Speaker Agreement Terms & Conditions:
Acceptance of Terms
Checking the box on the WriteOnCon RSVP form represents an understanding and acceptance on your part of the terms below. If you do not agree with these terms, you should not apply to become a speaker. WriteOnCon Inc. (“We”) reserves the right to modify or update these terms at any time, at WriteOnCon Inc.’s (“our”) discretion. WriteOnCon Inc. will send the new terms to the email address you submitted and it is your responsibility to contact us to cancel your participation if you do not agree to the new terms.
If you are under 18 years of age, you must review these terms and conditions with a parent/guardian. Your parent/guardian must give you permission before you sign up to participate in WriteOnCon.
Personal & Professional Information
To sign up for WriteOnCon, you must provide us with:
- Your legal name and penname (if applicable)
- Your email address
- Your profession
- A headshot
- A short bio
- Web links, including social media (optional)
- Up to five book covers (optional)
We reserve the right to publish content such as your headshot, bio, web and social media links, book covers, testimonials, and details about your participation on our social media, in our newsletter, and on our forums and website.
By sending us your headshot, images for a blog post, book covers, or other materials, you are warranting that they are in the public domain, you have permission to share them, or you have copyright ownership over them. WriteOnCon Inc. claims no copyright or ownership on the materials posted on our website or forums, and we reserve the right to remove anything found to be an infringement of copyright if directly contacted by the copyright owner. Should you be sued for a breach of copyright, WriteOnCon Inc. is not liable for any damages in any legal, financial, or other sense.
In addition, the WriteOnCon Inc. website collects IP addresses and uses browser cookies to provide you with a streamlined experience on our website.
WriteOnCon Inc. takes your privacy seriously and will not share your personal information (such as your email address) with third parties unless it is deemed necessary due to safety or legal reasons.
Filling out the WriteOnCon RSVP form does not guarantee you a place in our conference, raffle, forums, or fundraiser. We reserve the right to decline any speaker at our discretion. Generally this might occur because of agency/press sales records or concerns over unprofessional behavior, but we will never do so on grounds of race, religion, gender, sexuality, disability, or other marginalization.
By signing up to take part in WriteOnCon, you are attesting that you meet our eligibility requirements. Should we discover that you do not actually meet them, we reserve the right to cancel your participation.
Speakers are expected to maintain communication with WriteOnCon. Please ensure that you check your spam filter to prevent missed messages. We reserve the right to remove at our discretion any speaker who repeatedly does not respond to our email messages.
Podcast speakers are expected to make reasonable effort to schedule podcast interviews. If a speaker’s availability is limited, they should provide the coordinator with ample notice to ensure a suitable time is arranged. If a speaker is unable to keep their scheduled interview time, they must let the coordinator know as soon as they are able. We reserve the right to remove at our discretion speakers who cancel or reschedule more than once without suitable explanation.
Event topics will be assigned from the list provided to WriteOnCon by the speaker on their RSVP form. Topics are on a first-come, first-served basis. If a speaker wishes to change their mind about their event topic(s), we may accommodate the request at our discretion.
All speakers are expected to adhere to the requirements of each participation method they sign up for, as explained on our website.
As this is an all-ages conference, speakers are asked to please keep their language and content appropriate for a general audience. Speakers who do not may be removed from the conference.
Speakers are not allowed to use their event as a sales pitch or to promote their own work directly. However, they may use their own work as examples to illustrate points they make in their event. Any overt self-promotion will be edited out of prepared events by staff.
Speakers are expected to adhere to all WriteOnCon deadlines. While we have some leeway for extenuating circumstances, we cannot accommodate extreme tardiness. Any missed deadlines that have not been approved by the Director will result in removal from the conference without payment.
All prepared content, regardless of suitability, will be proofed for grammar and clarity by our staff. Speakers will have the opportunity to approve all changes; if approval is not received by the specified deadline, the content will be used as corrected. We reserve the right to decline or ask revisions of any prepared content that is submitted to us and deemed unsuitable due to content, language, length, or self-promotion.
Keynotes will be selected by WriteOnCon at our discretion. If a speaker feels strongly that they do not wish for their event to be a keynote, they may request that we replace it with another event piece.
Live Events & Podcasts
Only the registered speaker may participate. If they wish to invite an additional individual to take part in their event, they must obtain permission from the Director. WriteOnCon reserves the right to decline the request at our discretion.
