Free Hotel Memorandum of Agreement

This Memorandum of Agreement ("Agreement") is made and entered into effective as of [Date], by and between [Your Company Name] ("Service Provider"), and [Client Company Name] ("Client"). Together, referred to as the "Parties."

Recitals

WHEREAS, the Service Provider operates a hotel facility capable of providing accommodation, catering, meeting and event spaces, and additional services as needed;

WHEREAS, the Client desires to engage the Service Provider to utilize said facilities and services for its operations, events, or functions during the term specified herein;

NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, the Parties agree as follows:

1. Scope of Services

1.1 Accommodation

The Service Provider shall allocate a block of rooms dedicated to the Client's use. These rooms will be available for the duration specified in the Schedule of Events (Attachment A) attached hereto and will include the following amenities and services:

• Daily housekeeping and maintenance.

• Access to the hotel’s recreational facilities, including the gym, pool, and spa.

• Complimentary Wi-Fi and digital entertainment packages.

• 24-hour front desk and concierge services.

1.2 Catering

The Service Provider will provide comprehensive meal and beverage services specifically tailored to the needs of the Client during specified events and times as outlined in the Schedule of Events. This includes:

• Buffet or plated service as pre-agreed for breakfast, lunch, and dinner.

• Coffee breaks and snacks during meeting sessions.

• Special menus accommodating dietary restrictions upon request.

• Provision of all necessary dining ware, utensils, and linens.

1.3 Meeting and Event Spaces

The Client will have access to conference rooms, banquet halls, and other facilities suitable for business meetings, conferences, or social events. Details of these provisions include:

• Audiovisual equipment and support.

• Setup and teardown of event spaces according to Client specifications.

• Dedicated staff to assist during events.

• High-speed internet access and telecommunication services.

1.4 Additional Services

Upon mutual agreement, the Service Provider may offer additional services to meet the specific needs of the Client. These services will be detailed in supplementary agreements or addenda to this Agreement, which will outline the nature of services, associated costs, and other relevant terms.

2. Payment Terms

2.1 Fees

The Client agrees to pay the Service Provider fees as outlined in the Fee Schedule (Attachment B), which includes detailed pricing for accommodation, catering, use of meeting spaces, and any additional services agreed upon.

2.2 Invoicing

The Service Provider shall invoice the Client monthly or upon completion of the services, as detailed in the Fee Schedule. Payment is due within thirty (30) days of receipt of the invoice.

2.3 Late Payments

Late payments by the Client shall incur a late fee of [specific percentage] per month on the outstanding balance.

3. Term and Termination

3.1 Term

This Agreement shall commence on [Start Date] and shall continue in effect until [End Date] unless extended by mutual written agreement of the Parties or earlier terminated as provided herein.

3.2 Termination

Either party may terminate this Agreement upon [number] days written notice to the other party. Upon termination, the Client shall pay for all services rendered up to the date of termination.

3.3 Consequences of Termination

Upon termination, all rights and obligations of the Parties under this Agreement will cease, except for those obligations that by their nature are designed to survive termination, including but not limited to payment obligations and indemnification.

4. Liability and Insurance

4.1 Insurance

The Service Provider shall maintain comprehensive general liability insurance and shall provide proof of such insurance to the Client upon request.

4.2 Limitation of Liability

The Service Provider's liability under this Agreement shall be limited to the amount of fees paid by the Client for the services under this Agreement. Neither party shall be liable for any indirect, special, or consequential damages.

5. Miscellaneous

5.1 Entire Agreement

This Agreement constitutes the entire agreement between the Parties and supersedes all prior agreements and understandings, both written and oral, concerning its subject matter.

5.2 Amendments

No amendment to this Agreement will be effective unless it is in writing and signed by both Parties.

5.3 Governing Law

This Agreement shall be governed by and construed in accordance with the laws of [Jurisdiction].

5.4 Dispute Resolution

Any disputes arising from or related to this Agreement shall be resolved through mediation, and if necessary, legally through the courts of [Jurisdiction].

IN WITNESS WHEREOF, the Parties have executed this Memorandum of Agreement as of the day and year first above written.

[Your Company Name]:

Signature:

[Name]

[Title]

[Date]

[Client Company Name]:

Signature:

[Name]

[Title]

[Date]

Attachment A: Schedule of Events

1. Accommodation

• Dates of Availability: From [Start Date] to [End Date].

• Number of Rooms: 25 standard rooms, 10 suites.

• Room Amenities: All rooms equipped with air conditioning, private bathrooms, coffee makers, mini-fridges, and workspace areas.

• Special Requests: Any additional amenities or services must be requested at least [number] days in advance.

2. Catering

• Event Dates: Specific dates and times as outlined below:

  • Breakfast: Daily from 7:00 AM to 10:00 AM.

  • Lunch: Scheduled for [specific dates] from 12:00 PM to 2:00 PM.

  • Dinner: Available on [specific evenings] from 6:00 PM to 9:00 PM.

  • Coffee Breaks: During conference days, morning and afternoon breaks at 10:00 AM and 3:00 PM respectively.

• Menu Types: Includes vegetarian, vegan, gluten-free, and standard options.

• Beverage Service: Includes soft drinks, coffee, tea, and an option for alcoholic beverages during dinner.

3. Meeting and Event Spaces

• Available Spaces:

  • Conference Room: Up to 100 attendees, equipped with projectors, sound systems, and seating arrangements.

  • Banquet Hall: For evening events, with a capacity of 200 persons, available on [specific dates].

  • Breakout Rooms: Small meeting rooms for up to 15 persons each, available throughout the term of the event.

• Setup Requirements: Must be communicated to the Service Provider at least [number] weeks prior to the event.

Attachment B: Fee Schedule

1. Accommodation

• Standard Room: $[amount] per night.

• Suite: $[amount] per night.

2. Catering

• Per Person Pricing:

  • Breakfast: $[amount].

  • Lunch: $[amount].

  • Dinner: $[amount].

  • Coffee Breaks: $[amount] per break per attendee.

• Special Menus: Additional charges may apply for specialty dietary requests.

3. Meeting and Event Spaces

• Conference Room: $[amount] per day.

• Banquet Hall: $[amount] per event.

• Breakout Rooms: $[amount] per room per day.

4. Additional Services

• Specific services: Any additional services requested by the Client that are not listed will be priced according to the complexity and resources required. These will be documented and agreed upon in separate addenda to the main Agreement.

5. Payment Terms

• Invoices: Issued at the end of each month or immediately following the conclusion of the event for one-time services.

• Late Payment: Late payments subject to a charge of [specific percentage]% per month on the overdue amount.

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