Onsite Event Trip

ONSITE EVENT TRIP AGREEMENT

This Onsite Event Trip Agreement (Agreement) is entered into as of Effective Date: by and between Client Name: and Service Provider Name: .

RECITALS

WHEREAS, Client engages Provider to plan, manage and perform an onsite trip and associated event services for the event identified below in accordance with the terms of this Agreement; and

WHEREAS, Provider has represented that it possesses the necessary expertise, personnel, equipment and insurance to perform the services described herein and will perform such services in a professional manner consistent with industry standards; and

WHEREAS, the parties desire to set forth their respective rights and obligations with respect to the onsite event trip, travel, accommodations, staffing and related coordination.

EVENT IDENTIFICATION

Event Dates: From to . Expected number of participants:

SCOPE OF WORK

Provider shall provide on-site event trip services including travel coordination, on-site staffing, venue coordination, equipment delivery and setup, participant check-in, and post-event breakdown as described in the scope below. Provider shall perform all services in a professional manner and shall comply with applicable venue rules and safety requirements.

PAYMENT TERMS

Client shall pay Provider fees for the services and trip-related expenses in accordance with the schedule below. Unless otherwise stated, all amounts are payable in lawful currency and are exclusive of any taxes that Client is required to remit.

Late Payment: Any past-due amount shall accrue interest at the lesser of 1.5% per month or the maximum rate permitted by law, commencing 7 days after the due date. Client shall also reimburse Provider for reasonable collection fees, including attorney fees, incurred to collect overdue amounts.

TRAVEL, ACCOMMODATIONS & EXPENSES

Provider shall coordinate travel and accommodations as directed by Client. Unless otherwise agreed, Client will reimburse Provider for reasonable travel expenses (airfare, ground transportation, lodging, meals) upon submission of receipts. Provider shall use commercially reasonable efforts to secure cost-effective travel.

Air Train Auto / Ground Transport

TERM AND TERMINATION

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

Either party may terminate this Agreement for convenience upon prior written notice to the other party given at least Notice Period (days): days. Termination for cause may occur immediately if a party materially breaches this Agreement and fails to cure within 10 days after written notice specifying the breach.

Upon termination, Client shall pay Provider for all services performed and non‑refundable third‑party costs incurred through the effective date of termination. Provider shall deliver any completed work product and reasonably cooperate in orderly transition of services.

CONFIDENTIALITY

Each party (Recipient) shall hold in confidence and not disclose Confidential Information of the other party (Discloser). Confidential Information includes non-public business information, attendee lists, pricing, technical specifications, and personal data. Confidential Information does not include information that: (a) is or becomes generally known to the public without breach of this Agreement; (b) is rightfully received from a third party without restriction; or (c) is independently developed by Recipient without use of Discloser’s Confidential Information. Recipient shall limit disclosure to employees or contractors with a need to know and shall use reasonable safeguards to prevent unauthorized disclosure.

INSURANCE AND INDEMNIFICATION

Provider shall maintain commercial general liability insurance and workers’ compensation as required by law for the duration of the services. Provider agrees to indemnify, defend and hold harmless Client and its officers, agents and employees from claims arising out of Provider’s negligence or willful misconduct in performing services under this Agreement, subject to applicable law and limitations.

CANCELLATION POLICY

If Client cancels the event less than Cancellation Notice (days): days before the event, Client shall be responsible for any non‑refundable deposits and a cancellation fee equal to Cancellation Fee: .

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of Governing State: without regard to conflict of law principles. Venue for any dispute shall be exclusively in the courts located within that state.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including any attachments and written exhibits executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior proposals, negotiations, and agreements. Any amendment or waiver of any provision must be in writing and signed by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement shall remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that Client may assign to an affiliate or successor in interest. The parties are independent contractors and nothing herein creates a partnership, joint venture, or employment relationship.

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