Event Engagement Agreement - Template, Sample Form Pro · NG-law
✓ Valid in Nigeria · drafted to comply with local law
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EVENT VENUE ENGAGEMENT AGREEMENT
THIS EVENT VENUE ENGAGEMENT AGREEMENT (the "Agreement") is made this ________
BETWEEN
________, of ________ (hereinafter referred to as the "Host", which expression shall, where the context so admits, include its successors-in-title, assigns, and legal representatives) of the one part;
AND
________, of ________ (hereinafter referred to as the "Renter", which expression shall, where the context so admits, include its successors-in-title, assigns, and legal representatives) of the other part.
The Host and the Renter are hereinafter sometimes referred to individually as a "Party" and collectively as the "Parties".
WHEREAS:
(a) The Host is the owner of and/or is lawfully entitled to grant the use of the venue particularly described in this Agreement (the "Venue");
(b) The Renter has requested to reserve and use the Venue for an event, and the Host has agreed to make the Venue available to the Renter strictly upon and subject to the terms and conditions hereinafter contained.
NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, and other good and valuable consideration the receipt and sufficiency of which are hereby acknowledged, the Parties hereby agree as follows:
1. GRANT OF USE AND DESCRIPTION OF EVENT
1.1. The Host hereby agrees to reserve and make available to the Renter the following location (the "Venue"):
________
1.2. The Venue, the facilities therein, and all other appurtenances are subject to this Agreement. The Renter is reserving the Venue for the ________ event scheduled to hold on ________ from ________ to ________ (the "Event").
1.3. The Renter intends to host approximately ________ guests at the Event (the "Guests") on the aforementioned date and time, which number shall not exceed the lawful maximum capacity of the Venue.
2. CONDITION OF VENUE
2.1. The Renter acknowledges that the Venue is delivered in good condition and free from damage. The Renter agrees to maintain the Venue and keep it and its facilities free from damage throughout the period of use.
2.2. The Renter shall be responsible for any damage caused to the Venue by the Renter, any Guest, or any person attending the Event. Where any damage is occasioned, the Host shall assess such damage and estimate the cost of repairs, and the Renter shall be liable to pay the full reasonable cost of such repairs upon written demand.
3. ACCESS TO VENUE
3.1. The Host agrees to make the Venue available to the Renter on ________ at ________. The following person shall be assigned to provide assistance to the Renter and address the Renter's queries regarding the Venue: ________ (the "Representative"). The Representative shall perform the following functions:
________
3.2. The Renter shall vacate the Venue and deliver up possession thereof, including the keys to the Venue, on ________ at ________. Upon receipt of the keys, the Venue shall be inspected to ascertain that no part thereof has been damaged.
4. VENUE SET-UP AND DECORATION
4.1. The Renter shall be responsible for the set-up, arrangement, and logistical aspects of the Event, including but not limited to venue decoration, placement of equipment, signage, seating, lighting, audio-visual configurations, and any other requirements necessary for the successful execution of the Event.
4.2. The Renter shall ensure that all set-up and arrangements comply with all applicable laws, regulations, and safety standards, and shall take all requisite precautions to establish a secure environment for the Guests, staff, and all other persons present at the Event.
4.3. The Host or its appointed Representative shall have the authority to inspect and approve the set-up and arrangements before the commencement of the Event, and shall retain the right to require alterations where necessary to preserve the integrity of the Venue or to safeguard the well-being of persons present.
4.4. The Renter shall communicate any changes to the agreed set-up to the Host in writing, and obtain the Host's approval prior to the Event. Unapproved changes may result in additional charges or penalties as reasonably determined by the Host.
4.5. The Renter agrees to lock all doors, switch off all lights, and ensure that everything is in order before exiting the Venue.
5. FEES AND PAYMENT
5.1. The total cost for the use of the Venue is the sum of \u20a6________ (________) (the "Fees").
5.2. The Renter shall pay a deposit in the sum of \u20a6________ (________) on or before ________.
5.3. The balance of the Fees shall be paid on or before ________.
5.4. All payments shall be made by ________ to the following account: ________. Where applicable, any sums payable shall be subject to Value Added Tax in accordance with the Value Added Tax Act (Cap. V1, LFN 2004, as amended).
