Speaker Policy

Linguists Collective Online Conference & Celebration of International Mother Language Day

1. Introduction
This Speaker Policy outlines the expectations and guidelines for guest speakers at the Linguists Collective Conference (LC Conference). The policy applies to all conference formats, including in-person, online, and hybrid events. By agreeing to speak at the conference, speakers acknowledge and accept the following terms.

2. Key Requirements for Speakers

Photographs: Submit two professional, passport-size photographs with your full face visible (no sunglasses) to allow LC to choose the most appropriate for publications.
ID Verification: Provide an official ID for record-keeping and verification as part of our due diligence processes, including KYC checks.
Contact Information: Share your mobile number for last-minute communication and coordination.
Responsiveness: Respond promptly to all communications from the organising team to ensure smooth coordination.
Training: Watch all training videos provided on using virtual platforms effectively. For in-person events, additional instructions may be shared.
Device and Environment: Use a computer or laptop in a quiet location for online participation. Avoid using mobile phones or presenting from outdoor settings unless previously approved. Adhere to venue protocols for in-person events.
Test Run: Attend the pre-scheduled test run session if invited to ensure a smooth technical setup.
Slides Submission: Submit presentation slides at least 48 hours before the event for review and send them to conference[@]linguistscollective.info.
Content Guidelines: Presentations must not include contact details, promotional material, or content conflicting with LC’s policies. If unsure, speakers are encouraged to consult with LC for clarification.
Session Participation: Join as a speaker only during your session. Feel free to attend other sessions as an attendee.
Punctuality: Join sessions 15 minutes early to ensure everything is in order.

3. Presentation and Content Requirements

Relevance: Your talk must align with the assigned session theme and topic.
External References: You may reference external work if relevant and properly credited.
Backup Plan: In case of connectivity issues, LC will wait 30 seconds before moving to the next speaker. Efforts will be made to accommodate a return if possible.
Language: The primary language of the conference is English. If presenting in another language, notify LC in advance.
Q&A: Audience questions will be managed by moderators and presented to speakers during the Q&A session.

4. Payment and Compensation Policy

Fees: LC typically does not provide remuneration, aligning with its commitment to offering free access to the event.
Speaker’s Fee Request: If a speaker wishes to charge LC or donate their fee to a charity, they must submit a pre-agreed fee invoice to LC accounts following the event. The suggested fee or charity rate is £80 per hour, inclusive of VAT.
Charity Donations: Donations must be directed to a UK-registered charity not involved in unethical activities. Full details of the charity’s bank account must be provided for processing.
Invoice and Payment Terms: Submit the invoice within 30 days of the event. Payment will be processed within 45 days of receiving the invoice.
Recognition: Speakers will be acknowledged on the LC Conference website and may be featured in post-conference materials.

5. Recording and Intellectual Property

Recording Ownership: LC retains the rights to recorded sessions and may decide to publish them in full, in an edited version, or not at all.
Intellectual Property Rights: Speakers retain ownership of their content but grant LC a non-exclusive, royalty-free licence to use, reproduce, and distribute it for educational and promotional purposes. Proper attribution will be provided to speakers.

6. Code of Conduct

Respect and Inclusivity: All speakers must adhere to the LC Code of Conduct, promoting a respectful and inclusive environment. Discriminatory or offensive language will not be tolerated.
Compliance: Breach of the Code of Conduct may result in the termination of the speaking agreement.

7. Data Protection and Privacy

GDPR Compliance: All speaker information will be handled per the General Data Protection Regulation (GDPR). By participating, speakers consent to the collection, use, and processing of their information as outlined here:
“By providing the above details and submitting this form, I acknowledge that the Interpreting and Translation Linguists Collective (LC) Agency will use my information for verification purposes, organising the LC Conference, and promoting the event as appropriate. I understand that this is an online, free event open to all and that it may be recorded and shared on social media. LC may retain my data to invite me to future events. I understand that I can request the removal of my data after the event, except for published materials and event videos shared on social media. LC will never publish copies of ID, personal addresses, contact numbers, or email addresses. This statement outlines the purpose of data collection, LC’s commitment to privacy, and its adherence to UK data protection and GDPR requirements. The final decision regarding the list of speakers rests solely with LC.”

8. Cancellation Policy

Cancellation Request: We kindly ask speakers not to cancel at the last minute unless due to unforeseen and exceptional circumstances. If unavoidable, please inform the organising team as early as possible to minimise disruption.
Replacement: Should a speaker be unable to attend, a suitable replacement may be proposed but must be approved by the organising team.

9. Health and Safety for In-Person Events

Compliance: Speakers attending in person must adhere to health and safety guidelines provided by the organising team, including any local regulations or venue-specific protocols.
Accessibility: Please inform the organising team in advance if you have any accessibility requirements to ensure appropriate arrangements.

10. Social Media and Promotion

Social Media Sharing: Speakers are encouraged to promote the event on social media platforms.
Follow and tag LC on:
- Facebook: Linguists Collective Facebook
- LinkedIn: Linguists Collective LinkedIn
- YouTube: Linguists Collective YouTube
Promotion Policy: Personal and commercial promotional content during the presentation is not permitted without the written permission of LC Agency in advance.

11. Amendments
LC reserves the right to amend this Speaker Policy to reflect any changes in conference operations or legal requirements. Speakers will be notified promptly of any significant changes.12. Acceptance of Terms
By accepting the invitation to speak at the LC Conference, speakers agree to comply with this policy in its entirety. For any queries or further clarification, please contact us at: conference[@]linguistscollective.info.13. Appreciation
We sincerely thank all speakers for sharing their expertise bonafide and contributing to the LC Conference’s mission to provide free and accessible learning opportunities for all. Your support is invaluable in fostering a rich and diverse dialogue at our event.

We look forward to your valuable contribution to the LC Conference!