SPEAKER & GUEST TERMS & CONDITIONS

1. SPEAKER COMMITMENT & CONFIRMATION

Acceptance of Invitation

By accepting an invitation to speak at Beauty Summit Vietnam, speakers agree to:

  • Deliver their presentation/panel on the assigned date and time
  • Participate in scheduled rehearsals and technical checks
  • Provide required materials within specified deadlines
  • Comply with all speaker guidelines and code of conduct

Confirmation Timeline

Initial Confirmation: Within 14 days of receiving invitation Final Confirmation: 30 days prior to event (binding commitment)

Failure to confirm by these deadlines may result in reassignment of speaking slot.

2. SPEAKER FEES & COMPENSATION

Fee Structure

Keynote Speakers:

  • Professional speaker fees as agreed in speaker contract
  • Payment processed within 30 days after event completion

Panelists & Workshop Facilitators:

  • Honorarium as specified in invitation (if applicable)
  • Complimentary event access and networking benefits

Industry Experts (Non-Paid):

  • Complimentary summit registration (valued at $500-800 USD)
  • VIP access to all networking events and meals
  • Recognition and exposure to 500+ industry professionals

Payment Terms

  • Payments made via bank transfer or PayPal
  • International speakers responsible for tax reporting in their home country
  • Vietnam withholding tax may apply per local regulations

3. TRAVEL & ACCOMMODATION REIMBURSEMENT

Covered Expenses (For International Keynote Speakers)

Airfare:

  • Economy class flights (or business class for flights over 6 hours, if budgeted)
  • Must be booked through approved channels or pre-approved by organizers
  • Reimbursement up to agreed maximum in speaker contract

Accommodation:

  • Up to 3 nights hotel accommodation (check-in 1 day before, check-out 1 day after event)
  • 4-star hotel or equivalent (organizer-selected or pre-approved)
  • Breakfast included

Ground Transportation:

  • Airport transfers (organizer-provided)
  • Transportation to/from venue
  • Local taxi/ride-share for essential travel (with receipts, up to $100 USD)

Non-Covered Expenses

  • Personal meals outside of event catering
  • Room service or mini-bar charges
  • Spa, entertainment, or leisure activities
  • Visa application fees (unless specifically agreed in contract)
  • Travel insurance
  • Expenses for accompanying guests/family members

Reimbursement Process

  • Submit expense report with original receipts within 14 days after event
  • Reimbursements processed within 30 days of receipt
  • Currency conversions based on exchange rate on date of expense

4. SPEAKER CANCELLATION POLICY

Cancellation by Speaker

More Than 60 Days Prior to Event:

  • No penalty
  • If speaker fee paid in advance, full refund provided
  • If travel booked by organizers, cancellation fees deducted from any prepayments

30-59 Days Prior to Event:

  • Speaker must forfeit 50% of agreed speaker fee (if applicable)
  • Non-refundable travel costs may be deducted from prepayments
  • Organizers will work with speaker to find suitable replacement

Less Than 30 Days Prior to Event:

  • Speaker forfeits 100% of agreed speaker fee
  • Speaker may be liable for additional costs incurred by organizers (replacement speaker fees, reprinting materials)
  • May impact future invitations to Beauty Summit events

Emergency Exceptions:

  • Medical emergencies (with doctor’s certificate)
  • Immediate family emergencies (death, critical illness)
  • Force Majeure events (see Section 7)

In emergency cases, speakers should notify organizers immediately and provide documentation within 7 days.

Cancellation by Organizers

If organizers cancel a speaker’s participation:

  • More than 30 days before: Full speaker fee (if applicable) + reasonable cancellation fees for self-booked travel
  • Less than 30 days before: Full speaker fee + all documented travel cancellation costs

5. CONTENT & PRESENTATION REQUIREMENTS

Material Submission Deadlines

Presentation Slides/Materials: Due 21 days before event Speaker Biography & Photo: Due 45 days before event Session Description: Due 60 days before event Pre-Event Promotional Video (if requested): Due 30 days before event

Content Guidelines

  • Presentations must be original work or properly attributed
  • No overt product sales or hard promotional content (thought leadership and case studies acceptable)
  • Content must be relevant to beauty industry professionals
  • Presentation time limits must be respected (typically 20-45 minutes + Q&A)

Technical Requirements

  • Presentations must be compatible with PowerPoint or PDF format
  • Videos must be pre-tested and provided in standard formats (MP4, MOV)
  • Speakers should bring backup copies on USB drive

Late Submission Policy

Materials submitted after deadlines may not be included in:

  • Event mobile app
  • Printed programs
  • Pre-event marketing No compensation adjustments for missed promotional opportunities.

