TECHNICAL SPEAKER’S AGREEMENT & COPYRIGHT FORM
Thank you for participating in Heavy Oil Latin America Conference & Exhibition 2015 (HOLA). When
developing the conference curriculum, our goal is to provide a balanced program that meets the variety
of skill levels and interest levels of the conference audience, presented by speakers of the highest
quality who represent the diversity of the world’s largest gathering of heavy oil professionals.
As a speaker for HOLA Conference 2015, you agree to the following:
SUBMISSION REQUIREMENTS
By submitting a paper, speakers agree to be available to speak during any timeframe of the conference
and as such will not request a change to the session time or day assigned if selected. Note that the
program is subject to change.
Individuals submitting a paper for the HOLA Conference are doing so with the understanding that they
agree to abide by these conditions, deadline policies, and decisions of the HOLA Technical Committee.
SPEAKER COMPENSATION
HOLA does not pay per diem, honoraria, or expenses for any technical conference speaker.
Technical and alternate speakers will receive a reference code prior to the conference which will enable
them to take advantage of the speaker’s discount. All co-authors must pay the standard delegate rate.
All speakers are required to pay for their delegate pass no later than August 14, 2015. If payment is not
received, you will be replaced by the next alternate speaker in your category.
If you require a Visa letter, there will be one available within the registration process or you can request
one from amandabazant@dmgevents.com prior to August 14, 2015.
PRESENTATION REQUIREMENTS
As a speaker for HOLA 2015, you agree to use all templates that are provided by the Conference
Coordinator and that you will not alter the color or layout.
Heavy Oil Latin America Conference & Exhibition Speaker’s Agreement & Copyright
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CRITICAL DATES
All technical and alternate speakers are required to send all essential documents to
amandabazant@dmgevents.com by the following dates.
Speaker Agreement/Copyright
July 14, 2015
Headshot and Short Biography
July 14, 2015
Registration Confirmation
August 14, 2015
Final Presentation
September 1, 2015
Full Paper
September 1, 2015
Final Changes for Paper and PowerPoint
September 14, 2015
If we do not receive the above requirements, your speaking slot may be offered to an alternate
presenter.
If you are unable to fulfill your speaking commitment or are unable to participate in the conference for
any reason, you must notify Amanda Bazant in writing no less than 30 days prior to the conference.
NOTE: No refunds will be issued if you are unable to attend.
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Please print your paper title and company name exactly as it should appear in all conference materials.
Paper Title:
________________________________________________________________________
_____________________________________________________________________________________
Company:
________________________________________________________________________
Please provide the name and contact information of your line manager or communication department.
If you are submitting from an educational institution, please provide the name and contact information
of your Head of Department.
Name: _______________________________________________________________________________
Email: _______________________________________________________________________________
Phone Number: ________________________________________________________________________
Please print and sign two copies of this document. Email one signed copy
amandabazant@dmgevents.com by JULY 14, 2015 and ensure you keep one for your records.
to
By signing this form and based on mutual consideration, I understand and agree to the above terms and
conditions.
_____________________________________
____________________
Printed Speaker Name
_____________________________________
Date
_____________________
Speaker Signature
Heavy Oil Latin America Conference & Exhibition Speaker’s Agreement & Copyright
HOLA Number
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COPYRIGHT
Dear Speaker,
DMG Events (Canada) plc (“DMG”) appreciates your willingness to contribute your paper to DMG.
Transfer of copyright to DMG is a requirement for publication, including publication in conference
proceedings, with exception of material that is in the public domain.
Under this agreement, authors and their employers retain certain rights to make copies, sell and reuse
the material (refer to the Author-Retained Right and Terms and Conditions). The Author/employer also
retains any and all rights to any proprietary material disclosed in the paper. This process allows for
maximum dissemination of the information while maximizing protection against infringement by third
parties.
Under the terms of the Copyright Act of Canada, an assignment of copyright must be a written, signed
document from the owner of the work. Copyright assignment protects reproduction and distribution of
the paper. DMG shall control the use and may offer to sell and/or collect royalties for use of the paper.
HOLA Number ___________________
Paper Title
________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Copyright Transfer
The undersigned hereby assigns to DMG all publication and distribution rights under copyright for the
above cited paper and for any derivative works (abstracts, synopses, articles, and translations) based on
the above cited paper. The undersigned hereby warrants that:
i.
ii.
