Tucana Speaker Travel & Accommodation Policy
Version: 1.2
Last updated: 16 December 2025
1. Applicability
1.1 Travel and accommodation for speakers or moderators are not covered by default.
1.2 This Policy applies only where Tucana has explicitly agreed in writing, at the time of confirming an engagement, to arrange and/or cover travel and/or accommodation.
1.3 Where no such written agreement exists, speakers are responsible for making and funding their own travel and accommodation arrangements.
2. Booking arrangements
2.1 Where travel and/or accommodation are covered, all bookings will be made by Tucana via its appointed travel agent.
2.2 Tucana (or its travel agent) will request the speaker’s preferred travel times and constraints.
2.3 Based on those preferences, the travel agent will propose one or more reasonable booking options for the speaker to review.
2.4 Once the speaker confirms a proposed option in writing, that confirmation constitutes a firm commitment.
2.5 Any subsequent changes requested by the speaker, or any cancellation by the speaker after confirmation, may result in additional costs, which shall be the responsibility of the speaker or their employer, as set out in section 7.
3. Flights
3.1 Flights will be booked in economy class.
3.2 Any upgrades (including upgrades using loyalty points or miles) are entirely at the speaker’s discretion and expense and are outside Tucana’s responsibility.
3.3 Flight options will be proposed by Tucana’s travel agent taking into account:
- the event schedule;
- the speaker’s stated travel preferences; and
- reasonable arrival and departure times.
3.4 The speaker is responsible for selecting from the proposed options and for confirming the final booking.
4. Accommodation
4.1 Where accommodation is covered, Tucana will book the hotel directly.
4.2 Tucana will normally cover one (1) night of accommodation, either before or after the speaker’s scheduled session, depending on travel times and event scheduling.
4.3 Additional nights may be arranged:
- at the speaker’s own expense, or
- at Tucana’s discretion, where the speaker’s session timing and travel schedules make two overnight stays a practical necessity.
4.4 Accommodation will be in a standard room at a business-appropriate hotel selected by Tucana.
5. Ground transport, meals, and incidentals
5.1 Tucana does not cover:
- ground transport (including taxis, rideshares, car hire, or parking);
- meals or per diems; or
- incidental or personal expenses,
except where such items are expressly provided as part of the event itself.
6. Reimbursements (exceptional only)
6.1 Reimbursements will be made only where expressly agreed in writing in advance.
6.2 All reimbursement claims must:
- be supported by original receipts; and
- be submitted within 14 days of the event.
6.3 Approved reimbursements will be paid within 30 days of receipt of a complete and valid claim.
6.4 Reimbursements will be made in the original currency of the expense.
7. Cancellations and changes
7.1 If Tucana cancels the engagement after travel or accommodation has been booked, Tucana will bear any non-refundable costs incurred.
7.2 If the speaker cancels or withdraws after confirming travel or accommodation bookings, the speaker or their employer is responsible for reimbursing Tucana for any non-refundable or unrecoverable costs incurred.
7.3 Changes requested by the speaker after bookings have been confirmed may result in additional costs, which shall be the responsibility of the speaker or their employer.
8. Personal travel and companions
8.1 Tucana is not responsible for any personal travel undertaken by the speaker outside the event programme.
8.2 Travel or accommodation for partners, companions, or additional nights is not covered by Tucana. Where possible, Tucana’s travel agent may assist with separate bookings, which must be settled directly by the speaker.
9. Interpretation
9.1 This Policy is intended to support practical and efficient event delivery and shall be interpreted reasonably and in good faith.
9.2 In the event of any inconsistency between this Policy and a written confirmation of engagement, the written confirmation shall prevail.