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Event Hosting Agreement

Event Hosting Agreement Template for New Zealand

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Key Requirements PROMPT example:

Event Hosting Agreement

"I need an Event Hosting Agreement for a three-day corporate conference to be held in March 2025 at a hotel venue in Auckland, with specific provisions for technical equipment and conference facilities, including live streaming capabilities and breakout rooms."

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Document background
The Event Hosting Agreement serves as a crucial legal framework for establishing the relationship between venue providers and event organizers in New Zealand. This document is essential when any organization or individual wishes to use a venue for hosting events, whether they be corporate functions, social gatherings, or public performances. The agreement ensures compliance with New Zealand regulations, including health and safety requirements, building codes, and consumer protection laws. It typically covers key aspects such as venue access, payment terms, liability allocation, and service provisions, while allowing for customization based on specific event requirements. The Event Hosting Agreement also addresses risk management and insurance requirements, making it an indispensable tool for protecting the interests of all parties involved in event organization and venue management.
Suggested Sections

1. Parties: Identification of the venue owner/operator and the event organizer

2. Background: Context of the agreement and brief description of the event and venue

3. Definitions: Definitions of key terms used throughout the agreement

4. Event Details: Specific details about the event including date, time, duration, and purpose

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

6. Fees and Payment: Payment terms, deposit requirements, and payment schedule

7. Health and Safety: Health and safety requirements, risk management, and emergency procedures

8. Insurance and Liability: Insurance requirements and allocation of liability between parties

9. Cancellation and Postponement: Terms for cancellation or postponement by either party and consequences

10. Venue Owner Obligations: Responsibilities and obligations of the venue owner/operator

11. Event Organizer Obligations: Responsibilities and obligations of the event organizer

12. Force Majeure: Provisions for unforeseen circumstances and their impact on the agreement

13. General Provisions: Standard contract clauses including governing law, notices, and dispute resolution

Optional Sections

1. Catering Services: Terms for food and beverage service, applicable when catering is provided by the venue

2. Alcohol Service: Specific provisions for alcohol service and licensing requirements, if alcohol will be served

3. Technical Services: Terms for audio-visual equipment and technical support if required

4. Security Services: Requirements for security personnel and measures, necessary for larger events

5. Intellectual Property: Provisions regarding use of trademarks, logos, and event content, important for branded events

6. Sponsorship and Marketing: Terms regarding event promotion and sponsor recognition, relevant for commercial events

7. Accommodation: Terms for accommodation if the venue includes lodging facilities

8. Parking: Specific provisions for parking arrangements and management

Suggested Schedules

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

2. Schedule 2 - Event Schedule: Detailed timeline of the event, including setup and breakdown times

3. Schedule 3 - Fee Schedule: Detailed breakdown of all fees, charges, and payment terms

4. Schedule 4 - Equipment and Services: List of equipment and services provided by the venue

5. Schedule 5 - House Rules: Venue-specific rules and regulations

6. Schedule 6 - Insurance Requirements: Detailed insurance requirements and coverage limits

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

8. Appendix B - Compliance Checklist: Checklist of required permits, licenses, and compliance requirements

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 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

Hospitality

Events Management

Entertainment

Corporate Services

Tourism

Sports and Recreation

Cultural and Arts

Education

Real Estate

Food and Beverage

Retail

Professional Services

Relevant Teams

Legal

Operations

Events

Facilities Management

Sales

Risk Management

Compliance

Business Development

Property Management

Conference Services

Customer Relations

Contract Administration

Relevant Roles

Events Manager

Venue Manager

Operations Director

Facilities Manager

Property Manager

Corporate Events Coordinator

Conference Services Manager

Legal Counsel

Risk Manager

Business Development Manager

Sales Director

Wedding Coordinator

Event Planning Specialist

Compliance Officer

Contract Administrator

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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