provided the Speaker provide notice to WVVC at least thirty (30) calendar days before the date of the presentation. If the Speaker wishes to cancel their presentation within thirty (30) calendar days of the presentation, they must find and provide a replacement or substitute presenter of equal expertise on the Speaker’s subject matter no later than ten (10) calendar days before the Speaker’s scheduled presentation time. Any costs or expenses associated with finding a replacement or substitute speaker will be incurred by the Speaker.
- WVVC and the Speaker may agree to cancel the Speaker’s presentation and terminate this Agreement at any time and for any reason upon mutual written agreement, effective immediately. In such cases, the Speaker will not be entitled to any compensation.
8. Force Majeure and Indemnification
The Speaker understands and agrees that:
- In the event that the performance of any of the covenants of this Agreement, the Speaker’s presentation, or WVVC as a whole is delayed or prevented due to any cause beyond the reasonable control of the WVVC or the Speaker such as acts of Man or God, government restrictions, flood, fire, earthquake, unusually severe weather, pandemic or epidemic, shortage of adequate power, embargoes, war, invasion, hostilities, terrorism, riots or other civil unrest, strikes, labor stoppages or slowdowns, transportation or logistical barriers, or any other cause beyond the reasonable control of WVVC which makes it commercially impracticable, illegal, or impossible to hold the presentation or event as a whole, both WVVC and the Speaker will be relieved of their obligations contained within this Agreement. Either party will immediately notify the other if the presentation or the event cannot move forward as planned.
- The Speaker will indemnify, release, hold harmless, and defend WVVC and its current or former employees, officers, directors, or representatives from and against any and all claims, demands, causes of action, losses, liabilities, damages, costs, and expenses, including without limitation reasonable attorneys’ fees and all other costs of defense, arising out of any third-party claim, action, or proceeding or threatened claim, action, or proceeding against WVVC arising out of any actual, indirect, or alleged breach of the Speaker’s representations or warranties contained herein or arising from or relating to the service or performance by the Speaker under this Agreement.
- The Speaker releases and waives any and all claims, damages, losses, and expenses as a result of, or arising from, their participation in or presentation at WVVC.
9. Code of Conduct
The Speaker understands and agrees that:
- The Speaker will conduct themselves in a professional and civil manner at all times. They will exercise consideration and respect in their speech and actions.
- The Speaker will remember that the boundaries of good taste, humor, personal space, and physical interaction differ from person to person. If the Speaker senese someone may feel uncomfortable — whether they explicitly state it or not, the Speaker will be respectful of those boundaries.
- The Speaker will refrain from demeaning, discriminatory, or harassing behavior. Harassment and inappropriate behavior may include, but are not limited to:
- Sexist, racist, homophobic, transphobic, or otherwise discriminatory jokes or language, physical intimidation, stalking, following, or sustained disruption of talks or events.
- Posting or displaying sexually explicit or violent material
- Unwelcome sexual attention including sexualized comments or jokes, inappropriate touching, groping, and unwelcomed sexual advances
- Advocating for, or encouraging, any of the above behavior
- WVVC prohibits discrimination, harassment, and/or bullying against any person because of age, ancestry, color, disability or handicap, national origin, race, religion, gender, sexual or affectional orientation, gender identity, appearance, matriculation, political affiliation, marital status, veteran status, or any other characteristic protected by law. The Speaker will maintain an environment free of discrimination, including harassment, bullying, or retaliation whenever and wherever those individuals are conducting WVVC business or participating in WVVC events or activities.
- The Speaker will not disparage WVVC or employees, products, or services in conversation, online, in social media, or any other outlet. In the event that WVVC, in its sole discretion, believes that the Speaker has engaged in such practices or that the Speaker’s presentation would otherwise not be in the best interest of WVVC, WVVC will have the right to terminate this Agreement and the Speaker’s presentation without penalty upon written notice to the Speaker and without diminution of any other rights WVVC or its employees, officers, directors, or representatives may have.
- The Speaker will conform to and comply with all of WVVC’s rules and regulations as well as with all applicable local, municipal, county, state, and federal ordinances, laws, rules, guidelines, and regulations when providing the services hereunder, including without limitation.
10. Independent Contractor and Insurance
The Speaker understands and agrees that:
- The Speaker is providing their services and granting additional rights to WVVC under this Agreement in the capacity of an independent contractor and not as an employee, officer, director,
or representative or agent of WVVC. The Speaker acknowledges and agrees that they have no authority to commit, act for or on behalf of WVVC, or to bind WVVC to any obligations or liability. - The Speaker acknowledges and agrees that as an Independent Contractor, they will not be eligible for and will not receive any employee benefits from WVVC and will be solely responsible for the payment of all taxes, FICA, federal and state unemployment insurance contributions, state disability premiums, and all similar taxes and fees due relating to the any fees earned hereunder.
- The Speaker will carry and maintain in full force and effect at the time of their services hereunder
general liability insurance with limits of coverage of not less than one million dollars ($1,000,000) for the benefit of both WVVC and Speaker as protection against all liability claims arising from the services performed by the Speaker of this Agreement. 48 Fields LLC (the host company of WVVC) will be named as a Certificate Holder and Additionally Insured on the COI. The Speaker will deliver a certificate of insurance (COI) reflecting such coverage no later than ten (10) days prior to the date of the presentation.
