Signing example
Sign a speaker agreement online
Signing a speaker agreement online should settle the two things organisers and speakers argue about afterwards: whether the session may be recorded, and what the fee covers. This three page agreement for a 40 minute breakout at a Perth logistics conference has the speaker type an X to permit recording, type any dietary and access needs, and sign before the conference director countersigns.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Speaker Agreement
This agreement is made on Friday 2 October 2026 between Tallowmere Events Pty Ltd, ABN 37 618 204 551, of Level 3, 90 Pier Street, Perth WA 6000, which runs the Coastline Logistics Forum (the Organiser), and Dr Felix Arnaud of 15 Riverview Terrace, Mount Pleasant WA 6153 (the Speaker), for one breakout session at the 2026 forum.
1. The session
| Event | Coastline Logistics Forum 2026, a one day conference for freight, port and warehouse operators, about 450 delegates |
|---|---|
| Date | Thursday 19 November 2026 |
| Venue | Swan Quay Convention Centre, Perth, breakout room 2 |
| Session | "Cold chain without the guesswork: what twelve months of sensor data taught one regional warehouse", 40 minutes, 30 minutes of talk and 10 minutes of questions |
| Time | 11.20 am to 12.00 pm, with a technical check in the room at 10.45 am |
| Audience | About 120 delegates, seated |
2. What the Speaker provides
- A session title and an abstract of up to 100 words by Friday 16 October 2026, and a headshot and a 60 word biography for the program.
- Slides in 16:9 format by Thursday 12 November 2026, so the Organiser's technician can load and test them.
- An original talk. Any material belonging to someone else is used only with their permission and credited.
- Attendance at the technical check and the speakers' briefing at 8.15 am on the day.
3. What the Organiser provides
- A room set theatre style, a lectern with a microphone, a lapel microphone, a screen, a clicker and a confidence monitor, and a technician in the room for the whole session.
- A session chair who introduces the Speaker and manages questions and time.
- A full delegate pass for the day, including lunch, and an invitation to the speakers' dinner on Wednesday 18 November 2026.
4. Fee
| Item | Amount |
|---|---|
| Speaker fee, a flat fee for the session and the materials in clause 2 | $2,500.00 |
| Paid within 14 days after the forum, on the Speaker's tax invoice |
The fee is exclusive of GST. If the Speaker is registered for GST, the Organiser pays GST on top on receipt of a valid tax invoice.
5. Travel and accommodation
| Item | What is covered |
|---|---|
| Travel to the venue | The Speaker lives in Perth; local travel and parking are reimbursed on receipts up to $60.00 |
| Accommodation | Not required, and not provided |
| Meals | Lunch on the day and the speakers' dinner are provided |
6. Recording and recording rights
The Organiser would like to film the session and record its audio, to publish it to delegates in the forum's video library for 12 months after the event, and to use clips of up to 60 seconds to promote the 2027 forum. The Speaker keeps the copyright in the talk and the slides, and the Organiser does not edit the recording beyond trimming the start and end.
Recording is optional. If the Speaker permits recording on these terms, the Speaker types an X in the box below in their own signing session. An empty box means no recording; the session will then not be filmed or recorded, the slides will not be shared, and the fee is the same either way.
| X | Permission |
|---|---|
| I permit the Organiser to film and record my session, to publish the recording to delegates for 12 months and to use short promotional clips, as set out in clause 6. |
Whatever the answer, the Organiser may photograph the session for its own reports and social media, and may list the Speaker's name, photo, biography and session title in the program and on the forum website.
7. Cancellation
- By the Organiser. If the forum or the session is cancelled, the Organiser pays half the fee if it cancels within 14 days of the forum, and reimburses any non refundable cost the Speaker has already incurred.
- By the Speaker. The Speaker may withdraw by written notice. No fee is payable, and the Speaker helps the Organiser find a replacement where possible.
- Illness or emergency. If the Speaker cannot attend on the day because of illness or an emergency, neither party owes the other anything, and the Organiser may offer the session to another speaker.
8. Conduct and content
The Speaker follows the forum's code of conduct. The talk is educational: product or sales promotion is limited to one closing slide with the Speaker's contact details. Any conflict of interest relevant to the topic is declared on the first slide.
9. Accessibility and dietary needs
The Organiser wants every speaker to be able to take part comfortably. The Speaker types any dietary needs for the lunch and the speakers' dinner, and any access needs for the stage, the room or the session, below. Type "none" if there are none.
