The Event Hosting Agreement serves as a crucial legal framework for establishing the relationship between venue providers and event organizers in Hong Kong. This document is essential when any organization or individual wishes to use a venue for hosting events such as conferences, exhibitions, performances, or corporate functions. The agreement encompasses key operational, financial, and legal aspects specific to Hong Kong's regulatory environment, including compliance with local event management regulations, safety standards, and licensing requirements. It provides comprehensive coverage of venue usage terms, service provisions, risk allocation, and operational procedures while adhering to Hong Kong's common law system and relevant ordinances governing public events and gatherings.
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1. Parties: Identifies and provides details of the venue owner/operator and the event organizer
2. Background: Provides context for the agreement and brief description of the proposed event
3. Definitions and Interpretation: Defines key terms used throughout the agreement and establishes rules of interpretation
4. Event Details: Specifies the nature, date, time, and duration of the event
5. Venue Access and Services: Details the terms of venue access, including setup and breakdown periods, and basic services provided
6. Fees and Payment Terms: Outlines the venue hire fees, payment schedule, and any additional charges
7. Security Deposit: Specifies the security deposit amount, payment timing, and conditions for return
8. Cancellation and Postponement: Sets out the terms and consequences of event cancellation or postponement by either party
9. Insurance and Liability: Specifies required insurance coverage and allocates risk between parties
10. Health and Safety: Establishes health and safety requirements and responsibilities
11. Compliance with Laws: Requires compliance with relevant laws and obtaining necessary permits
12. Termination: Specifies grounds for termination and consequences
13. Force Majeure: Addresses circumstances beyond parties' control affecting event execution
14. General Provisions: Includes standard contractual provisions like notices, governing law, etc.
1. Catering Services: Required if the venue provides or controls catering services for the event
2. Technical Services: Needed if the venue provides audio-visual, lighting, or other technical services
3. Merchandising Rights: Include if event involves sale of merchandise or promotional items
4. Broadcasting Rights: Required if event may be broadcast or recorded for distribution
5. Sponsorship and Advertising: Include if event involves sponsors or advertising within the venue
6. Intellectual Property: Needed if event involves use of trademarks, copyrighted material, or creation of IP
7. Security Services: Include if venue provides or requires specific security arrangements
8. Parking Facilities: Required if venue includes parking arrangements for event
9. VIP Facilities: Include if event requires special VIP or hospitality arrangements
10. Covid-19 Measures: Include specific provisions related to pandemic measures if relevant
1. Schedule 1 - Venue Specifications: Detailed description of the venue, including floor plans and capacity
2. Schedule 2 - Services and Equipment: List of services and equipment provided by the venue
3. Schedule 3 - Fee Schedule: Detailed breakdown of all fees, charges, and payment terms
4. Schedule 4 - Event Schedule: Detailed timeline including setup, event, and breakdown periods
5. Schedule 5 - Technical Requirements: Specific technical specifications and requirements for the event
6. Schedule 6 - Insurance Requirements: Detailed insurance requirements and minimum coverage amounts
7. Schedule 7 - Venue Rules and Regulations: Operational rules and regulations for venue use
8. Appendix A - Required Permits and Licenses: List of required permits and licenses for the event
9. Appendix B - Emergency Procedures: Emergency and evacuation procedures
10. Appendix C - Contact List: Key contact persons from both parties and service providers
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