Contracts with speakers and entertainers are just as important as those made with the hotels and venues hosting your event. DepositPhotos.com

When it comes to planning successful events, the magic often lies in the speakers and entertainers you book. However, behind every inspiring keynote or captivating performance is a carefully crafted contract that ensures everything runs smoothly and according to plan.

For event planners, managing speaker and entertainment agreements can be a daunting task dealing with legal jargon, egos and the potential for costly missteps. From negotiating unique requests to navigating cancellation clauses, understanding how to handle these contracts is essential to the success of your event.

“If the language in the contract is vague or unclear, it’s on you as a planner to ask questions. Don’t assume,” says Barb Gould, CMP, senior marketing and events specialist for The Alliance in Madison, WI.

Understanding Key Contract Elements

When it comes to events, contracts for speakers and entertainment are equally as important as those made with hotels and venues, so it is essential that you go over them with a fine-tooth comb, Gould says. If possible, you should also have an attorney review all agreements.

Some of the key contract elements to pay attention to are:

1. Payment terms
These will include information on how payments will be made (in installments or as a lump sum) and whether there are any penalties for late payments.

2. Scope of services
This clause details what the speaker or entertainer is expected to deliver, including the length and subject of their presentation and whether they will do a Q&A session or interact with the audience.

3. Performance obligations and schedules
A contract should specify when and where the speaker or entertainer is expected to perform, including information about arrival times, sound checks and what time a performance will begin and end.

4. Mutual indemnification
A contract should have a mutual indemnification clause that protects both you and the speaker/entertainer from any legal liability for damages or losses at the event.

5. Confidentiality and intellectual property
It’s important to know who owns the content presented at the event. Does the speaker hold intellectual property rights to the material in their presentation? If they do, it might be hard for event planners to record, share or repurpose it.

Gould says she tries to avoid hiring speakers who retain the rights to their presentations. “I want to be able to put the presentation out on my YouTube channel and make it available for on-demand viewing later, but not everybody’s going to agree to that,” she adds. “I don’t blame them, but it makes it hard for us because our audience is used to watching things on-demand.”

Gould also sees AI causing problems with intellectual property rights. Although she hasn’t seen AI addressed in contracts, she warns that it should be something event planners pay attention to. “I don’t own this material, and to put it into AI, like ChatGPT, is putting it out for the world…” she says. “I think, as a planner, if you’re not thinking that through, you could be inadvertently violating the terms of your contract.”

6. Cancellation clauses
Life can be unpredictable, so your contract with speakers and entertainers should include cancellation policies in the event something unexpected occurs. Such clauses outline the terms for cancellation by either party, including required notice periods, refund policies and rescheduling options.

Gould says that when she first started at The Alliance, a speaker — who was scheduled to present at a Monday meeting — called on Sunday saying she couldn’t make it in person due to weather issues where she was in New York. She then asked to have arrangements made for her to speak virtually.

“I knew she was making all this up because she had another opportunity to speak at a conference in New York that [had] a higher profile,” Gould says. “We ended up scrambling. It cost us more money at the last minute to alert the AV team that we needed to bring in all this equipment to be able to connect with her virtually onscreen. And it was a disappointment to the audience because no one wants to make the effort to come in person to an event only to watch somebody on the screen. If we … had a contract, it wouldn’t have been so easy for her to wiggle out of it at the last minute.”

Cancellation clauses also give planners an out if they need to cancel a speaker or entertainer. Alison Huber, senior manager of travel and events for Baker Tilly in Madison, WI, says that for the events she plans, she stays in contact with the speakers bureau in case anything changes and she needs to cancel. “We work to have a rebooking option in all contracts, knowing that there are times we have to adjust for unforeseen circumstances,” Huber adds.

Negotiating Unique or Specific Demands

When negotiating contracts with speakers or entertainers, it’s not uncommon for the talent you hire to have specific requirements for their participation. Occasionally, corporate planners might find themselves dealing with celebrities who make off-the-wall demands — like no brown M&Ms allowed in the green room. Still, when a speaker makes a request, elite planners will find a way to make it happen, although some are easier than others.

For example, Gould once planned an event featuring the legendary Dr. Jane Goodall as the guest speaker. The famed zoologist had one simple ask: a hotel room with windows that could open to fresh air.

“I always try to aim for a win-win in my negotiations,” Gould says. “And I always try to start sooner rather than later in signing a speaker for an event, because negotiations can sometimes take months.”

At Baker Tilly, planners negotiate demands as they relate to the event. “We look at these negotiations as a partnership and work to find the best outcome for all parties,” Huber says.

To ensure that all speaker or entertainer requirements can be met, Huber says, she reviews the talent’s rider clause closely prior to signing a contract. “We also review this often in our planning phases to ensure we have met the needs for guestrooms, meeting space setup, AV needs and any other special requests,” she adds.

Working With Speakers Bureaus and Management Companies

Baker Tilly works with a preferred speakers bureau to hire most of the speakers and entertainers for their events, Huber says. “They provide inclusive costs and specifically note what is not included,” she adds. “I often will include a little bit of cushion, which varies depending on the base fees, just to be safe.”

If you are working with a speakers bureau or management company, it’s important to know exactly who you are booking for the event, Gould says. In other words, are you booking a specific speaker, or can the management company change the speaker who actually shows up?

“If you don’t pay attention to that, you could end up with Joe Blow at your meeting, and that’s not who you thought was coming, and who you marketed on all your promotional materials,” Gould says.

That’s not to say planners should avoid working with talent management companies. One benefit is that they can speak their minds about their needs, Gould says. The management company acts as a third party between planners and the speaker/entertainer, protecting event organizers from having to deal with talent egos, she adds.

“If you’re working with a management company, [they’re] going to want to build a relationship with you and get repeat business … so they’re going to be willing to work with you on some things that may be in the talent’s rider clause,” Gould says. “Don’t be shy about speaking up for what you need.”

Resolving Last-Minute Contract Issues

No matter how hard they work to avoid them, planners will, from time to time, encounter issues with speakers and entertainers. However, elite event professionals are always prepared to handle it all — from substitutions to weather-related complications to cancellations.

For example, Huber recalls an outdoor party she was planning in Florida in December. The event featured a live band, and as it got closer, it was apparent that the weather wasn’t going to cooperate, so she had to work with the venue, vendors and entertainers to move it indoors.

“We simply contacted our vendor and talked through what their needs were and how we could accommodate them in the new plan,” Huber says. “Everyone was understanding and transparent… It turned out even better for the audience, as they were much closer to the band and more engaged than they would have been in the initial location.”

Gould also insists on always having a plan in place to deal with the unexpected. “I think to myself: If this worst-case thing happens, can I live with that?” she says.

Managing speaker and entertainment contracts is an essential skill for event planners — one that requires attention to detail, effective communication and careful planning. From understanding the key elements of a strong contract to negotiating unique demands and preparing for last-minute surprises, mastering these agreements is crucial to organizing a successful event.

Planners must always carefully scrutinize every contract, ask questions and seek legal advice as needed. Whether you’re dealing with intellectual property rights, rider requirements or anything in between, accuracy is absolutely essential to ensuring the best possible experience for all involved.

“It’s fun working with speakers, but you just … have to be willing to walk away,” Gould says. “You can’t get starstruck by some of the big names. You’re hiring them to do a job, so you have to keep the interests of your audience and your organization top of mind.” C&IT