The 2026 SUGSA Regional Scrum Gathering is dedicated to creating opportunities to learn, share, and connect—supporting a healthy, vibrant Agile community.

SUGSA is a Public Benefit Organisation run entirely by volunteers. As a non-profit, we balance the sustainability of the Gathering with our commitment to accessibility and value for all participants.

This document outlines the expectations and responsibilities of all confirmed speakers (including facilitators and workshop leaders, collectively referred to as “speakers”).

Contact us at info@sugsa.org.za for any queries regarding these terms.

1. Code of Conduct

All speakers are required to adhere to the SUGSA Code of Conduct: https://sugsa.org.za/about-us/code-of-conduct/.

We are committed to a harassment-free, inclusive conference environment and expect speakers to uphold this standard.

2. Accommodation and Travel Support

Accommodation: 2 nights (11–12 March 2026) for the main speaker in a single room, arranged by SUGSA. Non-transferable and non-exchangeable.

Travel reimbursement (main speaker only, receipts required):

  • Local (within SA, excluding lightning talks): up to R4,000
  • International (outside SA, excluding lightning talks): up to R22,000
  • Lightning talks: up to R500

Co-speakers: Reimbursements apply per accepted session, not per speaker. Co-speakers may split allowances at their discretion.

Submission & timelines:

  • Claims must be submitted within 14 days post-conference.
  • Reimbursements will only be processed after the conference.
  • For international reimbursements, original invoices from providers are a regulatory requirement.

3. Community Involvement

Speakers are expected to actively participate in the Gathering, attending the opening and closing keynotes, and engaging with the community over both days.

The Speakers’ Dinner (evening of 11 March 2026) is hosted by SUGSA. Attendance is expected unless alternate arrangements are agreed with the committee.

4. During Workshops or Talks

  • A SUGSA committee member will introduce the speaker, keep the session on time, and use visual cues to manage scheduling.
  • Sessions must remain aligned with the accepted proposal. Attendees select sessions based on published descriptions.
  • Recommended: allocate the last 10–15 minutes for Q&A.
  • SUGSA will provide: Post-its, markers, flipcharts, AV facilities, and tech connections.
    • If additional equipment or stationery is required, speakers must contact the hotel directly to make arrangements at their own cost.
    • If specific colours or types of materials (e.g., post-its, markers) are required, these must be provided by the speaker. SUGSA will accommodate where possible, but this is not guaranteed.
  • Slides (if intended for sharing) must be submitted within 2 working days after the event.
  • Feedback will be collected by SUGSA and shared with speakers post-conference.
  • Mentions of company, products, or books are allowed briefly in introductions. Sales pitches disguised as sessions are not permitted.

5. Cancellation Policy

Speaker cancellations place a significant burden on a non-profit, volunteer-run event and impact our community experience. Therefore:

  • More than 60 days before the conference (by 10 January 2026): No penalty will apply.
  • Between 30–60 days before the conference (11 January – 10 February 2026): The speaker will be responsible for reimbursing SUGSA for any non-recoverable costs already incurred (e.g., pre-booked meals, hotel deposits).
  • Less than 30 days before the conference (after 11 February 2026):
    • The speaker will be liable for 100% of the costs incurred by SUGSA on their behalf.
    • The speaker may also be placed on a restricted list for 1 year of SUGSA conferences.

Exceptions will be made only for serious emergencies (e.g., illness, bereavement), at the discretion of the SUGSA committee.

6. Conference Cancellation

If SUGSA cancels the Gathering for any reason, reimbursements for approved travel costs will be made in line with the limits outlined in Section 2.

If speakers are unable to obtain a full or partial refund from service providers, written confirmation of the refund decline will be required for SUGSA records.

7. Reimbursement Process

To ensure transparency and compliance, the following process applies:

  1. Invoice Submission
    • All invoices must be submitted directly to your assigned Speaker Buddy, who will provide invoice format examples.
    • All invoices must be submitted in South African Rand (ZAR) only, regardless of the speaker’s country of residence or the currency used for personal or business transactions
  2. Invoice Requirements
    • Invoices may have unique formatting requirements and may include additional documentation to comply with South African banking laws, particularly for international transfers.
  3. Exchange Rate Consideration
    • For international reimbursements, amounts received will be subject to the currency exchange rate on the date of payment (not the date of purchase or invoice).
    • Payments may take up to 1 week to clear, meaning the final amount received by the speaker may vary.
  4. Bank Fees
    • SUGSA will cover the initial transfer fees for all reimbursements.
    • For international reimbursements, any additional bank fees charged by intermediary or receiving banks will be shared equally: 50% covered by SUGSA and 50% by the speaker.
    • Should there be any issues requiring re-submission of payment, all subsequent bank fees will default to the speaker.