All speaker agreements, whether processed on a purchase order or a business contract, are exempt from purchasing approval under § 2.2.3.6 of the UT Austin Contract Management Handbook.
Determining if a Speaker Agreement is needed:
- A Speaker Agreement is only needed if there will be compensation and one of the following is true:
- The speaker and its agent does not have a U.S. Tax ID (this includes virtual engagements)
- The speaker will be performing in person and one of the following is true:
- The speech will be recorded
- There will be merchandise sold at the event
- A Purchase Order may be used for all other speaker engagements where the speaker (or their agent) will be paid. If the speaking engagement will occur virtually and recorded for later replay, please include one of the following in the Description of the Purchase Order:
- Option 1: Recording for purposes of internal replay only: Speaker is giving permission for University to audiotape and/or videotape this presentation. The Speaker hereby grants University a limited, free, perpetual, non-exclusive license to use the text and recordings only for internal University use and replay.
- Option 2: Recording for any future purpose: Speaker is giving permission for University to audiotape and/or videotape this presentation. The Speaker hereby grants University a limited, free, perpetual, non-exclusive license to use and commercialize the text and recordings of the presentation in any medium as University desires.
For questions regarding issuing purchase orders at the University of Texas at Austin, please see §7.4 of the Handbook of Business Procedures, or reach out to purchasing@austin.utexas.edu for assistance.
Video Consent and Release Form (no compensation)
(To be used when a speaker will not be paid, but will be recording during the speaking engagement.)
This form should not be submitted to the Business Contracts Office for review or approval. Please complete this form at the Department level, and retain in your records in accordance with your Department’s internal procedures and University retention policies.
Last Update 02/25/2021