Sample Memorandum of Understanding

Guiding Principles
As part of this agreement both parties will undertake to respect and promote the
following principles:
Transparency and accountability.
Human rights and equity.
Meaningful engagement and ownership in the planning and implementation
of the scope of the agreement.
Terms of the Agreement
ICSS will:
act as the focal point for requests for the Speaker and with the interested
advocate(s) assess the Speaker(s) most suited. ICSS will also seek out
opportunities with local advocates where present to coordinate Speaker
visits. Virtual opportunities to speak at events or on calls will also be pursued.
ICSS will encourage GFAN advocates to share such opportunities and use the
Speaker at them.
manage the production of stories, photos, videos and other multimedia of the
Speaker in his/her activities seeking to achieve greater support for the Global
Fund, as well as media opportunities.
coordinate on behalf of the Speaker all financial arrangements with the
interested advocates and ensure that the Speaker does not have to pay for
any of his/her own costs associated with speaking opportunities.
provide to the Speaker timely information on each speaking opportunity with
sufficient time for organizing preparations and briefing.
provide for the Speaker training and on-going support as well as specific
background and talking points for each speaking opportunity.
ensure the Speaker is integrated into the regular work of GFAN.
The Speaker will:
ensure he/she will be available to attend at least 1 in-person speaking
opportunity per year with the understanding that the majority of speaking
trips last at least 1-6 days.
participate, to the best of his/her ability, in requests for virtual (phone or
video) speaking opportunities.
attend at least one 2-3 day speaker training before or at the start of his/her
work with the Speakers Bureau.
provide timely responses to participation requests.
make him/herself available for photography and/or video or audio recording
Fees and Payments
The Speaker understands that his or her participation in the Speaker’s Bureau is
voluntary and therefore he/she agrees with the policy of no remuneration for
The Speaker understands that ICSS will solely or jointly organize with host NGOs the
logistics of each Speaker’s trip, including:
the procurement of flights
booking of hotels
travel insurance
any official letters and information required for visas and entry to
The Speaker understands that ICSS will solely or jointly provide with host NGOs
payment coverage of the following costs for each Speaker’s trip (including training):
Return flight to closest city of departure
Hotel room (not shared)
Transportation to and from departure airport
Per diem for flight days and days at destination, which includes meals,
transportation to and from the destination airport and daily incidentals such
as public transportation
Taxis only approved in advance by ICSS or the host NGO to attend relevant
Visas and any related mailing or travel costs to acquire the visa
Travel insurance
The per diem will be provided preferably in cash at the Speaker’s destination or in
advance of the trip by wire transfer upon mutual agreement. Receipts for visas and
their mailing costs, taxis and transportation to and from the departure airport must
be retained and provided to ICSS and/or the host NGO at the destination or after
the Speaker’s trip; these costs will be reimbursed by wire transfer after each trip.
Confidentiality and Copyright
The Speaker agrees to give ICSS the irrevocable right to use his/her name, written
story and photographic or illustrative depiction of him/her in all forms and for all
purposes associated with the Speaker’s Bureau.
The Speaker agrees with having his/her story, name and picture used in a responsible
way by advocates and activities seeking to achieve greater support for the Global
Withdrawal and Dispute Settlement
Each party may withdraw from this MoU by giving the other Signatory one (1) week
written notice.
If any dispute arises between the parties as to the interpretation, application or
implementation of this MoU, the two parties will consult with each other in order to
reach an amicable solution.
Timeframe and Review
The term of this MoU and the services to be provided by the Parties will start upon
signing by both parties and end no later than 31 December 2016.
This MoU shall be subject to review on an annual basis. It will be evaluated by 31
December 2015 by both parties, with a view to determining whether it should be
revised, and if so what changes should be made to the MoU and the activities, etc.
Peter van Rooijen
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