6. INTELLECTUAL PROPERTY & RECORDING RIGHTS

Event Recording & Distribution

Standard Terms:

  • Beauty Summit Vietnam may record all sessions (video/audio/photos)
  • Recordings used for event marketing, highlights, and post-event content
  • Recordings may be provided to registered attendees for limited time (30-90 days)
  • Speakers receive copy of their own session recording

Commercial Use:

  • Organizers will not sell recordings as standalone products without speaker consent
  • Clips may be used in promotional materials for future events

Speaker Content Ownership

  • Speakers retain intellectual property rights to their content
  • Speakers grant Beauty Summit Vietnam non-exclusive license to use presentation materials for event purposes
  • Speakers may reuse and repurpose their own content freely

Opt-Out Options

Speakers may request:

  • No recording: Must be requested at least 45 days before event
  • Limited distribution: Recording only for attendees, not public marketing
  • Review before release: 7-day review period before public distribution

7. SUBSTITUTION & SPEAKER REPLACEMENT

Speaker-Initiated Substitution

If unable to attend, speakers may propose a qualified substitute:

Requirements:

  • Substitute must be qualified to speak on the same topic
  • Proposal must be submitted at least 30 days before event
  • Organizers have final approval rights
  • No substitution fee if approved more than 30 days out
  • $250 USD administrative fee for substitutions within 30 days

Organizer-Initiated Changes

Organizers reserve the right to:

  • Modify session time/date within the event schedule
  • Change session format (keynote to panel, workshop to presentation, etc.)
  • Combine or split sessions for program optimization

Speakers will be notified at least 14 days in advance when possible.

8. EVENT POSTPONEMENT & MODIFICATIONS

Event Postponement

If Beauty Summit Vietnam is postponed:

  • Speaker commitments automatically transfer to new dates
  • If new dates are unacceptable to speaker:
    • Cancellation without penalty
    • Agreed speaker fees released (if already paid)
    • Travel costs covered only for non-refundable expenses already incurred

Virtual/Hybrid Format Conversion

If event converts to virtual or hybrid format:

  • Speakers expected to participate virtually
  • Speaker fees remain unchanged (unless contract specifies in-person only)
  • Travel reimbursements not applicable for virtual participation
  • Virtual session recording and technical support provided by organizers

9. FORCE MAJEURE

Neither party shall be liable for failure to fulfill obligations due to Force Majeure events:

  • Natural disasters (typhoons, floods, earthquakes)
  • Pandemics or government-mandated health restrictions
  • Government travel bans or visa restrictions
  • Civil unrest or security threats
  • Airport closures or flight cancellations beyond speaker’s control

Force Majeure Procedures

  • Notify other party within 24 hours of Force Majeure event
  • Provide documentation within 7 days (flight cancellation notice, government order, medical certificate, etc.)
  • Parties will work in good faith to find alternative solutions (virtual participation, rescheduling, replacement)

Financial Terms:

  • No penalties for cancellation due to verified Force Majeure
  • Speaker fees paid on pro-rata basis if partial services rendered
  • Organizers cover documented non-refundable costs (hotel penalties, non-refundable flights)

10. VISA SUPPORT & INTERNATIONAL TRAVEL

Visa Invitation Letters

For international speakers requiring Vietnam visa:

Organizer Provides:

  • Official invitation letter for visa application
  • Letter of guarantee (if required by embassy)
  • Event documentation for visa purposes

Speaker Responsibilities:

  • Apply for visa at least 30 days before event
  • Cover visa application fees (unless otherwise agreed)
  • Ensure passport validity (minimum 6 months beyond travel date)
  • Obtain any required vaccinations or health documentation

Visa Denial

If speaker’s visa is denied:

  • No penalty cancellation if applied at least 30 days in advance
  • Provide official rejection letter from embassy/immigration
  • Virtual participation option will be offered when possible
  • Agreed speaker fees adjusted to reflect virtual vs. in-person value (typically 70% of original fee)

