Travel Agency Event Management Contract
THIS TRAVEL AGENCY EVENT MANAGEMENT CONTRACT ("Contract") is entered into by and between [Your Company Name] ("Travel Agency"), located at [Your Company Address], and [Client Company] ("Client"), located at [Client Address], collectively referred to as the "Parties."
RECITALS
WHEREAS, the Travel Agency is engaged in providing travel and event management services;
WHEREAS, the Client wishes to engage the Travel Agency to provide such services under the terms and conditions set forth herein;
NOW, THEREFORE, in consideration of the mutual covenants and promises, the sufficiency of which is hereby acknowledged, the Parties agree as follows:
1. Scope of Services
1.1 Comprehensive Travel Arrangements: The Travel Agency will handle all logistics related to travel including booking flights, ground transportation, and accommodations tailored to the client’s preferences and itinerary requirements.
1.2 Event Management Services: Comprehensive planning and execution of events including, but not limited to, corporate meetings, incentive trips, conferences, and private gatherings as detailed in the attached Scope of Services. This will encompass venue selection, itinerary planning, event scheduling, and coordination of all event-related activities.
2. Responsibilities of the Travel Agency
2.1 Planning and Organization: Develop detailed plans for all travel and events, ensuring each component aligns with the client’s expectations and objectives.
2.2 Booking and Reservations: Secure all necessary bookings for transportation, accommodations, and venues, leveraging preferred rates and relationships with suppliers to deliver cost-effective solutions.
2.3 Vendor Coordination: Manage all interactions with third-party vendors and service providers, from negotiation to fulfillment, ensuring services meet the agreed standards.
2.4 On-Site Management: Deploy experienced personnel to manage events on-site, overseeing event proceedings to ensure seamless execution and address any attendee needs.
2.5 Emergency Handling: Respond to and manage any unexpected situations or emergencies, implementing well-prepared contingency plans to minimize disruption.
3. Responsibilities of the Client
3.1 Information Provision: Deliver all necessary details regarding preferences, requirements, and specific needs for travel and events in a timely manner to facilitate effective planning.
3.2 Financial Commitments: Fulfill financial obligations according to the agreed payment schedule and terms outlined in the contract.
3.3 Decision Approval: Provide prompt approvals or feedback on selections and decisions proposed by the Travel Agency to avoid delays in the service delivery process.
4. Payment Terms
4.1 Deposit: A non-refundable deposit of [Deposit Amount] is required upon execution of this Contract to secure the initial bookings and preparations.
4.2 Scheduled Payments: The remaining balance of the contract price shall be payable in increments, with milestone payments due at stages specified in the payment schedule leading up to the final payment by [Final Payment Date].
4.3 Currency and Payment Method: All payments are to be made in [Applicable Currency] to the Travel Agency’s designated account.
5. Term and Termination
5.1 Effective Period: This Contract takes effect from the signing date and remains valid until the completion of the Services specified, unless terminated prematurely by mutual consent or as specified in this agreement.
5.2 Termination Notice: Either party may terminate this Contract by providing [Number of Days] days' written notice, allowing ample time for the orderly conclusion of ongoing services or contractual obligations.
6. Cancellation Policy
6.1 Cancellation Fees: If the Client cancels the services more than [Number of Days] days before the scheduled event, a cancellation fee of [Percentage, e.g., 30]% of the total contract price will be charged.
6.2 Late Cancellation: If cancellation occurs less than [Number of Days] days prior to the event, a higher cancellation fee of [Percentage, e.g., 50]% of the contract price will apply, reflecting the increased costs and lost opportunities associated with late-stage cancellations.
7. Confidentiality
7.1 Obligation of Confidentiality: Both parties agree to maintain the confidentiality of all contractual terms and any proprietary information shared or developed as part of executing this Contract. This includes, but is not limited to, client data, pricing details, service strategies, and any documents produced during the fulfillment of the contract.
7.2 Permitted Disclosures: Disclosure of confidential information is permitted when required by law or when necessary to enforce the terms of this Contract. In such cases, the disclosing party must notify the other party in advance and take reasonable steps to ensure that the information disclosed is protected to the greatest extent possible.
7.3 Duration of Confidentiality: The obligations related to confidentiality shall remain in effect during the term of this Contract and for a period of three years following its termination or expiry, unless mutually agreed otherwise.
8. Limitation of Liability
8.1 Scope of Liability: The Travel Agency shall not be held liable for any indirect, incidental, special, or consequential damages, including but not limited to lost profits, data loss, or other intangible losses, that arise from or are connected with this Contract.
8.2 Direct Damages: The Travel Agency’s liability for direct damages arising from its obligations under this Contract, whether due to breach of contract, warranty, tort, or other legal grounds, is limited to an amount not exceeding the total fees paid by the Client under this Contract for the services that are the subject of the claim.
8.3 Risk Management: Both parties acknowledge that the limitations specified herein are fundamental elements of the basis of the bargain between the parties and shall apply even if this Contract has been found to have failed of its essential purpose.
9. Governing Law
9.1 Jurisdiction: This Contract shall be governed by, interpreted, and enforced in accordance with the laws of [Jurisdiction], without regard to its conflict of laws rules.
9.2 Legal Venue: The Parties agree that any legal action or proceedings arising out of this Contract shall be conducted in the courts located in [Specific Location within Jurisdiction], and each party hereby consents to the jurisdiction and venue of such courts.
10. Dispute Resolution
10.1 Mediation: In the event of any dispute under this Contract, the parties will attempt to resolve the matter amicably through mediation administered by [Applicable Mediation Body] according to its mediation procedures.
10.2 Arbitration: If mediation does not resolve the dispute within a period of [Specify Time, e.g., 60] days, then the dispute shall be resolved by binding arbitration under the rules of [Applicable Arbitration Body]. The arbitration shall be conducted in [Specify Location], and the decision of the arbitrator(s) shall be final and binding on the parties.
10.3 Costs of Arbitration: The costs of arbitration, including administrative fees, professional fees, arbitrators’ fees, and other expenses, will be shared equally by the parties unless the arbitrator(s) decree otherwise.
11. Entire Agreement
11.1 Exclusivity of Agreement: This document constitutes the full and entire understanding and agreement between the parties regarding the subject matter hereof and supersedes all prior discussions, agreements, or understandings of any kind (including without limitation any prior versions of this Contract).
11.2 Amendments: No amendment, modification, or supplement to this Contract shall be binding unless it is in writing and signed by the authorized representatives of both parties.
11.3 Waivers: No waiver of any provision of this Contract shall be deemed a further or continuing waiver of such provision or any other provision, and the failure of any party to assert any right under this Contract shall not constitute a waiver of such right.
Signature Block
IN WITNESS WHEREOF, the Parties have executed this Travel Agency and Event Management Contract as of the latest date set forth below:
For [Your Company Name]:
Name:
Title:
Date:
Signature:
For [Client Company]:
Name:
Title:
Date:
Signature:
