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Event Planning Agreement

Event Planning Agreement Template for New Zealand

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Key Requirements PROMPT example:

Event Planning Agreement

"I need an Event Planning Agreement for organizing a large corporate conference in Auckland for 500 attendees in March 2025, including venue management, catering, and AV services, with specific attention to health and safety protocols."

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Document background
The Event Planning Agreement is a vital legal document used in New Zealand when engaging professional event planning services for corporate, private, or public events. This agreement is essential for establishing clear parameters between event planners and their clients, detailing everything from initial planning to final execution. It addresses key aspects such as service scope, timelines, budgets, and risk management, while ensuring compliance with New Zealand regulations including the Contract and Commercial Law Act 2017, Health and Safety at Work Act 2015, and other relevant legislation. The document is particularly important for protecting both parties' interests, managing expectations, and providing a clear framework for dispute resolution. It should be used whenever professional event planning services are engaged, regardless of event size or complexity, as it helps prevent misunderstandings and provides legal protection for all parties involved.
Suggested Sections

1. Parties: Identification of the Event Planner and the Client, including full legal names and contact details

2. Background: Context of the agreement, including the Client's desire to engage the Event Planner's services

3. Definitions: Key terms used throughout the agreement

4. Appointment and Scope of Services: Formal appointment of the Event Planner and outline of core services to be provided

5. Term: Duration of the agreement, including start date and end date

6. Event Planner's Obligations: Detailed responsibilities and duties of the Event Planner

7. Client's Obligations: Responsibilities and duties of the Client, including providing necessary information and access

8. Fees and Payment: Payment terms, including fees, payment schedule, and additional costs

9. Cancellation and Postponement: Terms and conditions for event cancellation or postponement

10. Insurance and Liability: Insurance requirements and limitation of liability provisions

11. Confidentiality: Protection of confidential information shared during the event planning process

12. Termination: Circumstances and process for terminating the agreement

13. General Provisions: Standard contractual terms including notices, amendments, and governing law

Optional Sections

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

2. Intellectual Property: Rights and usage of event-related intellectual property, needed when original creative content is involved

3. Health and Safety: Specific health and safety obligations, particularly important for large events

4. Subcontracting: Terms for engaging third-party vendors, when subcontractors will be used

5. Photography and Recording: Terms regarding event documentation and image rights

6. Data Protection: Specific provisions for handling attendee data, required when collecting personal information

7. Alcohol Service: Special provisions for events involving alcohol service

8. Virtual Event Provisions: Additional terms for virtual or hybrid events

Suggested Schedules

1. Schedule 1 - Event Specifications: Detailed description of the event, including date, venue, theme, and requirements

2. Schedule 2 - Services and Deliverables: Comprehensive list of services to be provided and specific deliverables

3. Schedule 3 - Fee Schedule: Detailed breakdown of fees, payment milestones, and additional costs

4. Schedule 4 - Timeline and Milestones: Key dates and deadlines for event planning and execution

5. Schedule 5 - Vendor List: Approved vendors and their respective roles

6. Appendix A - Insurance Requirements: Specific insurance coverage requirements for the event

7. Appendix B - Health and Safety Plan: Detailed health and safety procedures and risk management plan

8. Appendix C - Emergency Procedures: Emergency response protocols and contact information

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

Corporate Services

Tourism

Education

Non-Profit

Retail

Professional Services

Technology

Media and Communications

Relevant Teams

Legal

Operations

Events

Administrative

Procurement

Marketing

Business Development

Risk Management

Finance

Client Services

Relevant Roles

Event Manager

Event Coordinator

Corporate Events Director

Conference Manager

Wedding Planner

Venue Manager

Project Manager

Operations Manager

Legal Counsel

Contract Administrator

Procurement Manager

Business Development Manager

Marketing Director

Chief Operating Officer

Administrative 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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