Sample Speaker Contract - 2012

Sample Speaker Contract - 2012

Dear Speaker Full Name,

First and foremost, thank you for agreeing to present at the upcoming Confernece Name to be held on Conference Date at the Conference Location & Address. In preparation for the upcoming conference, please find attached herein the Western Pennsylvania Chapter Speaker Agreement and Reimbursement Guidelines for your review and execution. Upon reviewing the attached documents, please feel free to contact the chapter at or your Programs Committee Representative with any additional questions you have.

In preparation for the upcoming conference, we are also requesting that all materials be submit by the following deadlines to ensure adequate time to market the event to our healthcare community.

-Eight (8) weeks prior to the conference date, please submit the following to your programs committee representative and carbon copy :

  • Speaker Name, Title, & Credentials
  • Speaker Bio
  • Speaker Headshot (if available)
  • Presentation Title
  • Presentation Synopsis
  • Presentation Learning Objectives (if available)

-One (1) week prior to the conference date, please submit the following to your programs committee representative and carbon copy .

  • Presentation in Microsoft PowerPoint (.ppt or .pptx) format
  • All presentations are distributed to meeting attendees in protected Adobe PDF format.
  • If you do not wish to distribute your presentation, please provide an outline so that attendees have an overview to take notes on.
  • Special Speaker Requests
  • If you would like to special items such as a Writing Pad, Easel, Polling, or Lapel Microphone; please notify us at so the appropriate accommodations can be made.

-Event Registration

  • To ensure we have the most accurate contact information available for you on file, please visit the event registration platform at Event Registration Platform URL and register for the event using speaker code: FY17SPEAKER. You will enter the code upon completing your registration.

Thank you, again! We look forward to having you at the event. If you have any questions beforehand, please feel free to contact us at or .


Kevin Dadey, Programs Chair

Western Pennsylvania Chapter

Healthcare Financial Management Association

Western Pennsylvania Chapter Healthcare Financial Management Association

Speaker Agreement

1. Engagement. I agree to present a program at theLocation/ date of presentation. I agree to comply with the program related deadlines as outlined in the speaker information letter which is incorporated into and made part of this agreement by reference. I agree to present the program as identified in the speaker information letter and will speak to the title and topic information as specified.

2. Program Materials. I understand that written and presentation material may include a company logo on the first and last page of the material. Material should include written audience handouts, tools or takeaways as appropriate for the Program(s).

3. No Marketing, Promotion or Endorsement. I understand that the program shall not, under any circumstances, include any statements that include, or could be construed to include the following:

a. Marketing or promotional statements related to any of Speaker’s product(s) or service(s); or

b. Statements that imply that any of Speaker’s product(s) or service(s) are endorsed by Western Pennsylvania Chapter.

4. Speaker’s Representations and Warranties. I hereby represent and warrant that the contents of my Program(s) are an original work of sole authorship and that all materials used are original, or that appropriate permission to use such materials has been obtained in writing, and that use of such materials will not infringe any copyright or other proprietary right of any person. The responsibility for assuring that no infringement shall occur rests solely with Speaker.

5. Ownership of Copyright and License (Western Pennsylvania Chapter License). I understand that I shall retain the copyright in the original materials developed and presented during the Program(s) unless otherwise agreed in advance or unless materials are developed as exclusive for Western Pennsylvania Chapter.

6. Use of program materials. I hereby grant to Western Pennsylvania Chapter a royalty-free, non-exclusive license to use, reproduce and distribute all such original materials contained therein, in perpetuity. I understand that this license does not prohibit me from using my program materials in my own professional work.

7. Recording of program session. Iauthorize Western Pennsylvania Chapter to record the session in audio and/or visual form. HFMA is the sole copyright owner of the recorded session and can distribute or sell it through the Continuing Education Center on the HFMA website.

8. Compensation. I understand that Western Pennsylvania Chapter will pay all reasonable costs for travel and lodging, if agreed upon, over the program dates as outlined in the attached reimbursement guidelines. I will be responsible for makingmy own travel arrangements/ reservations and will submit an expense report following the meeting.

I understand that Western Pennsylvania Chapter shall pay an honorarium of $______.__for developing and presenting the Program(s). The above reimbursement includes faculty development of the program and supplemental materials.

9. Independent Contractor Relationship. The relationship between the parties is and shall at all times remain that of independent contractors. Nothing in this Agreement shall be deemed to create a joint venture, partnership, agency, employment or other relationship between Western Pennsylvania Chapter and Speaker. Western Pennsylvania Chapter shall not be responsible for the payment of any benefits or employment taxes for Speaker.

