Corporate Events Standard Operating Procedure

CORPORATE EVENTS STANDARD OPERATING PROCEDURE

Company Name:    Service Provider Name:

WHEREAS

WHEREAS, Company is engaged in corporate operations and seeks standardized procedures to plan, approve, execute and close corporate events that represent the Company’s brand and business objectives; and

WHEREAS, Service Provider has the experience, capacity and systems necessary to perform event management, logistics, vendor coordination, and on-site execution in accordance with Company standards; and

NOW, THEREFORE, the parties agree to implement the following Standard Operating Procedure governing corporate events to ensure consistent quality, compliance, risk mitigation and financial control.

PURPOSE

This Procedure establishes required approvals, roles, responsibilities, operational steps, and controls for planning and conducting corporate events including but not limited to conferences, client entertainment, employee gatherings, product launches and trade shows.

SCOPE OF WORK

ROLES AND RESPONSIBILITIES

Company Event Sponsor: Responsible for final approval of event objectives, guest lists and budget authorization. Sponsor Contact:

Service Provider Project Lead: Responsible for day-to-day coordination, vendor management, scheduling and execution of event logistics. Project Lead Contact:

EVENT APPROVAL PROCESS

All events require a completed Event Request Form, budget estimate, and risk assessment submitted no fewer than days prior to the proposed start date. Final approval authority rests with the Company Event Sponsor.

Conference   Client Entertainment   Employee Event

VENDOR MANAGEMENT AND QUALIFICATIONS

All third-party vendors must be procured in accordance with Company procurement policies, provide proof of insurance where required, and execute a written services agreement incorporating indemnity and confidentiality obligations acceptable to Company. Preferred vendor list maintained by Procurement Owner:

INSURANCE, INDEMNIFICATION AND RISK MANAGEMENT

Service Provider shall maintain commercial general liability insurance and any additional coverages reasonably required by Company. Service Provider agrees to indemnify and hold harmless Company from claims arising from Service Provider’s negligence or wilful misconduct during event performance.

PAYMENT TERMS

TERM AND TERMINATION

Term Commencement Date:    Term End Date:

Either party may terminate for convenience upon days' prior written notice. Termination for material breach is effective immediately following a failure to cure within days after written notice.

CONFIDENTIALITY

Each party shall maintain the confidentiality of non-public information received in connection with events and shall not disclose such information except to employees, contractors or vendors who have a need to know and are bound by confidentiality obligations at least as protective as those set forth herein. Confidential information does not include information that is or becomes publicly available without breach of this Procedure.

BRANDING, INTELLECTUAL PROPERTY AND COMMUNICATIONS

All external communications, branding, and marketing materials that reference Company must be pre-approved in writing by the Company Brand Owner. Ownership of materials produced specifically for the event will be governed by written agreement; absent agreement, Company retains ownership of its marks and materials provided to Service Provider.

COMPLIANCE, HEALTH AND SAFETY

Events shall comply with applicable laws, venue rules, and Company safety protocols. Service Provider must ensure appropriate emergency procedures, first-aid capability, and crowd management measures are in place and submit a safety plan at least days prior to the event.

RECORDKEEPING AND REPORTING

Service Provider shall maintain event documentation including invoices, vendor contracts, attendance records and post-event reports for a minimum of and shall provide a post-event report within days of event completion.

GOVERNING LAW

This Procedure and any disputes arising from the relationship between the parties shall be governed by the laws of the State of without regard to its conflicts of law rules.

ENTIRE AGREEMENT

This Procedure, together with any referenced statements of work or vendor agreements expressly incorporated in writing, constitutes the entire agreement between the parties regarding the subject matter herein and supersedes all prior negotiations, representations and agreements, whether written or oral.

AMENDMENTS AND REVIEW

Amendments to this Procedure must be in writing and signed by authorized representatives of both parties. The parties shall review this Procedure at least annually to ensure continued relevance and compliance.

NOTICES

SIGNATURES

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