W8 contracts and proposals


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  • W8 contracts and proposals

    1. 1. <ul><li>CONTRACTS AND AGREEMENTS </li></ul>
    2. 2. DEFINITIONS <ul><li>Contract: a binding agreement between two or more persons or parties; a business arrangement for the supply of certain goods or services at a fixed price </li></ul>
    3. 3. TYPES OF EVENT MANAGEMENT AGREEMENTS <ul><li>Consulting Agreement - Where one party agrees to provide consulting services for another party. </li></ul><ul><li>Exhibitor Contract - An agreement between an individual exhibitor and the sponsor or promoter of an exposition to lease space for a specific booth space. </li></ul>
    4. 4. <ul><li>Vendor Agreement - An agreement between the vendor and the event manager or client to provide specific services or products for the event. </li></ul><ul><li>Hotel Contract - An agreement between the hotel and the individual/organization holding the event to provide sleeping rooms and/or function space and other services (food and beverage) for a specific event. </li></ul>
    5. 5. <ul><li>Purchase Order - An order to a vendor to provide services or products. </li></ul><ul><li>Sponsorship Agreement - A contract between the sponsor and the event organizer/producer in which the organizer agrees to provide specific marketing services to the sponsor for a designated fee and/or other considerations. </li></ul>
    6. 6. CONTRACT CONSIDERATIONS <ul><li>Review thoroughly and ask for clarification </li></ul><ul><li>Ensure all details are included! </li></ul><ul><li>State the legal name and address of all parties involved </li></ul><ul><li>Include important dates and date of signatures </li></ul>
    7. 7. <ul><li>Be sure the individual who signs has legal signing authority to represent the organization </li></ul><ul><li>Payment policies should be clear including cancellation policies, dates and amounts, goods and services to be received including dates and quantities </li></ul><ul><li>Penalty clauses should be clear </li></ul>
    8. 8. <ul><li>Change policies and procedures should be stated </li></ul><ul><li>What is guaranteed what is not </li></ul><ul><li>Inconsistent terms will be construed against the drafter. </li></ul><ul><li>When your contracts go out sloppy you lose credibility with your client and the court </li></ul>
    9. 9. <ul><li>Understand the proper way to Amend a Contract or Proposal </li></ul><ul><ul><li>Don’t allow oral modification use a clause which states that all modifications to the contract must be made in writing. </li></ul></ul><ul><ul><li>Identify a person or persons on your staff and with the contracting party who are allowed to modify the contract on the party’s behalf. </li></ul></ul><ul><ul><li>Make sure that all modifications are signed off to by both parties. </li></ul></ul><ul><ul><li>If an oral modification is made on site make sure the person who is asking for the change is authorized to do so. </li></ul></ul>
    10. 10. <ul><li>Always Define Your Terms </li></ul><ul><ul><li>Make sure the other party understands the terms (i.e. guarantees). It is a good idea to have them sign off on clauses like the guarantee so that they won’t come back later and say I didn’t know about that or I didn’t understand. </li></ul></ul>
    11. 11. CONTRACT CONTENTS <ul><li>Contract participants </li></ul><ul><li>Date of agreement </li></ul><ul><li>Fees and Payment schedule </li></ul><ul><li>Goods and services listed in detail, delivery dates, amounts </li></ul><ul><li>Cancellation, change details </li></ul><ul><li>Confidentiality </li></ul><ul><li>Signing authorities, date, witnesses </li></ul>
    12. 12. Contract Terms <ul><li>Attrition Clause – a specific provision in a contract that provides for payment of damages to the hotel if a specified percentage of contracted room nights met. </li></ul><ul><li>Cancellation Clause – outlines penalties for both parties if cancellation occurs for failure to comply with the terms of the agreement </li></ul>
    13. 13. <ul><li>Force Majeure – limits liability due to Acts of God, Acts of War, civil disturbances, labour strikes </li></ul><ul><li>Hold Harmless – neither party will hold the other responsible for any damages or theft to materials or equipment owned or rented by the other party </li></ul>
    14. 14. <ul><li>Indemnification – one party agrees to hold the other harmless in spite of what happens and whose fault it is </li></ul><ul><li>Liquidated damages – part of contract dealing with procedures, penalties, the rights of the party causing damages </li></ul>