10. Indemnification. Speaker assumes the entire responsibility and liability for all claims, losses, damages, fees (including attorneys’ fees) and other costs caused by or arising out of the speaker's presentation of false, misleading, or inaccurate information or to claims of speaker copyright infringement, and Speaker agrees to protect, defend, indemnify and hold harmless, Western Pennsylvania Chapterand the officers, directors, members, employees, and agents against all such claims, losses, damages, fees, and other costs.

11. Termination

Either party may terminate this Agreement by giving the other party thirty (30) days prior written notice. In the event of termination, no compensation shall be due or payable to Speaker.

Speaker Cancellation: In the event that speaker must cancel participation for this program, speaker will notify Western Pennsylvania Chapter as soon as possible and may recommend a qualified replacement. Western Pennsylvania Chapterretains the right to name a replacement speaker for the educational program.

Program Cancellation: Lack of sufficient registrants may force cancellation of this educational program. Seminar cancellation decisions will be made by the Western Pennsylvania Chapter Program chair in consultation with the lead faculty. If a program is cancelled for reasons beyond the control of Western Pennsylvania Chapter (e.g. weather conditions, labor strikes, or other force majeure), lead speaker will be notified as soon as practicable.

12. Miscellaneous. This Agreement may not be assigned by either party without the prior written consent of the other party.If any portions of this Agreement are determined to be invalid or unenforceable, the remaining portions shall nevertheless remain valid and enforceable.This Agreement shall be governed by and construed in accordance with the laws of the State of Illinois and any action brought under this Agreement shall be brought in the Circuit Court of Allegheny County County in the State of Western Pennsylvania Chapter. If any action or proceeding is brought by a party in connection with this Agreement, the prevailing party shall be entitled to all costs, including reasonable attorneys’ fees, incurred to enforce its rights hereunder.This Agreement constitutes the entire agreement between the parties and supersedes all prior and contemporaneous agreements, whether oral or written. It may not be amended or modified except in a writing signed by both parties.

Kevin Dadey, Programs Committee Chair, Western Pennsylvania Chapter, Healthcare Financial Management Association









Reimbursement Guidelines


Use of a personally owned vehicle (POV) is reimbursable at the current RS allowable rate per mile.

  • Reimbursement for POV travel should not exceed the comparable cost of a coach airfare ticket and rental car, if would be needed for the trip.
  • Additionally, if a member chooses to use a POV for travel and submit the mileage, it is the responsibility of that member to also submit thecomparable costs of the coach airfare and rental car; without these items, POV travel expenses are not reimbursed, without exception.
  • Tolls and parking fees are reimbursable.
  • Taxis are reimbursable when essential for ground transportation.
  • Reimbursement for rental cars is limited to an Intermediate/standard sized car, no insurance or collision waiver fees reimbursed.
  • Reimbursement for airfare is limited to coach airfare.
  • To greatest extents possible, all airline travel should be purchased at least 60 days in advance to assure lowest possible costs to the Chapter. Free travel vouchers accumulated as a result of Chapter travel should be applied to future Chapter travel.


Reimbursement for accommodations should include a moderately priced private room in a convenient facility.

Chapter business-related meals are reimbursed at reasonable costincluding beverages and reasonable tips, the latter at no greater than eighteen percent (18%) of the receipt total. Please note that the cost of beverages during a meal will be reviewed and will be lowered at the discretion of the Chapter President or President-Elect if it is deemed the expense is in excess of normal expenses.

All other meal expense allowances (with receipts) in traveling for pre-approved Chapter events, are subject to a Daily Maximum Per Diem of $50 (starting and ending periods commensurate with events attending), including all taxes & gratuities. Suggested allocation of per diem is $10 for breakfast, $15 for lunch, and $25 for dinner, but paid at lower of Daily Maximum Per Diem or combined actual costs, per receipts.

Personal Expenses

  • Personal expenses such as haircuts,laundry, souvenirs, etc. are not reimbursable.
  • Non-receipt tips such as valet,bell-hop, maid etc. are considered personal conveniences and are non-reimbursable.
  • Entertainment expenses will not be reimbursed by the Chapter unless preapproved.
  • Expenses incurred by personal guests of the traveler are also treated as personal expenses.In all but pre-approved cases,costs related to the spouse of the traveler are personal.
  • The purchase of travelers Insurance is a personal expense.