10. Liability and insurance
The Organiser holds public liability insurance for the forum. Each party is responsible for its own acts and omissions, and neither is liable to the other for indirect loss. Nothing in this agreement limits rights under the Australian Consumer Law.
11. General
This is the whole agreement between the parties for the session. A change is agreed in writing. It is governed by the law of Western Australia.
12. Signatures
The Speaker signs first, then the conference director signs for the Organiser.
13. Contacts
| For | Contact |
|---|---|
| Program and speakers | Imogen Rathbone-Kerr, conference director, 08 9221 6650, speakers@coastlineforum.example |
| Slides and technical | av@coastlineforum.example, by Thursday 12 November 2026 |
| On the day | Speakers' desk at registration, from 7.30 am |
Who signs what
- Dr Felix Arnaud, speaker
- Optional checkbox on page 2: recording permitted · Text field on page 3: dietary and access needs · Signature and stamped date on page 3 · Email link
- Imogen Rathbone-Kerr, conference director, for Tallowmere Events Pty Ltd
- Signature block on page 3: Name and a stamped Date · Email link
The signing journey
Step 1
Five fields, two signers
A recording box on page 2 and a needs field, signature and date on page 3 for the speaker, then a block for the director.
Step 2
Recording is opt in
The box is optional and the fee does not change. Felix typed an X, which prints as an X beside the permission in clause 6.
Step 3
Needs typed by the speaker
He types his dietary and access needs in his own words, so catering and the stage crew work from what he wrote.
Step 4
The director countersigns
Sign in order is on. Imogen is invited once Felix has signed, and her block completes the agreement.
Every field, and who fills it
Dr Felix Arnaud types an X in the recording box on page 2, types his dietary and access needs on the ruled line in clause 9 on page 3, and signs with a stamped date. Imogen Rathbone-Kerr's block beside his signature prints FOR TALLOWMERE EVENTS PTY LTD with her name and the date. The session on Thursday 19 November 2026, the $2,500.00 fee plus GST if registered, the $60.00 travel limit and the cancellation terms are printed.
How to adapt this envelope
A keynote with travel adds flights and nights to the table in clause 5 and nothing to the fields. An organiser that needs slides licensed for the delegate library adds a second optional box for that. A panel of three speakers is three envelopes, because each speaker makes their own recording choice and has their own needs.
Why an electronic signature works here
Australian electronic transactions law accepts an electronic signature that identifies the signer and shows intention by a reliable method. The recording clause leaves copyright in the talk and slides with the speaker and grants the organiser a licence, which is how the Copyright Act 1968 treats a talk the speaker wrote unless they agree otherwise.
What makes this signing flow work
Recording permission as its own mark
Recording rights are the clause most often disputed after a conference. A separate box, optional, with printed wording that an empty box means no recording, gives the signed PDF an unambiguous answer: here an X beside the 12 month delegate library and the 60 second clips.
The speaker's needs, in writing
A dietary requirement or a stage access need passed on by phone gets lost. Typed by the speaker into the signed agreement, it sits on the same page as the signatures and goes to the organiser in the certified copy.
The organiser signs a settled agreement
With the order on, the director countersigns only after the speaker has chosen on recording and stated his needs, so the organiser's signature confirms a complete agreement rather than one still waiting for answers.
Questions people ask
Can a speaker sign a speaker agreement from their phone?
Yes. On a narrow screen the portal moves the typed fields, here the recording box and the needs field, into a panel above the document, and the speaker signs once. No account or download is needed, only the emailed link.
What if the speaker does not want the session recorded?
He leaves the box empty. Clause 6 says an empty box means no filming or recording and no shared slides, and the fee stays the same. The signed PDF then shows an empty box beside the permission, which is the record of that choice.
How long does the speaker have to sign?
The link stays open for 30 days from when the envelope was created, which the app does not let the organiser change. Clause 2 also asks for the abstract by Friday 16 October 2026, so in practice the agreement should be signed before then.
What happens if the speaker declines the agreement?
The envelope moves to declined and the organiser is emailed with the speaker's reason. The director is never invited and nothing is stamped. The organiser can negotiate, withdraw the envelope, and send a revised agreement, or offer the session to another speaker.
Is an electronically signed speaker agreement enforceable?
An electronic signature is recognised under Australian electronic transactions law when it identifies the signer and shows their agreement. The certificate of completion records both signers, their emails, IP addresses and times, and the PDF is certified so the terms cannot be altered later.
Can the speaker change the recording choice later?
The signed copy cannot be edited. A speaker who changes their mind before the forum emails the organiser, and the parties agree the change in writing, as clause 11 requires, with a new short agreement if the organiser wants it signed.
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