Clauses and considerations to be addressed in event contract

1. Clauses and considerations to
be addressed in Event Contract

2. What is mean by Negotiations –
The art of negotiation ad the ability to successfully write a
contract that meet the needs of both the organization
sponsoring a meeting, convention, or exposition and the host
facility are two of the most important skills a meeting planner
can possess.

3. Negotiating –
According to Foster 1989 “ Bargaining or discussing with a
view toward reaching an agreement”
Negotiating is the time spent between parties preparing a
contract that is reflective of arrangements agreed upon by
both parties.

4. Steps in Negotiation
1. First step
In negotiating a meeting is to know the group-
What is important to them? What do you hope to accomplish trough negotiation?
2.Second step
In negotiating is information gathering –
The host facility likewise has a meeting planners guide that they provide to the
sponsoring organization will outline all of their services and amenities.
3. Third Step - is to discuss the specific items that are negotiable
• Exhibit hall rates.
• Move-in cost negotiate free time for moving in and moving out.
• Number of the days for move-in

5. • Meeting room rental - If a group is renting a substantial amount of exhibit space,
perhaps meeting room charges could be reduced or waived.
• Deposit clauses – If the entire deposit can be waived , so much the better. If this is not
possible the percentage of deposit might be.
• Utilities – While charges for these during a show may not be negotiable, charges for
utilities during move in and move out maybe be waived.
• Room setups and resets – Theater style setup is generally free while other type of setup
may cost anywhere from $ 1 to $ 2 per chair. Room setup charges may be negotiable.

6. Breaking off contractual negotiations
In legal systems where the doctrine of good faith is recognised, breaking
off contractual negotiations may give rise to legal consequences

7. Privity of contract
You get the rights or have to fulfill the obligations of a contract only if
you are a party to the contract
If you are not a party, you can neither sue nor be sued because of the
contract
Contents of the contract
Express terms
Implied terms
Conditions
Warranties
Exclusion terms

8. Terms
Conditions or duties which have to be carried out as part of a contract, arrangemens
which have to be made before a contract is valid.
Express Term
Terms that the parties have specifically agreed to, being terms the parties either said
or wrote.
Implied terms
One of the terms implied into a contract of sale –that goods are of satisfactory
and are fit for their purpose
Condition
A fundamental term, If a party does not carry it out, you not only have the right to
claim damages, but also to treat the contract as terminated

9. Warranty
A term of contract of lesser importance
Does not deal with the main purpose of the contract
If you have not carried out your obligations under a warranty, the other party has the
to sue you for damages, but not to terminate the contract

10. The Uniform Commercial Code
1. The Room Block -
Creation of a room block obligates both parties. The host facility agrees to hold a
number of rooms. Regardless of the arrival times of the guests. On the organizations side
they agree to pay for the rooms in the block even if they remain empty.
2. Complimentary Accommodation –
It is quite common to fine a clause in the contract addressing the issue of complimentary
and reduce rate rooms.

11. 3. Walking Space –
What does the host facility do if there are no rooms available for the guests that they have
confirmed reservations.
4. Function Space –
In the case of a hotel, function room charges are often determined by the number of
sleeping rooms and the size and number of food and beverage functions booked by the
group.
5. Labor Charges –
Labor charges may be imposed under various conditions as determined by the policies of
the host facility. They may be a labor charge applied to all food and beverage functions.
Also these charges can be applied to restaurants or snack stands within an exposition.

12. 6. Exhibit Space Rental –
It includes meetings, conventions and conferences. The contract must be describe in
booth number , size and the cost , special services requirement move in/move out dates.
The contract should clearly spell out the organization need for space to set up exhibits as
well as costs involved with use of the space.
7. Cancellation clause –
Today , the written contract includes a cancellation policy that binds both the meeting
planner and host facility. Generally this cancellation policy states that the contract may be
canceled by either party when written notice issued by and agreed upon date.

13. Ex –
One way is for the host facility to try to sell the space to another party and the
party need only pay for any unrented space
Ex –
The other way is called liquidated damages. The liquidated damages provision insists
that the organization or association pay a fixed amount of money to the host facility
upon cancellation.
8. Insurance –
The group or organization sponsoring the meeting, convention, or exposition have
insurance coverage. Likewise it is vitally important for all concerned that the host
facility be fully insured. Both parties must be agree to carry adequate liability and
insurance to protect against any claims arising from activities conducted while the
group was at the host facility

14. Thank You