33rd Event Planning Checklist

33rd Event Planning Checklist and Services Agreement

PARTIES & CONTACTS

RECITALS

WHEREAS, Client seeks professional event planning, coordination and related services for the 33rd annual event described herein and desires to engage Service Provider to perform such services under the terms and conditions set forth in this Agreement; and

WHEREAS, Service Provider represents that it has the experience, personnel and resources necessary to perform planning, vendor management, permitting, on-site coordination and post-event wrap-up services required for the Event; and

WHEREAS, the parties intend that this Agreement establish the scope, payment terms, confidentiality obligations and other material terms governing performance of services for the Event.

EVENT SUMMARY

Event Name:

Event Date:    Venue:

Primary Contact:    Phone:    Email:

SCOPE OF WORK

Service Provider shall provide comprehensive event planning and coordination services including, but not limited to, vendor sourcing and management, budget oversight, venue coordination, permitting, insurance coordination, on-site management on the day of the Event, and post-event reconciliation. Detailed responsibilities and deliverables are specified below and in the checklist items. The Scope below supplements and controls over checklist items in the event of inconsistency.

EVENT PLANNING CHECKLIST (33RD)

Use the following checklist to track tasks. For each item mark completion, assign responsibility and provide a due date. Notes may be used to log details or vendor contact information.

PAYMENT TERMS

Total Fee:    Deposit Required:

Payment Schedule: Deposit due upon signing Interim payment on specified milestone Balance due prior to event day

Invoices shall be submitted in writing to Client and are due within days of issuance. Late payments will incur a late fee of % per month or a flat fee of , whichever is greater.

TERM AND TERMINATION

Term Commencement Date:    Term End Date:

Either party may terminate this Agreement for material breach if the breaching party fails to cure the breach within days of written notice. In addition, Client may terminate without cause upon days prior written notice, subject to payment for services performed and non-cancellable commitments incurred by Service Provider prior to the effective date of termination.

CONFIDENTIALITY

Each party acknowledges that, in the course of performance, it may receive confidential or proprietary information of the other party (Confidential Information). Confidential Information shall include non-public financial data, guest lists, vendor pricing, event concept materials and other information designated as confidential or which by its nature ought reasonably to be treated as confidential. Each party shall (a) hold Confidential Information in strict confidence; (b) not disclose Confidential Information to third parties except to employees, agents or subcontractors who have a need to know and are bound by confidentiality obligations at least as protective as those contained herein; and (c) use Confidential Information solely for the purpose of performing obligations under this Agreement. Confidentiality obligations survive termination for a period of three (3) years.

INDEMNITY & LIMITATION

Service Provider shall indemnify and hold Client harmless from claims arising out of Service Provider’s negligence or willful misconduct. Client shall indemnify and hold Service Provider harmless for claims arising from Client’s negligence, breach of contract, or acts of guests. Neither party shall be liable for special, consequential or punitive damages except for indemnity obligations or gross negligence; monetary remedies for ordinary breach shall be limited to direct damages not to exceed the total fees paid under this Agreement.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles. Venue for any dispute shall be the state or federal courts located in the same state.

ENTIRE AGREEMENT

This Agreement, including any schedules and the checklist herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, representations, and agreements, whether written or oral. Any amendment must be in writing and signed by both parties.

ADDITIONAL PROVISIONS

Subcontracting: Service Provider may engage subcontractors as necessary, provided Service Provider remains responsible for the performance of such subcontractors. All vendor contracts entered into by Service Provider on behalf of Client shall be subject to Client approval when those contracts obligate Client financially.

Force Majeure: Neither party shall be liable for delay or failure to perform hereunder resulting from causes beyond its reasonable control, including acts of God, governmental action, labor disputes, or severe weather, provided the affected party gives prompt written notice and uses commercially reasonable efforts to resume performance.

ACKNOWLEDGMENT

By signing below, the individuals represent that they are authorized to bind the respective parties and that they accept and agree to the terms, scope, payment schedule and checklist enumerated above.

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