11. Term and Survival
The Speaker understands and agrees that:
- The term of this Agreement will commence upon the Speaker's signature and the Effective Date will be the date of the Speaker's signature. The Agreement will continue until completion of the Speaker’s presentation or cancellation of WVVC, unless sooner terminated in accordance with the terms of this Agreement.
- The rights and obligations of the parties set forth in General Section below, and any right or obligation of the parties in this Agreement which, by its nature, should survive termination or expiration of this Agreement, will survive any such termination or expiration of this Agreement.
12. General
The Speaker understands and agrees that:
- Entire Agreement/Modification. This Agreement sets forth the entire understanding and agreement between WVVC and the Speaker as it relates to the subject matter hereof. It supersedes all prior and simultaneous oral or written agreements, representations, and understandings between the parties. No supplement, modification, or amendment of this Agreement will be binding unless executed in writing by all of the parties.
- Representation and Warranties. Both WVVC and the Speaker represent and warrant that they each have the right to enter into this Agreement, to grant the rights granted herein, and to the perform fully all the obligations in this Agreement. WVVC and the Speaker acknowledge that the obligations under this Agreement do not and will not conflict with or result in any kind of breach or default under any other agreement. The signatures at the end of this Agreement are authorized on behalf of WVVC and the Speaker.
- Confidentiality and Non-Disclosure. This Agreement contains confidential information and the
Speaker will not at any time disclose, share, send, describe, or otherwise disseminate in any manner the any information, content, descriptions, or other details of the Agreement to any person, organization, company, outlet, entity, or other third-party who is not party to the Agreement without the prior approval of WVVC. The Speaker may not use the information in this Agreement for any other purpose than that set forth in the Agreement. Further, the Speaker agrees that any violation, threat of violation, or failure to maintain the confidentiality of the Agreement by the Speaker is in breach of the Agreement and would cause irreparable injury to WVVC. WVVC is entitled to enforce this Agreement or seek adequate remedy through legal action and will be entitled to recover from the Speaker all costs incurred thereby, including without limitation, reasonable attorney's fees. - Limited Liability. In no event will WVVC be liable to the Speakers for any consequential, indirect, incidental, punitive, exemplary, enhanced, or special damages arising from, related to, or connected with the services performed or the rental of the premises provided under this Agreement. In no event will WVVC’s liability hereunder exceed the total amount of payments or compensation paid or promised to the Speaker under this Agreement.
- Governing Law and Legal Expenses. This Agreement and the rights and responsibilities of the parties will be construed under the laws of the Commonwealth of Virginia, without regard to Virginia’s conflict of laws principles. If any legal action is brought for the enforcement of this Agreement, or because of an alleged dispute, breach, default, or misrepresentation in connection with any of the provisions of this Agreement, WVVC will be entitled to recover reasonable attorneys’ fees and other costs incurred in that action or proceeding or any appeal therefrom, in addition to any other relief to which it may be entitled, from the Speaker. Any legal action under this Agreement will be brought in the courts of Loudoun County, Virginia, and the parties agree to submit to the jurisdiction and venue of such courts.
- Severability and Partial Invalidity. If any provision of this Agreement or its application to any person or circumstance is, for any reason, held invalid or illegal in any respect, such invalidity or illegality will not affect the validity of this Agreement and the parties will promptly substitute for the affected provision, a valid and enforceable provision which most closely approximates the intent and economic effect of the invalid provision. If such provision cannot be amended so as to be valid and legal, then such provision is severable from this Agreement, and the remaining provisions of this Agreement will remain valid and enforceable.
- Assignment. The Speaker will not assign the rights or obligations under this Agreement without the expressed prior written consent of WVVC, which may be withheld at WVVC’s sole discretion.
- Interpretation. If any provision in this Agreement requires judicial interpretation, the judicial body interpreting or construing such provision will not apply the assumption that the terms hereof will be more strictly construed against one party which itself or through its agents prepares the same. The parties hereby agree that all parties and their agents have participated in preparation of this Agreement equally.
- Counterparts and Electronic Signatures. This Agreement may be executed in two or more counterparts, each of which will be deemed an original but all of which together will constitute one and the same Agreement. In addition, both WVVC and the Speaker agree that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and will constitute a valid and binding Agreement. The electronic signatures will have the same legal validity, force, and effect as manual signatures.
13. Signature
The Speaker understands and agrees that:
- Invitation to participate in WVVC can be revoked by WVVC’s sole discretion if the Speaker fails to comply with any of the above obligations.
- The Speaker has read, fully understands, and agrees to this Agreement and what it means with respect to their participation.
- The Speaker warrants, represents, and agrees that they have the full power and authority to enter into this agreement.
LET'S BE SOCIAL
GET IN TOUCH
We host professional educational conferences designed exclusively
for wedding venue owners, created by venue owners.
Virtual. In Person. Together.
GET IN TOUCH
We host professional educational conferences designed exclusively for wedding venue owners, created by venue owners.
Virtual. In Person. Together.
We host professional educational conferences designed exclusively for wedding venue owners, created by venue owners.
Virtual. In Person. Together.