Event Planning Walkthrough Form

Event Planning Walkthrough Form

Client Name:   Client Address:

Event Planner Name:   Planner Address:

Recitals

WHEREAS, the Client desires to retain the Event Planner to perform a formal walkthrough of the proposed venue, assess technical and logistical requirements, and prepare recommendations and deliverables described in this Agreement; and

WHEREAS, the Event Planner represents that it has the experience, qualifications, and personnel necessary to undertake such walkthrough services and to coordinate with venue staff, vendors, and other parties to implement the Client's event plans.

WHEREAS, the parties wish to memorialize the scope, payment, schedule, and other terms applicable to the walkthrough and related event planning activities.

Scope of Work

Venue & Event Details

Venue Name:   Venue Address:

Event Date:   Estimated Attendance:

Walkthrough Checklist (indicate condition / comments)

Flooring condition (surface, tripping hazards)    Notes:

Lighting (fixtures, dimming, placement)    Notes:

Audio/Visual capabilities (PA, projectors, screens)    Notes:

Power access (outlets, amperage, dedicated circuits)    Notes:

Load-in / loading dock accessibility    Notes:

Emergency exits & signage    Notes:

Fire extinguishers / suppression systems checked    Notes:

Other site conditions or restrictions:

Vendors & Contacts

Vendor 1 Name:

Contact Person / Role:

Phone / Email:

Vendor 2 Name:

Contact Person / Role:

Phone / Email:

Event Timeline

Setup Start Time:   Rehearsal Time:   Event Start Time:   Event End Time:

Payment Terms

Total Fee for Walkthrough and Deliverables:

Late Fee:   Payments due within days of invoice.

Term and Termination

Agreement Start Date:   Agreement End Date (if applicable):

Either party may terminate this Agreement for material breach if the breaching party fails to cure within days following written notice. Termination for convenience by the Client requires written notice at least days in advance and payment for services performed through the effective termination date.

Confidentiality

Each party agrees to maintain in confidence all non-public, proprietary, or commercially sensitive information disclosed in connection with this walkthrough and event planning engagement. Confidential information does not include information that is publicly available, rightfully received from a third party without restriction, independently developed, or required to be disclosed by law or valid legal process. The obligations set forth herein survive termination of this Agreement for a period of two (2) years.

Liability; Insurance

The Event Planner will maintain commercially reasonable liability insurance during the term of the engagement. Except for willful misconduct or gross negligence, each party's liability to the other for any claim arising out of this Agreement shall be limited to direct damages and shall not include consequential, incidental, punitive, or exemplary damages. Client agrees to obtain any venue-required insurance or endorsements specific to the event when required by the venue.

Governing Law

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

Entire Agreement

This document, together with any executed statements of work or addenda incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, proposals, representations, or agreements, whether written or oral. Any modification must be in writing and signed by authorized representatives of both parties.

Acknowledgments

By signing below, the undersigned represent and warrant that they are authorized to bind the party for whom they sign, and that the information contained in this walkthrough form is true and correct to the best of their knowledge at the time of execution.

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