Last updated: April 2023
This agreement explains 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”, “our”, and “us” refer to the organisers of TCUK and/or the ISTC. The term “in writing” means by letter or by email.
Note: Confirming your attendance means that you agree to abide by this agreement.
Except for designated vendor sessions arranged as part of a sponsorship agreement, presentations and workshops must not be commercial promotions.
TCUK behaviour policy
The TCUK Behaviour Policy applies to all attendees including all speakers.
- Everyone attending TCUK is expected to act in a respectful, professional, and appropriate manner at all times.
- Anyone who wishes to report any sort of inappropriate behaviour may do so by speaking in confidence to one of the designated behaviour policy monitors. Details of who these people are will be available at the registration desk.
- Anyone who engages in inappropriate behaviour may be asked to leave, and the organisers may also take any additional action that may be necessary.
Acceptance of proposal
When a proposal is submitted on behalf of two or more speakers, the first named speaker is responsible for the proposal. We will only contact the first named speaker.
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.
We might tell you your proposal is on a reserve list, which means we could offer you a session if another speaker drops out.
Confirming your attendance as a speaker
To reserve your slot, please confirm your attendance by email within 14 days of receiving our acceptance. If you do not confirm within 14 days, we might offer your slot to another speaker.
Your acceptance email must include:
- Any revisions to your session description or speaker biography.
- A high-resolution photograph of each speaker associated with your talk or workshop.
Descriptions, biographies, and photographs appear on the TCUK website, in our printed programme, and in some pre-conference materials, for example, emails or InfoPlus articles.
Accommodation and travel
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.
You are responsible for booking and paying for your own travel, accommodation, and attendance at the celebration dinner. Where there is availability, you can book through the ISTC; please use the speaker registration form on the TCUK website to book. 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.
If you agreed when you submitted your proposal, your session at TCUK will be recorded. We will store the recordings securely.
You can revoke your permission to be recorded. Please inform us in writing when you confirm our acceptance of your proposal.
We will ask your permission after the conference to present the recording, and any other materials you choose to submit, on our website. You can revoke this permission in writing at any time.
In all cases you retain the copyright in your presentation and any associated presentation materials.
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.
Please bring your own laptop or other device. We will provide information about what ports are compatible with the venue’s AV solution by email when we accept your proposal.
We do not print or cover the cost of printing of any handouts or other materials you might wish to distribute to participants.