Contract
Lecture Contract
Ordinarily, no contract would be required for a lecture unless the paleontologist or artist will be put to some expense to give the lecture, or money will be charged those who attend the lecture. In the former instance, some provisions must be made in writing regarding payment of the lecturer's expenses, in the latter instance, some contractual arrangements must be made to assure the host organization of the lecturer's intention to appear. In both instances, where artwork is to be displayed in accompaniment to the lecture, provision should be made for shipping and insuring the artwork.
I think this is a perfect occasion to use the letter contract format, (unless it involves the lecturer's spending an extensive time away from home, in which case, a more formal contract would be desirable.) Generally the parties are familiar with each other and too much formality might seem odd. You can put all of your concerns nearly into a letter, making sure to cover these points:
- Dates and times the lecturer is to give the lecture(s) and any additional services the sponsoring organization may wish him or her to perform. (attend a dinner with students or faculty, judge a show, review a collection, etc.)
- What examples of the lecturer's work are to be brought, and in what form presented. Insurance, crating, and shipping expenses, plus any security required to protect artwork should be paid by the sponsoring organization and a load agreement to accompany this letter. Slide lectures or any other AV needs accommodated.
- How much the lecturer will be paid. How much in advance, how much on the final day of the lecture or some time estimated by the sponsoring organization.
- Expenses and accommodations to be reimbursed; travel by what means, food and lodging expenses, additional expenses, such as carfare, etc.
- Recordings, transcripts, artwork reproductions all copyrighted to the lecturer, and reproductions or publishings may not be made without express permission.