Accommodation, Travel and Reimbursements

• Accommodation: SUGSA will arrange and pay for accommodation for the main speaker for each accepted session. Accommodation is provided for the two nights of the Regional Scrum Gathering event, and a single room will be selected. This is non-transferable and not exchangeable for cash or alternative arrangements.
• Local Speakers (within South Africa): SUGSA will reimburse flight costs up to R4000 for the main speaker. Receipts are required for all claims.
• International Speakers (outside South Africa): SUGSA will reimburse travel costs (flights, taxis, etc.) up to R22 000 for the main speaker. Receipts are required for all claims.
• Lightning Talk Speakers: SUGSA will reimburse flight costs up to R1000 for the main speaker. Receipts are required for all claims.
• Co-speakers: Travel costs and accommodation will be reimbursed per accepted session, not per individual speaker. This means co-speakers will need to share the allocated budget for travel and accommodation. Accommodation for a co-speaker must be arranged at their own discretion and expense, as the provided accommodation is intended only for the main speaker. 
• Arrival: Speakers who do not live in the host city are requested to arrive the night before the conference to ensure their attendance on both days. If this is not feasible, alternative arrangements can be made with a committee member.
• Reimbursement Process: A travel invoice is required for reimbursement. All claims must be submitted within 14 days after the conference. Claims made after this deadline may be delayed.

Community Involvement

We highly value our speakers’ active participation in the community. Therefore, speakers are expected to attend as much of the conference as possible, including the opening and closing keynotes. Your presence throughout the event, or finding alternative ways to engage with attendees, is greatly appreciated.

• Speakers’ Dinner: The Speakers’ Dinner will be held the evening before the conference, with speakers and committee members – SUGSA covers this cost, and we ask that speakers attend or arrange alternatives with the committee if unable to attend.

During Workshops or Talks

By agreeing to speak, speakers consent to the following:

• Session Introductions: A committee member will introduce speakers and ensure the session stays on schedule, using visual cues (printed flashcards) if necessary to manage time.
• Q&A Time: It is recommended to allocate the last 15 minutes of the session for questions from the audience.
• Materials and Equipment: SUGSA will provide basic materials, including:
  • Stickies (Post-it notes)
  • Markers
  • AV facilities
  • Flipcharts (one per room)
  • Technical connections
• Content Alignment: The session content should align with the proposal submitted. Attendees rely on the published session information to make their choices, so it is essential to stick to the planned structure.
• Slides: If a speaker would like to share their slides with the community after the event, they must submit them within two working days after the conference.
• Feedback: SUGSA will collect and share feedback with the speaker after the event.
• Recordings: SUGSA may record talks (video, audio, or images) for distribution during or after the event.
• Acknowledgements: Speakers are permitted to mention their company, Agile-related products, books, or services as part of their introduction. However, sales pitches disguised as sessions are not acceptable.

Cancellation