Overview
Event Speaker Release contracts are typically used to obtain permission from speakers to record, use, and distribute events.
The goals of this recipe are:
- Standardize the process for collecting and managing speaker release agreements across all events.
- Ensure speakers provide explicit permissions for recording, distribution, and use of their likeness and materials.
- Automate routing, signature collection, and storage of executed releases to reduce administrative burden.
- Maintain compliance and reduce legal risk by ensuring all sessions are properly authorized before use.
- Create a central, searchable record of speaker releases for easy tracking and future reference.
Use Case
Classics Inc. is hosting an annual industry conference where sessions will be recorded and shared with attendees, customers, and on-demand viewers. Each speaker must grant permission for the use of their name, likeness, and presentation materials.
What You'll Need
| Features | Workflow Designer |
| Permissions | Workflow Designer |
| Sample Contract Document | Event Speaker Release Template.docx |
Supporting Resources
Warning: Ironclad is not a law firm, and this sample template does not constitute or contain legal advice. To evaluate the accuracy, sufficiency, or enforceability of specific contract terms, or the applicability of these materials to your business, you should consult with a licensed attorney. Use of, and access to, this template or any of the resources contained within the site do not create an attorney-client relationship between the user and Ironclad.
This activity is for training purposes only. The workflow you're building is a simplified example of what a workflow could look like. You’re encouraged to customize it based on your organization’s unique contracting needs.
Be aware that creating properties or conditions as part of this exercise may affect your live Ironclad data. Please proceed with caution if you're working in a non-training environment.
Instructions
To build an event speaker release workflow, follow the steps below in order:
Create a New Workflow
- Open Workflow Designer on the top navigation bar and create a new internal workflow.
- Name your workflow “Marketing | Event Speaker Release”.
- Click Save in the top right corner.
Upload Contract Document(s)
- Select My company’s paper and upload this document.
- Click Save paper source.
(Optional) Adjust Lifecycle Presets
Note: It's a best practice to use Lifecycle Presets in most, if not, all workflows. You can customize these questions, as needed, such as deleting any questions/properties that are irrelevant. You can also move the Lifecycle Preset section to the Review Step only if you don't expect your business users to know the answers, but still want this information gathered by Legal.
NOTE: It's a best practice to use Lifecycle Presets in most, if not, all workflows. You can customize these questions, as needed, such as deleting any questions/properties that are irrelevant. You can also move the Lifecycle Preset section to the Review Step only if you don't expect your business users to know the answers, but still want this information gathered by Legal.
- If you don't expect business users to know the information to these Lifecycle Preset questions, move the Lifecycle Preset section to Review only so that business users don’t see it in the launch form. This will still allow Legal to fill out and gather the lifecycle information.
- Move Effective Date and Term Length questions out of the Lifecycle Preset section and hide Lifecycle Preset section to Review only.
- If you delete a Lifecycle Preset question, you should also delete the property associated with that question from the workflow configuration. You'll receive a warning that the property isn't being used anywhere in the workflow.
Configure the Create step
Customize Launch Form Questions
Navigate to the Create tab and configure the launch form with the following questions:
- Click on the “Who is the counterparty” question and click Delete question. This question is connected to entities, if enabled.
- Rename the Counterparty Information section to Event and Speaker Information.
- Add a short response question and map it to a new property Speaker Name. Enter the following question text: 'Please enter the speaker’s first and last name:'.
- Change the Counterparty Name question text to 'Please enter the company the speaker is affiliated with:'.
- Add a short response question and map it to a new property Event Name. c 'What is the name of the event the speaker will be speaking at?'.
- Add a date question and map it to a new property Event Date. Enter the following question text: 'What is the date of the event?'.
- Move Counterparty Signer Name and Counterparty Signer Email to the bottom of this section.
Tag Properties on Your Document Template
- Navigate to the Document tab to tag properties on your document template.
- Select the pre-highlighted yellow text for Speaker Name > select Add Property. From the menu that displays, select Speaker Name to tag the property. You may need to create custom properties.
- Repeat for the following:
- Counterparty Name
- Event Name
- Event Date
- Signature block
- Counterparty Name
- Counterparty Signer Signature
- Counterparty Signer Name
- Counterparty Signer Date Field
- Company Signer Signature
- Company Signer Name
- Company Signer Date Field
Create a Condition for Redlines = True
- Click the plus sign located on the left side bar to create a condition titled Redlines = True.
- Set the Rules to: If Draft Documents is equal to not generated from template.
- Click Save.
Configure the Review Step
- Enter the following title for the approver: Legal approver only if non-standard language.
- Select the drop down for When is initial approval required and select the Redlines = True condition.
- Add the Legal group for Who can approve.
Configure the Sign Step
- Click the Sign tab, and then click Settings.
- Select the Workflow Owner as the Signature Coordinator.
- In the Signature Acceptance Methods section, under eSignature, select More settings.
- Under eSignature Experience, select Automatically sent after last approval as the eSignature request trigger.
- In the Signers tab, set the Marketing Leadership group (or applicable group in your business) as the Company Signer. Set the assignment for How will the signer be assigned? to Rotate assignment automatically.
Configure the Archive Step
- Set the Record Type as Static and select the label as Event Speaker Release. You may need to create a new record type.
- Select Always for Auto-archive.
Test and Publish Workflow
Warning: Be mindful of properties associated with your workflow - as soon as you hit publish, any new contract properties, record types, or additional properties that you created will also automatically be pushed to the repository.
- Verify all errors and warnings have been resolved.
- Click Preview to test launch form inputs.
- Click Publish when ready.
Result
By completing this recipe, you will have a fully operational workflow that generates and manages speaker release agreements from end to end. Event teams will be able to launch and send release forms quickly, speakers will experience a streamlined signing process, and Legal will have confidence that all necessary permissions are captured and stored in one place. As a result, your organization can record, share, and promote event content without compliance gaps or manual tracking headaches.