FORMAL BOOKING & ENGAGEMENT POLICY

Booking & Payment Terms

To confirm a speaking or workshop engagement, a 50% non-refundable deposit is required at the time of booking. The remaining balance is due no later than fourteen (14) days prior to the scheduled engagement date, unless otherwise agreed in writing.

Dates are not considered reserved until the deposit has been received.

Cancellation Policy

Due to the nature of customized preparation and the reservation of dates that cannot easily be rebooked, the following cancellation terms apply:

• More than 30 days prior to the engagement:
  The deposit is retained; no additional fees apply.

• 15–29 days prior to the engagement:
  Seventy-five percent (75%) of the total engagement fee is due.

• 14 days or fewer prior to the engagement:
  One hundred percent (100%) of the total engagement fee is due.

All cancellations must be submitted in writing.

Rescheduling

One (1) reschedule is permitted without penalty if requested at least 30 days prior to the original engagement date. Rescheduled engagements must occur within twelve (12) months, subject to availability.

Requests to reschedule within 30 days of the scheduled date may be treated as a cancellation and subject to the cancellation terms above.

Travel & Expenses (In-Person Engagements)

For in-person engagements, the client is responsible for all reasonable travel-related expenses, including airfare, hotel accommodations, ground transportation, and meals on travel days.

Travel arrangements may be booked directly by the speaker and invoiced in advance, or reimbursed within fourteen (14) days following the engagement, unless otherwise agreed.

To support the quality and sustainability of delivery, same-day travel and red-eye flights are generally avoided.

Recording & Intellectual Property Rights

All presentations, workshops, materials, frameworks, and content remain the intellectual property of Heart Led Leadership LLC.

• Recording (audio or video) of the engagement is not permitted without prior written consent.

• If recording permission is granted, usage is limited to internal, non-commercial purposes only, unless otherwise agreed in writing.

• No portion of the content may be sold, licensed, distributed, or publicly shared without express written permission.

Usage of Materials & Branding

Clients will be provided with approved materials for internal use as part of the engagement.

• Materials must be used in their original form, including the Heart Led Leadership logo and branding, which may not be removed, altered, or obscured.

• Materials may not be modified, excerpted, or repurposed without written approval.

• All usage must properly attribute Heart Led Leadership LLC.

Accessibility & Inclusion

Accessibility is a core value of Heart Led Leadership.

Clients are encouraged to share any accessibility needs or accommodation requests in advance of the engagement. Reasonable accommodations will be made whenever possible to ensure an inclusive, supportive experience for all participants.

This may include (but is not limited to) pacing considerations, format adjustments, or assistive supports.

Force Majeure & Health Considerations

In the event that circumstances beyond either party’s control arise—including illness, disability-related needs, severe weather, travel disruptions, or other force majeure events—the parties agree to work together in good faith to reschedule the engagement or convert it to a virtual format when feasible.

Virtual Engagements

Virtual engagements are considered delivered once the session has commenced.

Cancellations or no-shows within 24 hours of a virtual engagement are non-refundable.