Meeting Room Binder

MEETING ROOM BINDER

Parties and Identification

Provider Name:

Client Name:

Recitals

WHEREAS, Provider operates and maintains the meeting room facilities and related equipment described in this binder and agrees to make such facilities available to Client under the terms set forth herein; and

WHEREAS, Client requires temporary use of the Provider's meeting room facilities for business meetings, trainings, or other authorized events and agrees to comply with Provider's rules, payment obligations, and risk-allocation provisions contained in this binder.

WHEREAS, the parties desire to set forth in writing the scope of services, inventory, payment and termination terms, and operational protocols applicable to Client's access and use of the meeting room facilities.

Scope of Services

Meeting Room Inventory and Equipment

Select equipment provided with the reserved room (check all that apply):

Projector
Projection Screen
Whiteboard / Markers
Conference Phone
Video Conferencing Kit
Flip Chart
Wi‑Fi Access
Other:

Payment Terms

Total Fee: $

Late Payment Fee: applied to outstanding balances after days.

All payments are due in lawful currency, non-refundable except as expressly set forth in this binder. Provider may suspend access to the facility for delinquent accounts after providing written notice in accordance with the notice provisions below.

Term and Termination

Term Start Date:    Term End Date:

Either party may terminate this binder for convenience upon providing days' prior written notice to the other party. Provider may immediately terminate or suspend access if Client materially breaches the rules of use, fails to pay fees when due, or creates an immediate safety hazard.

Termination does not relieve Client of payment obligations for services already rendered or for damages resulting from breach, nor does it limit Provider's rights to seek damages or equitable relief.

Confidentiality

Each party agrees that during the term and for a period of two (2) years thereafter it will hold in confidence and not disclose to any third party any Confidential Information of the other party. "Confidential Information" includes non-public business information, attendee lists, proprietary meeting materials, access codes, and any information clearly designated as confidential. Confidential Information does not include information that is or becomes publicly available through no breach by the receiving party, or that is independently developed or rightfully received without restriction.

The receiving party shall use Confidential Information only to the extent necessary to perform or receive the services contemplated by this binder and shall return or destroy such information upon request at the disclosing party's option.

Insurance, Liability and Indemnification

Client shall maintain commercial general liability insurance covering its use of the premises with limits not less than $1,000,000 per occurrence, or such greater amount as reasonably required by Provider. Upon request, Client shall provide Provider with a certificate of insurance naming Provider as an additional insured for the period of use.

To the fullest extent permitted by law, Client shall indemnify, defend and hold Provider harmless from and against any and all claims, liabilities, damages, losses and expenses (including reasonable attorneys' fees) arising out of Client's negligence, willful misconduct, or violation of this binder.

Provider's liability for direct damages arising from Provider's breach of this binder shall be limited to the amount of fees actually paid by Client under this binder for the specific booking or period giving rise to the claim. Provider is not liable for indirect, special, incidental or consequential damages.

Access, Security and House Rules

Keys, access cards, passwords and other security credentials remain Provider property. Client shall not duplicate keys or disclose access credentials. Lost keys or unauthorized access will result in replacement and security rekeying charges billed to Client.

Cancellation and Rescheduling

Cancellation by Client within days of the scheduled start will result in forfeiture of deposit. Rescheduling requests must be submitted in writing and are subject to Provider's availability and any rate differential. Provider may cancel or reschedule for reasons of safety, force majeure, or other operational needs and will provide notice as soon as reasonably practicable.

Governing Law; Dispute Resolution

This binder shall be governed by and construed in accordance with the laws of the state identified by the Provider below without regard to conflict-of-law principles. Any dispute arising out of or relating to this binder shall be resolved first by good faith negotiation between the parties; if unresolved within 30 days, either party may pursue remedies in a court of competent jurisdiction located in the same state.

Governing Law State:

Entire Agreement

This Meeting Room Binder, including any attached schedules and booking confirmations expressly incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral. No amendment or modification shall be effective unless in writing and signed by both parties.

Acknowledgment

By signing below, the undersigned represent that they are authorized to bind their respective party to the terms of this Meeting Room Binder, have read and understand the terms herein, and agree to comply with the payment, confidentiality, insurance and indemnity obligations set forth above.

Sign Now