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Event Hosting Agreement
"I need an Event Hosting Agreement for a three-day corporate conference at our hotel venue in London, accommodating 500 delegates with full catering and AV services, scheduled for March 15-17, 2025."
1. Parties: Details and formal identification of the venue owner/operator and the event organizer
2. Background: Context of the agreement and brief description of the event
3. Definitions: Key terms used throughout the agreement
4. Event Details: Specific information about the event including date, time, duration, and purpose
5. Venue Details: Description of the venue and facilities included in the agreement
6. Payment Terms: Fees, deposit requirements, payment schedule, and additional charges
7. Responsibilities of Parties: Detailed obligations of both venue provider and event organizer
8. Cancellation and Postponement: Terms regarding cancellation by either party and associated penalties
9. Insurance and Liability: Insurance requirements and allocation of risks between parties
10. Termination: Circumstances under which the agreement can be terminated
1. Catering Services: Terms relating to food and beverage provision - include when catering is part of venue services
2. Technical Services: Terms relating to AV equipment and technical support - include when technical services are provided
3. Security Services: Requirements for security personnel and arrangements - include for large events or when valuable items are involved
4. Intellectual Property: Rights regarding event content and recordings - include when event involves performances or content creation
5. Force Majeure: Provisions for unforeseen circumstances - include for longer-term bookings or high-value events
1. Schedule 1: Venue Layout: Floor plans and facility maps
2. Schedule 2: Equipment List: Detailed inventory of provided equipment
3. Schedule 3: Price List: Breakdown of all charges and optional extras
4. Schedule 4: Service Level Agreement: Detailed service specifications
5. Schedule 5: Insurance Requirements: Specific insurance coverage requirements
6. Schedule 6: Health and Safety Guidelines: Venue-specific safety procedures and requirements
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