Event Planning Conference Event

EVENT PLANNING CONFERENCE EVENT AGREEMENT

Client Name:

Planner Name:

Recitals

WHEREAS Client desires to engage Planner to provide professional event planning, coordination and on-site management services for a conference (the "Conference Event") described herein; and

WHEREAS Planner represents that it has the experience, personnel and resources necessary to plan, coordinate and manage the Conference Event in accordance with the terms and conditions set forth in this Agreement; and

WHEREAS Client and Planner desire to set forth their respective rights and obligations with respect to the Conference Event.

Event Details

Event Date(s):    Venue:

Scope of Work

Planner will provide event planning and coordination services as described below. Planner shall perform such services in a professional manner consistent with industry standards and the schedule agreed between the parties.

Venue selection and contract negotiation
Catering coordination and menu planning
Audio visual and technical production
Attendee registration and check-in
Speaker management and scheduling

Payment Terms

Client agrees to pay Planner the fees and reimburse expenses as set forth below. All sums are due in lawful currency and payable without set-off.

Client shall reimburse Planner for reasonable, pre-approved out-of-pocket expenses incurred in performance of services upon presentation of substantiating invoices or receipts.

Term and Termination

Term Commencement Date:    Term End Date:

Either party may terminate this Agreement for material breach by the other if such breach remains uncured for the applicable notice period set forth above. Termination by Client without cause after Planner has begun performance shall entitle Planner to payment for all services performed and costs reasonably incurred through the effective date of termination, including non-cancellable commitments.

Cancellation Policy

If Client cancels the Conference Event, Client remains responsible for any non-cancelable vendor fees and a cancellation fee as follows: cancellation more than 90 days prior — deposit forfeited; cancellation 90–30 days prior — 50% of total fee; cancellation less than 30 days prior — 100% of total fee. Planner will use commercially reasonable efforts to mitigate costs.

Confidentiality

Each party shall maintain in confidence any non-public information disclosed by the other party that is designated as confidential or that, by its nature, should reasonably be considered confidential ("Confidential Information"). Confidential Information shall not include information that is publicly available other than by breach of this Agreement, already known to the receiving party without obligation of confidentiality, independently developed, or required to be disclosed by law (provided the disclosing party is given prompt notice and an opportunity to seek protective relief). Obligations under this section survive termination for a period of three (3) years.

Indemnification

Each party shall indemnify, defend and hold harmless the other party and its officers, directors and employees from and against claims, liabilities, losses and expenses (including reasonable attorneys' fees) arising out of the indemnifying party's negligence, willful misconduct or breach of this Agreement, except to the extent caused by the indemnified party's negligence or willful misconduct.

Insurance

Planner shall maintain commercial general liability and, where applicable, professional liability insurance with limits sufficient for the scope of services; upon request, Planner will provide certificates of insurance evidencing such coverage.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction selected by the parties. Any dispute arising under or relating to this Agreement shall be resolved in the state or federal courts located in that jurisdiction, and the parties submit to personal jurisdiction and venue therein.

Entire Agreement; Amendments

This Agreement, including any attachments, contains the entire understanding of the parties with respect to its subject matter and supersedes all prior agreements and understandings, whether written or oral. Any modification or waiver of any provision of this Agreement must be in writing and signed by both parties.

Representations and Warranties

Each party represents and warrants that it has the authority to enter into this Agreement and that the execution and performance will not violate any other agreement or legal obligation. Planner represents that services shall be provided in a professional manner consistent with generally accepted industry standards.

Miscellaneous Provisions

If any provision of this Agreement is held unenforceable, the remainder shall remain in full force and effect. Neither party may assign this Agreement without the other party's prior written consent, except that Planner may assign to an affiliate or in connection with a sale of substantially all of its business assets.

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