Speaker Agreement for the TCUK conference

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In order to ensure the smooth and successful running of the TCUK Conference, we ask all speakers to abide by the following agreement. Please read these terms carefully as they explain your responsibilities as a speaker at TCUK.

In this agreement, “you ” and “your ” refer to the speaker or speakers who have submitted a proposal for the TCUK Conference, and the terms “we” and “our” and “us” refer to the organisers of TCUK and/or the ISTC. The term “in writing ” means by letter or by email.

The general educational and professional nature of TCUK

The TCUK Conference is an educational and professional event for the benefit of delegates and, with the exception of designated vendor sessions arranged as part of a sponsorship agreement, presentations and workshops should not be commercial promotions.

TCUK Behaviour Policy

The TCUK Behaviour Policy applies to all attendees including all speakers.

Acceptance of Proposal and Confirmation

We will notify you of our decision regarding your speaking proposal by email at the email address you supplied in your proposal submission form.

The number of proposals we receive is generally greater than the number of available sessions so we are unable to accept all proposals.

If we accept your proposal, you must confirm your attendance within 14 days of receiving our acceptance. Your confirmation of your attendance means that you agree to abide by this agreement. If you do not confirm within 14 days we may offer your session to another speaker.

Reserve list

We may inform you that your proposal is on a reserve list, which means we may offer you a session if another speaker drops out.

Responsibility of first named speaker

When a proposal is submitted on behalf of two or more speakers, the first named speaker is responsible for all the speakers associated with the proposal. We will only contact the first named speaker.

Presentation abstract

You must send us an abstract of your presentation, which we will publish on the TCUK web site and in the printed conference programme, within 28 days of receiving our acceptance. If you do not send us an abstract we will use the information you provided in the proposal submission form.

Speaker biography

You must send us a biography of each of the speakers associated with a presentation, which we will publish on the TCUK web site and in the printed conference programme, within 28 days of receiving our acceptance. If you do not send us a biography we will use the information you provided in the proposal submission form.

Speaker photographs

You must send us a photograph of each of the speakers associated with a presentation, which we will publish on the TCUK web site and in the printed conference programme, within 28 days of receiving our acceptance. This photograph should be in an electronic format and of a suitable quality (high resolution) for the printed conference programme. You may also send us a lower resolution version of the photograph for use on the website. If you only supply a high resolution photograph we can produce the lower resolution photograph for you. If you do not send a photograph we will use a silhouette illustration.

Special arrangements for Keynote Speakers

Special arrangements for travel and accommodation apply to Keynote Speakers. If you have been invited to be a Keynote Speaker we will contact you directly.

Accommodation and travel

You are responsible for booking and paying for your own travel and accommodation. Please use the speaker registration form on the TCUK website to book your accommodation at the conference hotel. Accommodation at the conference hotel is limited so please make your booking as early as possible.

Rights to presentation materials

When you participate in TCUK we may wish to refer to you, your presentation and its content, and any accompanying materials, on the TCUK website, or the ISTC website, or in other ISTC publications online or in print. By confirming your participation in the TCUK conference you grant us permission to do this. If we make a video and/or audio recording of your presentation this permission extends to the use of that recording. In all cases you retain the copyright in your presentation and any associated presentation materials.

If you wish to limit the permission you grant to the ISTC regarding your presentation and any associated presentation materials you should inform us in writing when you confirm our acceptance of your proposal.

It is your responsibility to ensure that the rights of any third parties, such as clients or employers, to any material used in your presentation, have been respected.

Presentation requirements

We provide all the audio visual equipment necessary for your presentation. You may bring your own laptop for your presentation (Windows or Mac) but you do not need to. If you do not bring your own laptop, you must provide your slides in a format for projection on a Windows laptop.

You must notify us in writing no later than 42 days before the conference of any special requirements for your presentation (for example, if you would like participants in a workshop session to bring their own laptops)

We do not print or cover the cost of printing of any handouts you may wish to distribute to participants.

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