He/she is the author of the above cited paper or is authorized to represent the
author on behalf of the author’s employer
To the extent that the paper incorporated text passages, figures, data or other
materials from the works of others, the undersigned has obtained necessary
permissions
The Author shall indemnify DMG against all liabilities, costs, expenses, damages or losses suffered or
incurred by DMG arising out of or in connection with DMG’s exercise of the license in the Works granted
by the Author.
DMG shall not be liable to the Author for any costs, expenses, loss or damage (whether direct, indirect
or consequential and whether economic or other) arising from the exercise of the rights granted to
hereunder.
Heavy Oil Latin America Conference & Exhibition Speaker’s Agreement & Copyright
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Duration and assignment
The rights granted to DMG are irrevocable. DMG may transfer the rights granted to it hereunder freely
to any of its successors, licensees and assignees and DMG and any of its successors, licensees and
assignees shall have the right to use by any manner or means the Recordings and the Works.
Date and title of conference (“Conference”)
Name and address of the Author
(“Author/Employer”)
Please sign both copies of this letter to indicate your acceptance and return one to us.
SIGNED by
DMG Events (Canada) plc
for and on behalf of
)
)
)
SIGNED by
)
)
)
PLEASE READ AUTHOR-RETAINED RIGHTS AND TERMS AND CONDITIONS WHICH ARE LISTED ON THE
NEXT PAGE.
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Author-Retained Rights and Terms and Conditions
The term “employers” in the following means the companies*, universities, or organizations for which the authors
worked at the time the paper was written.
1. Authors/employers retain all intellectual property rights, including any idea, process, procedure, or article of
manufacture described in the paper.
2. Authors/employers may reproduce and distribute copies of the paper internally to employees of the company* or
organization for which the author worked at the time the paper was written. Such distribution includes posting of the
paper on the employer’s intranet accessible only to company employees.
3. Authors/employers may sell, reproduce, or authorize reproduction of, and distribute up to 250 paper or electronic
copies of the paper outside the company or organization for which the author worked at the time the paper was
written for personal, business, or educational purposes provided that the DMG copyright notice is included, and the
copies are not used in any way that implies DMG endorsement of a product or service. Sales, reproduction,
authorized reproduction, and distribution of more than 250 paper or electronic copies of the paper must be approved
in advance by DMG, which approval shall not be unreasonably withheld or delayed.
4. Authors/employers may make an oral presentation of the same material provided proper acknowledgement of
DMG copyright ownership is made.
5. Authors/employers may incorporate all or part of the paper in future writings or presentations. If the entire paper or
a portion thereof is used in substantially unchanged form, proper acknowledgement of DMG copyright must be made.
6. Authors/employers may request return of one-time journal publication rights to enable publication of the paper in a
journal or magazine. Such requests should be made in writing to DMG. Requests for return of one-time journal
publication rights will not be granted for papers submitted to DMG for peer review unless the paper is declined for
publication or it is at least 6 months after the submission date.
7. For all uses not covered by Items 2 through 6, authors/employers must request permission from DMG to reproduce
or authorize reproduction of the paper.
8. Although authors are permitted to re-use all or portions of the paper in other works, this does not include granting
third-party requests for reprinting, republishing, or other types of re-use.
Information for Authors
DMG policy requires that DMG hold copyright to all copyrightable material in its publications, including conference
proceedings, and to the individual contributions contained therein, to protect the interests of DMG, authors and their
employers, and at the same time, to facilitate the appropriate re-use of this material by others.
If you are employed and prepared this paper within the scope of your employment, the original copyright to the paper
belongs to your employer. In that case, DMG assumes that when you sign this form, you are authorized to do so by
your employer and that your employer has consented to the transfer of copyright, to the representation and warranty
of publication rights, and to all other terms and conditions of the form. If such authorization and consent has not been
given to you, an authorized representative of your employer should sign this form in the space provided for the
Author.
NO MANUSCRIPT MAY BE PUBLISHED IN ANY DMG PUBLICATION, INCLUDING CONFERENCE
PROCEEDINGS, UNLESS DMG HAS RECEIVED THIS SIGNED FORM. TO ENSURE UNIFORM TREATMENT
AMONG ALL CONTRIBUTORS, OTHER FORMS MAY NOT BE SUBSTITUTED FOR THIS FORM, NOR MAY ANY
WORDING OF THIS FORM BE CHANGED.
Heavy Oil Latin America Conference & Exhibition Speaker’s Agreement & Copyright
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* Company or companies as used herein means the company the author worked for at the time the paper was written, such
company’s ultimate parent (if any), and any company for which the company (or such ultimate parent) owns or controls, directly or
indirectly, fifty percent or more of the stock or voting rights.
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