6. CANCELLATION POLICY
6.1. Where the Renter elects to cancel the Event for any reason, the Renter shall give the Host reasonable written notice and shall forfeit or pay ________% of the total Fees as cancellation charges.
6.2. Notice of cancellation shall be given not less than ________ days before the date of the Event.
7. RESPONSIBILITIES OF THE RENTER
7.1. The Renter shall use the Venue solely for the purpose of the Event described in this Agreement, and shall not use the Venue for any unlawful purpose or in any manner that may cause nuisance, annoyance, or disturbance to the Host or to any other persons within the vicinity.
7.2. The Renter shall comply with all applicable laws, rules, and regulations relating to the use of the Venue, including obtaining any necessary permits, licences, or approvals required for the holding of the Event, and shall be solely responsible for the conduct of the Guests and any other persons attending the Event.
8. ALCOHOL CONSUMPTION, SMOKING, AND SUBSTANCE USE
8.1. The consumption of alcohol is strictly prohibited at the Venue and within the premises. The Host maintains a strict no-alcohol policy, with which the Renter and the Guests must comply.
8.2. The Host strictly prohibits any form of substance abuse within the Venue, including smoking, vaping, the use of illegal drugs, excessive alcohol consumption, or the use of any other intoxicating substances, in furtherance of a safe and respectful environment for all attendees.
8.3. Any person found engaging in substance abuse shall be immediately escorted out of the premises, and any failure to adhere to this provision shall entitle the Host to pursue all lawful remedies, including legal action against the Renter.
9. SECURITY
The Host agrees to provide reasonable security for the Event. Notwithstanding the foregoing, the Renter shall take reasonable care to safeguard the security of the Guests and their personal property within the Venue, and the Host shall not be liable for the loss of, or damage to, the personal effects of the Renter or any Guest save where occasioned by the Host's negligence.
10. INDEMNITY
10.1. The Renter agrees to indemnify and hold harmless the Host, its employees, agents, and affiliates from and against any loss, damage, third-party suit, liability, or claim arising from the acts, omissions, negligence, or misuse of the Venue and its fixtures by the Renter, the Guests, employees, affiliates, or other agents of the Renter, or arising from any breach by the Renter of this Agreement.
10.2. The Renter shall not be liable to indemnify the Host against any loss, third-party suit, damage, or liability arising solely from the acts, omissions, or negligence of the Host.
10.3. The provisions of this Clause shall survive the termination or expiration of this Agreement in respect of circumstances occurring prior to such termination or expiration.
11. BREACH AND DEFAULT
11.1. Any one or more of the following events shall constitute a material breach of this Agreement (the "Default"):
(i) the failure of the Renter to pay the Fees as and when due;
(ii) the failure of the Host to provide the Venue in the condition described in this Agreement;
(iii) the bankruptcy or insolvency of either Party;
(iv) the abrupt cancellation of the Event without reasonable notice to the Host;
(v) any material breach of the covenants and obligations contained in this Agreement.
11.2. Any Default under this Agreement shall entitle the non-defaulting Party to terminate this Agreement and, in addition, to pursue all available remedies including monetary damages, injunctive, and equitable reliefs.
12. FORCE MAJEURE
12.1. Neither Party shall be liable for any failure or delay in the performance of its obligations under this Agreement to the extent that such failure or delay is caused by force majeure, being any circumstance:
(i) which is beyond the affected Party's reasonable control;
(ii) which such Party could not reasonably have avoided or overcome; and
(iii) which is not attributable to the other Party.
12.2. Without prejudice to the generality of the foregoing, force majeure shall include the following events and circumstances:
(i) war, hostilities, or invasion;
(ii) rebellion, terrorism, revolution, insurrection, or military or usurped power;
(iii) vandalism, riot, civil disorder, epidemic, pandemic, or governmental restriction or directive that materially affects a Party's ability to perform its obligations under this Agreement.
12.3. The affected Party shall promptly notify the other Party in writing of the occurrence of any force majeure event. Where such event continues for a period exceeding ________ days, either Party may terminate this Agreement upon written notice without further liability, save for accrued obligations.
