This sample letter of agreement for paid speaking engagements covers payment arrangements, an advance deposit, cancellation and force majeure clauses, handouts, A/V requirements, and back-of-the-room sales.

August 1, 2007

Client Name
Client Address

Dear Client:

Thank you for asking me to deliver a workshop at your company’s conference. To assist us in organizing a successful program together, this letter will confirm our agreement and outline special requirements.

Topic: Get Clients Now!
Date/Time: Thursday, Oct. 11, 2007, 1:00-4:00 PM
Location: Doral Golf Resort, Miami, FL
Fee: $5000, plus two nights hotel, ground transportation, meals, incidental expenses, and roundtrip coach airfare from San Francisco or Oakland, CA

DEPOSIT: To guarantee this date, please send a $2500 deposit (50% of the fee) with a signed copy of this letter within 10 days. Please make your check payable to Wings Business Coaching, LLC, as shown on the enclosed invoice.

CANCELLATION POLICY: As I’m sure you can understand, a cancellation can cause an irreplaceable loss of income. Therefore, I have found it necessary to include the following cancellation schedule. If you cancel:

91 days or more in advance of the event, your deposit minus any nonrefundable airfare will be refunded.
61-90 days in advance, 1/2 of your deposit minus any nonrefundable airfare will be refunded.
31-60 days in advance, your deposit will not be refunded.
11-30 days in advance, you will owe an additional 25% of the fee.
less than 10 days in advance, you will owe the remaining 50% of the fee.

FORCE MAJEURE: If I am prevented from appearing at your event by any circumstances beyond my control, including transportation delays, weather conditions, civil emergency, labor dispute, accident, illness, or act of God, this agreement will be cancelled and neither party will have any liability for expenses or losses incurred. If I must cancel, I will attempt to provide a comparable speaker acceptable to you. If no substitute speaker is possible, your deposit will be refunded.

FINAL PAYMENT: The balance due of my fee will be payable on the day of the program. Please have a check ready for me when I arrive. Expenses not paid directly by you will be billed immediately after the program, and may include hotel, transportation, parking, meals, and incidental expenses. Payment will be due within 10 days.

HANDOUTS: I will be providing a handout for you to duplicate for your participants, which I will send to you by Sept. 30, 2007.

AUDIO/VISUAL NEEDS: Please provide a lavaliere microphone, LCD projector, and projection screen.

AUDIO/VIDEO RECORDING: Audio or video recording of my program is allowed if a complimentary copy is provided to me.

BOOK & AUDIO SALES: Participants who purchase my books and audios retain more information, and are more likely to put the concepts into practice. We have agreed that you will provide me with a table in the same area as my presentation, where I may sell books and audios immediately before and after I speak.

Thank you for giving me the opportunity to work with your organization. I look forward to delivering a successful program, and to a mutually rewarding relationship between us. If you have any questions or need additional information, please call or email me.

Sincerely,

C.J. Hayden, MCC

Accepted for Client

Signature:

Date:

Name:

Title:

Disclaimer: This sample agreement is provided for information only and should not serve as a substitute for legal advice from an attorney familiar with the facts and circumstances of your specific situation.