Conference Room Setup Template

CONFERENCE ROOM SETUP AGREEMENT

Parties

Recitals

WHEREAS, Client Name: seeks professional setup services for a conference room located at for an event occurring on .

WHEREAS, Service Provider Name: represents that it has the personnel, equipment, and expertise to perform the setup and teardown services described below under the terms set forth in this Agreement.

NOW, THEREFORE, in consideration of the mutual covenants herein, the parties agree as follows.

Scope of Work

Description of Setup Services (include seating chart, AV requirements, and staging instructions). Provider shall supply labor, coordinate on-site placement of equipment, and supervise final inspection prior to Client acceptance.

Equipment & Layout Checklist

Select items to be provided and specify quantities. Provider shall confirm availability and condition of all equipment prior to setup.

Projector & Screen — Qty:

Microphones — Qty:

Speakers / Mixer — Qty:

Round Tables — Qty:

Theater Seating — Seats:

Schedule

Setup Date:   Setup Start Time:   Teardown End Time:

On-site coordinator:   Phone / Email:

Payment Terms

Total Fee: $   Deposit (due on execution): $

Balance Due: $ due no later than .

Late Payment: Unpaid amounts shall accrue interest at per month (or the maximum lawful rate if lower), plus reasonable collection costs. All payments are non-refundable except as expressly provided herein.

Taxes and Fees: Client is responsible for any sales, use, or other taxes or fees applicable to the services unless otherwise stated in writing.

Term and Termination

Term Commencement Date:   Term End Date: .

Either party may terminate this Agreement for material breach that remains uncured for days following written notice. Either party may also terminate for convenience upon days' prior written notice; in such event Client shall pay for work performed and non-cancellable obligations incurred through the effective date of termination.

Confidentiality

Each party shall hold in confidence and not disclose to third parties any non-public information disclosed by the other party in connection with this Agreement, except as required by law. Confidential information does not include information that is or becomes public through no breach by the receiving party or that was already lawfully known to the receiving party prior to disclosure.

Liability and Indemnification

Provider shall perform services in a competent manner. Client shall indemnify and hold Provider harmless from claims arising from Client's negligence or acts of attendees, and Provider shall indemnify Client for Provider's willful misconduct or gross negligence. Neither party shall be liable for incidental, consequential, or punitive damages except for payments due under this Agreement.

Governing Law; Entire Agreement

This Agreement shall be governed by the laws of the jurisdiction where the conference room is located, without regard to conflict-of-law principles. This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior oral or written representations, proposals, and agreements. Any modification must be in writing and signed by authorized representatives of both parties.

Acknowledgment

The individuals signing below represent and warrant that they are authorized to bind the party for which they sign and that they have read, understand, and accept the terms of this Agreement.

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