13. CONFIDENTIALITY AND DATA PROTECTION
13.1. The Host agrees to keep the terms of this Agreement and any other confidential information of the Renter coming to its knowledge as a result of this Agreement strictly confidential, and accordingly:
(i) to take all proper and reasonable measures to protect such confidential information;
(ii) not to publish, disclose, or make public, in whole or in part, any information relating to the Renter's affairs or dealings under this Agreement without the Renter's express written consent;
(iii) not to use such confidential information for any purpose other than the performance of this Agreement.
13.2. Each Party shall comply with the provisions of the Nigeria Data Protection Act 2023 and any subsidiary regulations made thereunder in respect of any personal data processed in connection with this Agreement.
14. WAIVER AND RELEASE
The Renter hereby waives, releases, and discharges the Host, its heirs, assigns, successors, officers, employees, agents, executors, partners, and administrators from all claims, causes of action, liabilities, demands, damages, obligations, debts, and accounts of any kind, whether known or unknown, arising from the use of the Venue, save for any loss, damage, or injury arising solely from the negligence of the Host.
15. TERMINATION
15.1. Where either Party defaults under this Agreement, the other Party shall be entitled to terminate the Agreement. This Agreement may also be terminated upon the death or insolvency of the Renter, or the Renter's inability to pay the Fees.
15.2. The Host reserves the right to refuse entry to the Renter's Guests, staff, or affiliates suspected of any illegal or suspicious activity, and may terminate this Agreement where the Renter, the Guests, or any affiliate violates any term of this Agreement.
15.3. In any of the foregoing cases, the terminating Party shall give reasonable written notice to the other Party. Termination shall not preclude the terminating Party from seeking monetary, injunctive, or equitable reliefs.
16. NOTICES
16.2. The current contact details for service are as follows:
Host's Email: ________
Host's Phone Number: ________
Renter's Email: ________
Renter's Phone Number: ________
17. DISPUTE RESOLUTION
17.1. The Parties shall use their best endeavours to amicably settle any dispute, difference, or claim arising out of or in connection with this Agreement through negotiation.
17.2. Where the dispute is not resolved within thirty (30) days of notification, the matter shall be referred to mediation under the rules of ________.
17.3. Where mediation fails, the dispute shall be finally resolved by arbitration in accordance with the Arbitration and Mediation Act 2023. The seat of arbitration shall be ________, the arbitration shall be conducted in the English language by a sole arbitrator appointed by agreement of the Parties, and the award shall be final and binding.
17.4. This Agreement shall be governed by and construed in accordance with the laws of the Federal Republic of Nigeria, and the courts of ________ shall have jurisdiction in respect of any matter not subject to arbitration.
18. MISCELLANEOUS
18.1. Variation: This Agreement may only be amended or varied by an instrument in writing duly signed by both Parties.
18.2. Headings: Headings are for convenience only and shall not affect the construction of this Agreement.
18.3. Counterparts: This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument.
18.4. Entire Agreement: This Agreement, together with any addendum hereto, constitutes the entire agreement between the Parties and supersedes all prior negotiations, representations, and agreements, whether written or oral.
18.5. Assignment: Neither Party shall assign its rights or obligations under this Agreement without the prior written consent of the other Party.
18.6. Enurement: This Agreement shall enure to the benefit of and be binding upon the Parties and their respective heirs, executors, administrators, successors, and permitted assigns.
18.7. Cumulative Rights: The rights of the Parties under this Agreement are cumulative and not exclusive, save as otherwise provided by law.
18.8. Waiver: No delay or omission in exercising any right under this Agreement shall operate as a waiver thereof, and any waiver must be in writing.
18.9. Severability: If any provision of this Agreement is held to be unenforceable, the remaining provisions shall continue in full force and effect.
18.10. Further Assurance: The Parties shall execute and deliver all such further documents and take all such further actions as may be necessary or incidental to give full effect to the provisions of this Agreement.
IN WITNESS WHEREOF the Parties have executed this Agreement the day and year first above written.
SIGNED, SEALED, AND DELIVERED by the within named Host, ________
________________________
in the presence of:
Name: ________
Address: ________
Occupation: ________
Signature: ________
SIGNED, SEALED, AND DELIVERED by the within named Renter, ________
________________________
in the presence of:
Name: ________
Address: ________
Occupation: ________
Signature: ________
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