The Event Hire Agreement serves as a crucial legal instrument for venue owners and event organizers in New Zealand, providing a structured framework for temporary venue usage arrangements. This document is essential when any party wishes to hire a venue or space for events such as conferences, weddings, corporate functions, or community gatherings. It encompasses key aspects including venue access, payment terms, safety requirements, and risk allocation, while ensuring compliance with New Zealand's legal framework, particularly the Contract and Commercial Law Act 2017, Health and Safety at Work Act 2015, and relevant local council regulations. The agreement protects both parties' interests by clearly defining responsibilities, limiting liability where appropriate, and establishing procedures for dispute resolution.
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Key Requirements PROMPT example:
Event Hire Agreement
"I need an Event Hire Agreement for a corporate conference venue that can accommodate 500 people, with specific provisions for AV equipment hire and catering services, compliant with New Zealand law."
1. Parties: Identifies and provides full details of the venue owner/operator and the hirer
2. Background: Briefly describes the purpose of the agreement and the parties' intentions
3. Definitions: Defines key terms used throughout the agreement
4. Hire Period: Specifies the exact dates and times for the hire period, including setup and cleanup times
5. Hire Fee and Payment Terms: Details the fees, payment schedule, and deposit requirements
6. Venue Access and Use: Outlines the permitted use of the venue and access arrangements
7. Hirer's Obligations: Lists all responsibilities of the hirer, including compliance with venue rules
8. Venue Owner's Obligations: Details the responsibilities of the venue owner/operator
9. Health and Safety: Specifies health and safety requirements and responsibilities
10. Insurance and Liability: Details insurance requirements and allocation of liability
11. Cancellation and Termination: Explains circumstances and consequences of cancellation or termination
12. Force Majeure: Addresses unforeseeable circumstances preventing fulfillment of obligations
13. Dispute Resolution: Outlines the process for resolving disputes between parties
14. General Provisions: Contains standard boilerplate clauses including governing law
1. Catering Services: Include when the venue provides or controls catering services
2. Alcohol Service: Include when alcohol will be served at the event, detailing licensing requirements
3. Equipment Hire: Include when specific equipment is being provided as part of the venue hire
4. Security Services: Include when security services are required or provided
5. Parking Arrangements: Include when specific parking arrangements are part of the hire
6. Entertainment and Noise Control: Include for events with music or entertainment, specifying noise limits
7. Cleaning Services: Include when specific cleaning arrangements are required
8. Intellectual Property: Include when event involves photography, recording, or broadcasting rights
9. Staff Provisions: Include when venue staff are provided as part of the hire
1. Schedule 1: Venue Specifications: Detailed description of the venue, including floor plans and capacity
2. Schedule 2: Hire Fee Breakdown: Itemized list of all fees and charges
3. Schedule 3: Venue Rules and Regulations: Specific rules and requirements for venue use
4. Schedule 4: Equipment Inventory: List of equipment included in the hire
5. Schedule 5: Insurance Requirements: Detailed insurance specifications and minimum coverage requirements
6. Appendix A: Event Plan: Detailed plan of the event including timing and setup requirements
7. Appendix B: Health and Safety Plan: Specific health and safety procedures for the event
8. Appendix C: Emergency Procedures: Emergency protocols and evacuation procedures
Authors
Relevant legal definitions
Clauses
Relevant Industries
Hospitality
Events and Entertainment
Corporate Services
Real Estate
Tourism
Education
Non-profit
Sports and Recreation
Cultural and Arts
Professional Services
Government and Public Sector
Retail
Relevant Teams
Legal
Operations
Events
Facilities Management
Sales
Risk and Compliance
Finance
Property Management
Customer Service
Business Development
Relevant Roles
Events Manager
Venue Manager
Operations Director
Facilities Manager
Contract Administrator
Legal Counsel
Risk Manager
Property Manager
Business Development Manager
Sales Manager
Event Coordinator
Compliance Officer
Financial Controller
Chief Operating Officer
Customer Service Manager
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