Event Planning HOA Events

EVENT PLANNING SERVICES AGREEMENT

This Event Planning Services Agreement (the Agreement) is entered into as of by and between:

Client Name:

Client Address:

Service Provider:

RECITALS

WHEREAS, the Client is the homeowners association responsible for administration of common areas and community events within the community described above; and

WHEREAS, the Service Provider represents that it has the experience and personnel necessary to plan, coordinate, and manage community events, and the Client desires to retain the Service Provider to perform event planning services on the terms set forth in this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

SCOPE OF WORK

The Service Provider shall provide event planning and coordination services as described below. The parties agree that the scope may be modified only by written amendment signed by authorized representatives of both parties.

Vendor coordination    Permit application assistance    Rentals and equipment procurement

Security and crowd management    Signage and wayfinding    Cleanup and waste removal

PAYMENT TERMS

Total Fee: $. Payment shall be made in accordance with the schedule below.

Invoices are due within days of invoice date. Late payments shall incur a late fee of applied monthly on overdue balances or the maximum permitted by law, whichever is less.

Reimbursable expenses (e.g., permit fees, rental deposits, third-party vendor costs) shall be billed at cost and require prior written authorization for any single expense exceeding $.

TERM AND TERMINATION

This Agreement commences on the Start Date: and continues until the End Date: , unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate immediately for material breach if such breach remains uncured for 10 days after written notice.

Upon termination, the Client shall pay the Service Provider for all services performed and approved expenses incurred through the effective date of termination. The Service Provider shall deliver to the Client any work product completed and shall refund any unearned portion of prepayments, subject to deductions for non‑reimbursed expenses and documented costs.

CONFIDENTIALITY

Each party shall hold in confidence and not disclose to any third party any confidential information received from the other party in connection with this Agreement, except as required by law or as necessary to perform obligations under this Agreement. Confidential information does not include information that is or becomes publicly available through no breach of this Agreement or that is independently developed by the receiving party.

The obligations of confidentiality shall survive termination or expiration of this Agreement for a period of years.

INSURANCE AND INDEMNIFICATION

The Service Provider shall maintain, at its expense, commercial general liability insurance with minimum limits of $ per occurrence and name the Client as an additional insured where requested in writing. Certificates of insurance shall be provided upon request.

The Service Provider agrees to indemnify, defend and hold harmless the Client and its officers, directors and agents from and against any third‑party claims, damages, losses and expenses arising out of the Service Provider's negligent acts or omissions in performance of the services, except to the extent caused by the negligence or willful misconduct of the Client.

PERMITS, LICENSES AND COMPLIANCE

The parties shall cooperate to secure any permits, licenses or approvals required for the events. Responsibility for procurement is allocated as follows:

Client (HOA) is responsible for permits and site approvals.

Service Provider is responsible for permit applications and vendor licensing coordination.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement, including any attachments and written amendments signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether oral or written.

CONTACTS FOR COORDINATION

The persons listed above are authorized to receive notices, approve payments and make decisions in furtherance of the services described herein. Either party may change its designated contact upon written notice to the other party.

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