Free Hotel Event Contract

This Event Contract ("Contract") is made and entered into on [Month Day, Year], by and between [Your Company Name], with its principal place of business at [Your Company Address], hereinafter referred to as the "Hotel," and [Your Partner Company Name], with its principal place of business at [Your Partner Company Address], hereinafter referred to as the "Client." Collectively referred to as the "Parties." This Contract establishes the terms and conditions under which the Hotel will provide venue and services for an event organized by the Client.

WHEREAS, the Hotel specializes in offering exceptional event spaces and services tailored for various occasions, ensuring that clients receive a memorable experience;

WHEREAS, the Client seeks to host a significant networking event at the Hotel's premises, requiring a venue that meets their professional standards and expectations;

WHEREAS, both parties wish to formalize their agreement regarding the event logistics, service expectations, and financial arrangements to facilitate a successful collaboration.

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

I. Event Details

This outlines the essential specifics of the event, ensuring that both parties have a clear understanding of what is planned.

II. Venue and Services

1. Venue Space: The Hotel agrees to provide exclusive access to the Grand Ballroom, ensuring it is reserved specifically for the Client's event on the specified date.

2. Catering Services: The Hotel will manage catering, offering a selection of appetizers, main courses, and beverages. The Client is responsible for finalizing menu selections by [Month Day, Year].

3. Event Staffing: The Hotel will provide trained staff, including waitstaff and an event coordinator, to ensure the event runs smoothly and meets the Client's expectations.

4. Set-Up and Clean-Up: The Hotel will handle all aspects of venue setup prior to the event, as well as cleanup following its conclusion, allowing the Client to focus on their guests.

III. Event Menu

This menu will be served by the Hotel at the event, providing attendees with a taste of what to expect and allowing the Client to ensure it aligns with their preferences.

1. Appetizers:

   • Shrimp Cocktail

   • Stuffed Mushrooms

   • Crispy Calamari

2. Main Course:

   • Grilled Chicken with Garlic Mashed Potatoes

   • Herb-Crusted Salmon with Seasonal Vegetables

   • Vegetarian Risotto

3. Desserts:

   • Chocolate Mousse

   • Fruit Tart

   • Cheesecake

4. Beverages:

   • Wine Selection

   • Assorted Soft Drinks

   • Coffee and Tea

IV. Payment Terms

1. Total Event Cost: The agreed total cost for the event is fifteen thousand USD ($15,000), which encompasses venue rental, catering, and staffing services based on the anticipated number of guests.

2. Deposit: The Client is required to pay a non-refundable deposit of five thousand USD ($5,000) upon signing this contract to secure the venue and services.

3. Final Payment: The balance of ten thousand USD ($10,000) must be paid no later than [Month Day, Year]. If this payment is not received by the deadline, the Hotel reserves the right to cancel the reservation.

4. Cancellation Policy: If the Client cancels the event:

   • More than thirty (30) days prior to the event: fifty percent (50%) of the deposit will be refunded.

   • Thirty (30) days or less prior: No refund of the deposit will be provided, as the Hotel may incur unrecoverable costs.

V. Responsibilities of the Parties

Both the Hotel and the Client have roles and responsibilities essential for the event's success. This section outlines these expectations clearly.

1. Hotel Responsibilities:

   • Ensure the venue is clean, prepared, and set up according to the Client's specifications before the event begins.

   • Provide all agreed-upon services, including catering and staffing, to ensure a seamless experience for guests.

   • Address any issues or concerns raised by the Client promptly and professionally during the event.

2. Client Responsibilities:

   • Provide the final guest count and menu selections to the Hotel by [Month Day, Year], to facilitate proper planning.

   • Deliver any event materials, such as signage and programs, to the Hotel at least two days before the event.

   • Communicate any additional needs or changes well in advance to allow adequate time for adjustments.

VI. Indemnification

1. Indemnification by Client: The Client agrees to indemnify and hold the Hotel harmless from any claims, liabilities, or damages resulting from actions or negligence on the part of the Client or their guests during the event.

2. Indemnification by Hotel: The Hotel agrees to indemnify and hold the Client harmless from any claims, liabilities, or damages arising from the Hotel’s negligence or failure to meet the obligations outlined in this Agreement.

VII. Entire Agreement

1. Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state of [State], ensuring all parties are aware of their rights and responsibilities under local law.

2. Dispute Resolution: Any disputes arising from this Agreement shall be resolved through mediation or arbitration as mutually agreed upon by both parties, fostering a collaborative approach to conflict resolution.

3. Integration Clause: This Agreement constitutes the entire agreement between the parties regarding the subject matter herein, superseding all prior agreements, negotiations, and discussions, thereby reducing ambiguity.

4. Written Amendments: Any amendments or modifications to this Agreement must be made in writing and signed by both parties to be considered valid, ensuring that all changes are officially recognized.

The signatures below indicate that both parties have read, understood, and agreed to the terms and conditions of this Agreement.

[Your Company Name]:

[Your Name]

[Job Title]

[Month Day, Year]

[Your Partner Company Name]:

[Name]

[Job Title]

[Month Day, Year]

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