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Event Hosting Agreement

Event Hosting Agreement Template for Malaysia

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Key Requirements PROMPT example:

Event Hosting Agreement

"I need an Event Hosting Agreement for a three-day international technology conference to be held at Kuala Lumpur Convention Centre in March 2025, with an expected attendance of 2,000 delegates, including provisions for exhibition spaces and multiple breakout rooms."

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Document background
The Event Hosting Agreement serves as a crucial legal framework for businesses and organizations conducting events in Malaysia. This document is essential when a venue owner/operator agrees to provide their space for events such as conferences, exhibitions, performances, or corporate functions. The agreement must comply with Malaysian legislation, including the Contracts Act 1950, Entertainment Act 1992, and relevant local authority regulations. It typically covers venue specifications, event details, financial terms, operational requirements, and risk management provisions. The document is particularly important in Malaysia's growing events industry, where clear contractual terms are necessary to protect all parties' interests and ensure smooth event execution while maintaining compliance with local laws and regulations.
Suggested Sections

1. Parties: Identification of the venue owner/operator and the event organizer, including full legal names and addresses

2. Background: Brief context of the agreement, including the venue's business and the organizer's intention to host an event

3. Definitions: Key terms used throughout the agreement, including 'Event', 'Venue', 'Event Period', 'Setup Period', and 'Breakdown Period'

4. Event Details: Specific details about the event, including nature, purpose, and expected attendance

5. Venue Access and Usage: Terms regarding venue access times, permitted areas, and usage restrictions

6. Fees and Payment: Venue hire fees, payment schedule, security deposit, and additional charges

7. Obligations of the Venue Owner: Venue owner's responsibilities including facility provision, basic services, and maintenance

8. Obligations of the Event Organizer: Event organizer's responsibilities including compliance with regulations, obtaining permits, and venue care

9. Insurance and Liability: Insurance requirements and allocation of risks between parties

10. Cancellation and Postponement: Terms and conditions for event cancellation or postponement by either party

11. Force Majeure: Provisions for unforeseen circumstances preventing event execution

12. Termination: Grounds and process for agreement termination

13. Governing Law and Dispute Resolution: Applicable law and methods for resolving disputes

Optional Sections

1. Catering and Food Services: Used when the venue provides or restricts catering services, specifying approved vendors and food safety requirements

2. Technical Services and Equipment: Included when the venue provides audio-visual or technical equipment and support services

3. Security Services: Required for larger events or when specific security arrangements are necessary

4. Intellectual Property: Needed when the event involves performances, broadcasts, or content subject to IP rights

5. Merchandising Rights: Included when event-related merchandise will be sold at the venue

6. Sponsorship and Advertising: Used when the event involves sponsors or advertising at the venue

7. Parking Arrangements: Required when specific parking provisions or restrictions apply

8. COVID-19 or Health Safety Measures: Included during health emergencies or when specific health safety protocols are required

Suggested Schedules

1. Schedule 1 - Venue Specifications: Detailed description of the venue, including floor plans, capacity, and facilities

2. Schedule 2 - Event Timeline: Detailed schedule including setup, event, and breakdown periods

3. Schedule 3 - Fee Structure: Breakdown of all fees, charges, and payment schedules

4. Schedule 4 - Technical Requirements: Specific technical and equipment requirements for the event

5. Schedule 5 - Insurance Requirements: Detailed insurance coverage requirements and minimum coverage amounts

6. Appendix A - Venue Rules and Regulations: Standard venue rules and operational guidelines

7. Appendix B - Emergency Procedures: Emergency protocols and evacuation procedures

8. Appendix C - Required Permits and Licenses: List of necessary permits and licenses for the event

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions








































Clauses
































Relevant Industries

Events and Entertainment

Hospitality

Real Estate

Tourism

Sports and Recreation

Corporate Services

Education and Training

Retail

Food and Beverage

Media and Broadcasting

Relevant Teams

Legal

Operations

Events

Facilities Management

Sales and Marketing

Risk and Compliance

Business Development

Property Management

Customer Relations

Finance

Relevant Roles

Events Manager

Venue Manager

Operations Director

Facilities Manager

Legal Counsel

Contract Administrator

Business Development Manager

Property Manager

Convention Center Director

Compliance Officer

Risk Manager

Sales Manager

Event Coordinator

Hotel General Manager

Industries









Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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