11. CODE OF CONDUCT & PROFESSIONAL STANDARDS

Expected Behavior

Speakers must:

  • Conduct themselves professionally at all times
  • Respect diversity and maintain inclusive language
  • Arrive punctually for all commitments
  • Engage respectfully with attendees and fellow speakers
  • Refrain from intoxication or inappropriate behavior
  • Comply with venue rules and local laws

Prohibited Actions

  • Harassment or discrimination of any kind
  • Plagiarism or misrepresentation of credentials
  • Sharing confidential event information before authorized
  • Disruptive behavior that impacts event quality

Violation Consequences

  • Immediate removal from event (without compensation)
  • Forfeiture of any speaker fees or reimbursements
  • Potential legal action for damages caused
  • Permanent ban from future Beauty Summit events

12. LIABILITY & INSURANCE

Organizer Liability

Organizers are not liable for:

  • Personal injury or illness during travel or event
  • Loss or theft of personal belongings
  • Travel delays or cancellations
  • Accommodation quality issues (when speaker self-books)

Speaker Responsibilities

International speakers are encouraged to obtain:

  • Travel insurance
  • Medical/health insurance valid in Vietnam
  • Trip cancellation insurance

Indemnification

Speakers agree to indemnify organizers from claims arising from:

  • Speaker’s content (copyright infringement, defamation, etc.)
  • Speaker’s actions or behavior at event
  • Injuries caused by speaker’s activities (workshop equipment, demonstrations, etc.)

13. GUEST REGISTRATION & PLUS-ONES

Complimentary Guest Passes

Keynote Speakers: 1 complimentary guest pass Panelists: Access to their session + networking events (additional guest passes at 50% discount) Workshop Facilitators: 1 complimentary guest pass to their workshop session

Guest Registration Process

  • Request guest passes at least 14 days before event
  • Provide guest name, email, and organization
  • Guest badges will be available at registration desk

Guest Responsibilities

Guests must:

  • Register in advance (no walk-in guest passes)
  • Wear identification badge at all times
  • Comply with event code of conduct
  • Not engage in commercial solicitation

14. POST-EVENT OBLIGATIONS

Follow-Up Activities

Speakers may be requested to:

  • Participate in post-event survey (5-10 minutes)
  • Provide testimonial or feedback quote
  • Share event content on personal social media (optional but appreciated)
  • Consider participation in future Beauty Summit editions

Networking & Connections

  • Speakers will receive attendee list (names and companies only, privacy-compliant)
  • Speakers may connect with attendees for professional networking
  • Attendee contact information must not be used for mass commercial solicitation

15. PAYMENT PROCESSING & CURRENCY

Method

  • Speaker fees and reimbursements processed via bank transfer or PayPal
  • International transfers may take 7-10 business days

Currency

  • Payments made in USD or VND as specified in contract
  • Currency conversion at exchange rate on payment date

Tax Documentation

  • Speakers responsible for tax reporting in home country
  • Organizers will provide payment receipts/invoices as needed
  • Vietnam tax withholding may apply per local regulations

16. MODIFICATIONS TO AGREEMENT

Amendment Process

Any changes to speaker terms must be:

  • Requested in writing via email
  • Approved by both parties
  • Documented in updated contract or written confirmation

Precedence

In case of conflict between this policy and individual speaker contract, the signed speaker contract takes precedence.

17. CONTACT INFORMATION

For all speaker-related inquiries, cancellations, and support:

Email: contact@beautysummit.ai
 Subject Line: Include “Speaker Inquiry – [Your Name]”
 Phone: +84 [Insert Phone Number]
 Response Time: 2-3 business days

Emergency Contact (During Event)

Phone: +84 [Insert Emergency Number]
 Available: 24/7 during event dates

18. AGREEMENT ACCEPTANCE

By accepting the invitation to speak at Beauty Summit Vietnam and signing the speaker agreement, speakers acknowledge they have read, understood, and agree to these Speaker & Guest Terms & Conditions.

Thank You for Being Part of Beauty Summit Vietnam

We deeply value our speakers’ expertise and contribution to making Beauty Summit Vietnam a world-class industry event. Your knowledge and insights inspire and educate our community.

For any questions or concerns about these terms, please don’t hesitate to reach out to our speaker management team.

Together, we’re shaping the future of beauty in Vietnam and beyond.