Protect Your Program: A Speaker Management Framework for Chapter Education

Entry Details

We had speaker agreements. We had presentation deadlines. We had A/V forms, travel information, and honoraria.

What we did not have was a document clearly telling a speaker how we expected them to represent our Chapter.

A paid speaker experience brought that gap into focus.

TGSC realized:
Our logistics were well documented. Our professional expectations were not.
Rather than waiting for another issue and establishing expectations in the moment, TGSC created Protect Your Program, a three-part Speaker Management Framework:

1 | SET THE STANDARD
Speaker Code of Conduct – How we expect you to represent the program

2 | DOCUMENT THE COMMITMENT
Speaker Agreement – What we have agreed to

3 | PREPARE FOR THE EVENT
Event-Specific Speaker Confirmation – What you need to know
Together, the three tools establish professional standards, document mutual responsibilities, and communicate event-specific expectations before someone takes the stage.

The innovation is preventative governance: establish expectations before a problem occurs rather than creating policy in response to one.
The framework supports speakers, protects the educational experience, and gives Chapter leadership documented standards to reference when expectations are not met.

Implementation

TGSC reviewed its speaker process from invitation through presentation day and separated three previously overlapping areas: professional conduct, mutual commitments, and event logistics.

The Speaker Code of Conduct establishes expectations for professional behavior, respectful interaction, appropriate language and content, alcohol during speaker responsibilities, harassment and discrimination, commercial solicitation, and compliance with Chapter and venue policies.

The evergreen Speaker Agreement documents honorarium and expenses, session expectations, timing, speaker responsibilities, presentation and recording permissions, travel terms, and acknowledgment of the Code of Conduct.

The Event-Specific Speaker Confirmation communicates the details that change with every program: date, time, audience, location, A/V, presentation deadlines, travel, hotel, attire, and on-site contacts.
Together they create one repeatable pathway:

INVITE → CODE OF CONDUCT → AGREEMENT → CONFIRMATION → STAGE READY

The framework's greatest value becomes apparent when something does not go according to plan. Chapter leaders no longer have to set expectations after an issue occurs; they can refer to professional standards and responsibilities communicated in advance.

Good speakers benefit as well: they know exactly what the Chapter expects and what they can expect from us.

Any Chapter can adapt the framework for conferences, summits, webinars, workshops, and other programs.

Three tools. One repeatable process.
Protect education. Protect the experience. Protect the Chapter.