Special Event Agreement Template for England and Wales

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Key Requirements PROMPT example:

Special Event Agreement

"I need a Special Event Agreement for a corporate technology conference at the Birmingham Exhibition Centre on March 15, 2025, with capacity for 500 attendees, including provisions for catering, AV equipment, and multiple breakout rooms."

Document background
The Special Event Agreement serves as a crucial legal framework for event planning and execution in England and Wales. This document is essential when organizing any significant event, from corporate conferences to private celebrations, where multiple parties need to coordinate their responsibilities and obligations. The agreement addresses key aspects such as venue specifications, timing, service delivery, payment structures, and risk allocation, while ensuring compliance with UK regulatory requirements. It provides clarity and protection for all parties involved, helping to prevent disputes and ensure smooth event execution.
Suggested Sections

1. Parties: Identification and details of contracting parties

2. Background: Context and purpose of the agreement

3. Definitions: Key terms used throughout the agreement

4. Event Details: Specific information about date, time, venue, and nature of event

5. Payment Terms: Fees, payment schedule, and financial obligations

6. Cancellation Rights: Terms for cancellation by either party

7. Insurance Requirements: Mandatory insurance coverage specifications

Optional Sections

1. Catering Provisions: Terms and conditions related to food and beverage services, including health and safety requirements

2. Entertainment Provisions: Terms related to performers, entertainment licenses, and performance requirements

3. Technical Requirements: Specifications for audio-visual equipment, lighting, and other technical needs

4. Security Arrangements: Requirements for security personnel, access control, and emergency procedures

Suggested Schedules

1. Schedule 1 - Venue Layout: Floor plans and setup arrangements for the event

2. Schedule 2 - Equipment List: Detailed inventory of equipment to be provided by each party

3. Schedule 3 - Insurance Certificates: Required insurance documentation and coverage details

4. Schedule 4 - Risk Assessment: Health and safety risk assessment and mitigation measures

5. Schedule 5 - Service Level Agreement: Detailed service specifications, standards, and performance metrics

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions
Clauses
Relevant Industries
Relevant Teams
Relevant Roles
Industries

Contract Law Core Legislation: Fundamental contract law principles from common law, Unfair Contract Terms Act 1977, and Consumer Rights Act 2015 for consumer-facing events

Health and Safety Legislation: Health and Safety at Work Act 1974, Management of Health and Safety at Work Regulations 1999, and The Regulatory Reform (Fire Safety) Order 2005

Licensing and Permits: Licensing Act 2003 covering alcohol and entertainment, Live Music Act 2012, and Local Government (Miscellaneous Provisions) Act 1982

Data Protection Requirements: UK GDPR and Data Protection Act 2018 for handling personal information of attendees and staff

Insurance Legislation: Employers' Liability (Compulsory Insurance) Act 1969 and Public Liability Insurance considerations

Employment Regulations: Working Time Regulations 1998 and National Minimum Wage Act 1998 for event staff management

Food Safety Regulations: Food Safety Act 1990 and Food Hygiene Regulations 2006 for events involving food service

Accessibility Requirements: Equality Act 2010 ensuring proper access and facilities for disabled attendees

Noise Control Legislation: Environmental Protection Act 1990 and Noise Act 1996 for managing event sound levels

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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