Live event speakers are expected to participate in a fifteen-minute test run prior to the conference, to ensure their familiarity with the procedure and the quality of their sound and equipment. Speakers who refuse to complete a test run may be removed from the conference at our discretion. It is the speaker’s responsibility to ensure they have the appropriate equipment to participate in a podcast or live event. If we deem the sound quality unsuitable, we will request that the speaker upgrade their equipment at their expense. We can provide a list of inexpensive options upon request.
We reserve the right to edit recorded podcasts for length, content, or sound quality.
Live event speakers are required to arrive at their event at least ten minutes before the scheduled start time. Any speakers who do not arrive to their live event by their start time will be replaced unless they give us ample notice (at least half an hour) of their delay. Live event speakers may, at the discretion and availability of their moderator, choose to speak past their allotted time. If no moderator is available to continue the event, the event will be ended even if the speaker has not covered everything they wished to.
Live pitch event speakers will be provided their pitches two days in advance of their event. If more lead time is necessary, we need a minimum of a week’s notice before the event. We will moderate submissions for appropriateness. It is the speaker’s responsibility to review these pitches prior to their event. During the event, a minimal amount of time should be spent reading the pitches to attendees.
Panelists will be assigned by WriteOnCon. Speakers may not choose who they participate on a panel with. If a speaker feels strongly about their co-panelists, they may request to be reassigned or simply decline to participate. We may choose to place them in an alternative panel at our discretion if there is space available.
Providers of professional services are requested to complete the exchange of materials through the WriteOnCon Marketplace vendor storefront we set up for them, to facilitate administration by WriteOnCon staff. If a professional is unable to use the vendor storefront for any reason, we may make accommodations at our discretion.
Providers of professional services must complete their services before payment will be released. If a professional does not feel they are willing or able to complete a buyer’s purchased services by the deadline, they may ask us to reassign the service to another professional or refund the buyer. If so, the original professional will not be paid. We request as much notice of this as possible; please do not wait till the completion deadline to inform us.
Superhero agents and editors participate in our critique forums anonymously using an account provided by WriteOnCon. Superheroes may reveal their own identity, but we request that they wait until after the conference to do so. Superheroes may not share their anonymous account with any other user.
Superheroes are expected to take active part in the WriteOnCon forums during the week prior to and including the conference. If a Superhero does not visit the forums or leave any feedback, we will remove them from our list of participating Superheroes.
Superheroes are expected to be respectful with their comments and feedback on attendees’ work. We reserve the right to remove at our discretion any Superhero who does not adhere to this standard.
Speakers or contributors who donate items to our raffle are expected to send items to us and/or winners in a timely manner. If there will be a delay in sending materials (for instance, due to publication date), we require notice of this to assist us in organizing the raffles.
We will reimburse authors of postage expenses incurred in sending materials. Agencies and publishing houses are expected to cover their own mailing costs. Postage reimbursement for other industry professionals will be decided on a case-by-case basis.
Providers of professional services are paid by PayPal or check at a fixed rate per service, as listed on our website.
To thank our speakers, we send each a small honorarium at the end of our conference. WriteOnCon Inc. reserves the right to choose the method (generally a gift card) and set the rate based on factors including total conference admissions and operating expenses. The honorarium is a fixed amount for each speaker regardless of the number of events the speaker participated in.
Harassment and Accessibility Policies
We work hard to promote a diverse and welcoming environment. Any discrimination or harassment by a speaker towards staff, other speakers, attendees, or the general population will not be tolerated and will result in a speaker’s removal from the conference (this includes both during pre-conference planning as well as during the conference weekend). By registering for WriteOnCon, you are agreeing to abide by our Harassment and Accessibility Policies. We reserve the right to send (a) warning(s) and/or delete content and/or cancel the appearance of any of our speakers who violate our policies.
Limitation of Liability
WriteOnCon Inc. will make every effort to maintain a functional website but we are not responsible for site crashes or other technical bugs that might interfere with your participation.
General Rights Reserved
WriteOnCon Inc. has made a reasonable effort to account for any and all situations that could arise through your participation in WriteOnCon. Should a situation arise that is not yet covered in these terms and conditions, we reserve the right to take action at our discretion.
If you have questions/concerns regarding these terms and conditions, or have a user support request for the RSVP form, please email us. We will do our best to respond in a timely manner but do not guarantee a turnaround time and are not responsible for any issues that may arise as a result of not having gotten to the email quickly enough.