Sample Teaching Contract

by Carolyn Lee Vehslage


[Your Name]
[Street Address]
[City, State, Zip Code]
[Phone Number]
[Email Address]

This is to confirm our verbal agreement that [your name] will present workshop(s) and/or lecture(s) for:

Conference/Guild name/Store name:
Email & Website:

To be held on date(s):

Lectures: $_ for a 1 hour lecture, plus Q&A session.
Workshops: $_ per day (up to hours) for up to _ students. Additional students may be added for an additional fee of $_ per student, per day, up to a maximum of _ students, providing the classroom is adequate.

Booking Fee: Non-refundable fee of $100.00 (counts toward fee) to be paid when contracts are signed.
Payment: Fees & expenses to be paid immediately upon completion of engagement. (A minimum of _ workshops and a lecture will be required if air travel is involved.)

It must be possible to darken the lecture room. Other Items: stand (for a digital projector provided by [your name] if the group does not own a projector) and screen, microphone, two heavy-duty extension cords, and power strip. Two tables for display of artwork and trunk show items.

The classroom must have an electrical system able to handle a minimum of one iron per four students. (Irons blow fuses. Please make sure someone knows where the electrical breakers are.) Other Items: table space enough for each student to work at a sewing machine, with a large cutting board and iron next to it (ideally one table per student). Two tables to display samples and supplies. Room must have adequate lighting and ventilation. Access to a sink is mandatory.

Optional: For some classes, it is necessary for each student to have a “working wall” that can be pinned to, or movable design boards, such as 40” x 60” foamcore or insulation board. If these are not available a large piece of flannel or batting will need to be added to the supply list for each student to bring to use as a working wall design board.

Threads, yarns, fabrics, patterns, books and supplies will be available for sale to interested students at both workshops and lectures. The Guild/Conference will not expect to collect any commission on these sales. Class time will not be disrupted for these sales but will take place at the end of class.

1. Title of Lecture
Date: Time:
2. Title of Lecture
Date: Time:


1. Title of Workshop

2. Title of Workshop

3. Title of Workshop
Date:       Time:


Promotion Materials: Class descriptions can be emailed to you.

Supply Lists and Class Handouts: A master copy of both of these items will be emailed to the workshop chairperson to copy and distribute after contract is received. Some classes have additional supply fees.
Or: Supply lists are found on [your name]'s website. Most classes have a $_ kit fee. This kit includes all the hand-dyed fabrics needed for the projects as well as a class handout or pattern for the student. Biographical materials and pictures are available on the website: [your web address]

All travel expenses will be paid by the Guild/Conference. These include: mileage when driving (current IRS government rate), plus tolls, car rental if necessary, or round trip airfare and cab/shuttle transportation ( each way at present) to and from [_] Airport, or parking at airport ( per day at present), and luggage fees for two suitcases (if applicable).

Flight arrangements will be made by [your name] or the travel agent of the conference/guild, with [your name]’s agreement on dates of travel, routes, and airline from [_]. [ seating please.]

Arrangements will be made by the Guild/Conference to meet [your name] at the airport location to transport _ large suitcases of class materials. (Remember to bring a vehicle with enough room to handle these.)

Additional Requirements: Contact names, phone numbers and email addresses. Name of airport for arrival. Driving directions if applicable. Please include name of building, street address and phone number.

Full room and board expenses [in hotel or private home]. [Require SINGLE, non-smoking hotel room with free high speed broadband Internet access (for all seminars or symposiums also, with no added expense to the presenter). Food must be available in or near the hotel.

LODGING provided by your group will be at:

Name of hotel or motel:

Or homeowner (if applicable):



Reservation #:

All meals are provided or paid for by the Guild/Conference (or $ per day).

If [your name] will be in your area for extra days in order to be available on your regular guild meeting days, share expenses with other groups in your area, or to save the guild or conference money on air fare, your Guild/Conference(s) will be responsible for all expenses on these extra days.
If [your name] is traveling with a friend(s), the guild will not be responsible for their expenses. In the case of hotels that have an extra charge for a second person in the room, [your name] will pay the extra charge.

The Guild/Conference may cancel a workshop or a lecture up to three (3) months before the date of the workshop or lecture. If the Guild/Conference cancels within the period of 3 months to six (6) weeks prior to the dates of execution of the contract, the guild will be responsible for paying half of the contract fees. If the Guild/Conference cancels 6 weeks or less prior to the dates of execution of the contract, the Guild/Conference will be responsible for paying all of the contract fees and for reimbursing any expenses already incurred (airfare, etc).

If a workshop is cancelled after the purchase of the airfare, the guild will be responsible for paying for the tickets and any other expenses incurred by [your name].

If your workshop cancels in the middle of a multi-venue tour, your group will be responsible for covering [your name]'s daily minimum fee of $_.

Expenses will be shared among all Guilds/Conferences on a multi-venue tour. Each group will be charged a percentage of total mileage or airfare, car rental, bus/limo fare, parking, tolls, and extra-day lodging and meals expense. Individual groups will be responsible for lodging and meals on the days [your name] is working for them.

If your group has its own contract, this contract will also be needed, in addition to your contract. Please cross out and initial any clauses in your contract that are in conflict with the requirements spelled out in this contract.

A signed copy of this contract must be returned to [your name] before a firm commitment can be made. If your group would like to reserve future dates, but has not yet booked a venue or made decisions on which workshops to schedule, please insert TBA (to be announced) on the form. A completed copy of this contract must subsequently be forwarded at a later date, and at least 60 days before the scheduled contract is completed and sent to [your name].

The Guild/Conference will provide the name of a second person in your organization who can be contacted in the event that the organizer/program chair is not available.

I have read the above letter of agreement, and I understand and agree to the terms:

Guild/Conference Representative:

Name (printed):




Signature:                                Date:

Second person in your group who can be contacted:

Name (printed):




Signature:                        Date:

Teacher:                          Date: