Event Coordinator Rules Document

Event Coordinator Rules Document

Parties and Recitals

This Event Coordinator Rules Document (the "Agreement") is entered into by and between:

Client Name:

Coordinator Name:

WHEREAS, Client desires to retain Coordinator to provide event coordination, management and related services for an event described below; and

WHEREAS, Coordinator represents that Coordinator has the skill, experience and personnel necessary to perform the Services in a professional manner and in accordance with applicable law and industry practice; and

WHEREAS, the parties wish to set forth their mutual duties, rules and procedures regarding planning, on-site coordination, and related obligations.

Event Details

Event Name:

Event Date(s):    Venue:

Venue Address:

Scope of Work

Coordinator shall provide coordination, planning, management and on-site services reasonably necessary for the successful execution of the Event. Services shall include but are not limited to the following, as applicable and agreed by the parties:

Coordinator shall provide staff, schedules, vendor coordination, day-of-event management and reasonable post-event wrap-up activities as described in the Scope of Work. Coordinator will coordinate with Client-appointed vendors and follow Client's reasonable and lawful instructions.

Payment Terms

Total Fee: $ payable as set forth below.

Deposit required at signing: $. Remaining balance due by .

Late Fee: If any undisputed amount is not paid when due, Client shall pay a late fee equal to per month on the overdue balance, or the maximum allowed by law, whichever is less, plus reasonable collection costs.

Term and Termination

Term Start Date: . Term End Date: .

Either party may terminate this Agreement for material breach by providing written notice to the other party and a cure period of calendar days to cure the breach. Immediate termination is permitted where required to protect health and safety or to comply with legal requirements.

Coordinator Rules and Operational Obligations

Coordinator shall: (a) arrive at the venue at the agreed setup time; (b) supervise setup, rehearsal, and teardown; (c) enforce event timelines; and (d) ensure all contracted vendors meet agreed performance standards. Coordinator must obtain Client approval before committing Client to additional expenses.

Insurance, Indemnification and Compliance

Insurance Required: Coordinator shall maintain commercial general liability insurance with limits of not less than $ per occurrence, and workers' compensation as required by law where applicable. Proof of insurance shall be provided to Client upon request.

Indemnification: Coordinator shall indemnify, defend and hold harmless Client, its officers, agents and employees from and against any and all claims, liabilities, losses and expenses (including reasonable attorneys' fees) arising out of Coordinator’s negligent acts, willful misconduct or material breach of this Agreement, except to the extent caused by Client’s negligence or willful misconduct.

Compliance: Coordinator will comply with all applicable laws, venue rules, labor requirements and contractual obligations to third-party vendors. Coordinator is an independent contractor and not an employee of Client. Independent contractor

Confidentiality

Each party agrees that Confidential Information received under this Agreement shall be used solely for performance under this Agreement and shall not be disclosed to third parties without prior written consent, except as required by law. "Confidential Information" includes non-public details of event budgets, guest lists, vendor pricing and proprietary planning materials.

Force Majeure

Neither party shall be liable for failure or delay in performance resulting from acts beyond its reasonable control, including but not limited to fire, flood, storms, acts of government, labor disputes, pandemics or other force majeure events. The affected party shall notify the other promptly and take reasonable steps to mitigate.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to its conflicts of law principles. The parties shall attempt in good faith to resolve disputes amicably prior to instituting litigation.

Entire Agreement

This Agreement, together with any attached exhibits or written amendments executed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements, understandings and negotiations, whether written or oral.

Miscellaneous Provisions

Amendments must be in writing and signed by both parties. If any provision of this Agreement is held unenforceable, the remaining provisions shall remain in full force and effect.

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