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Event Hire Agreement

Event Hire Agreement Template for Ireland

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Key Requirements PROMPT example:

Event Hire Agreement

"I need an Event Hire Agreement for my corporate event planning company, which will be supplying audio-visual equipment and technical staff for a three-day technology conference in Dublin in March 2025, with specific provisions for data security and intellectual property protection."

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Document background
The Event Hire Agreement serves as a crucial legal document for businesses and individuals in Ireland seeking to hire equipment, facilities, or services for events. This agreement is essential when organizing any event that requires external resources, from corporate conferences to private celebrations. It protects both the hire company and the client by clearly defining terms of hire, payment obligations, delivery arrangements, and liability allocation. The document ensures compliance with Irish regulations regarding consumer protection, health and safety, and event licensing. It's particularly important for establishing clear responsibilities, insurance requirements, and risk management procedures, while providing a framework for handling potential disputes or cancellations.
Suggested Sections

1. Parties: Identification of the hire company and the client, including full legal names and addresses

2. Background: Brief context of the agreement and purpose of the hire arrangement

3. Definitions: Key terms used throughout the agreement including 'Event', 'Hire Period', 'Equipment', 'Venue', etc.

4. Hire Terms: Core terms including hire period, delivery/collection arrangements, and basic obligations

5. Payment Terms: Hire fees, deposit requirements, payment schedule, and additional charges

6. Client Obligations: Client's responsibilities including venue access, safety compliance, and proper use of hired items

7. Supplier Obligations: Supplier's responsibilities including delivery, setup, and quality assurance

8. Insurance and Liability: Insurance requirements, limitation of liability, and indemnification provisions

9. Cancellation and Postponement: Terms for cancellation by either party, refund policies, and force majeure provisions

10. General Terms: Standard legal provisions including governing law, entire agreement, and variation requirements

Optional Sections

1. Catering Services: Include when the hire company is providing or coordinating catering services

2. Entertainment Services: Include when the hire includes entertainment provision or coordination

3. Staff Provision: Include when event staff are being provided as part of the hire

4. Liquor License Compliance: Include when the event involves alcohol service

5. Security Services: Include when security personnel or systems are part of the hire package

6. Intellectual Property: Include when the event involves use of protected materials or event recording

7. Data Protection: Include when personal data of event attendees will be processed

Suggested Schedules

1. Schedule 1 - Equipment List: Detailed inventory of all hired equipment including quantities and specifications

2. Schedule 2 - Fee Schedule: Breakdown of all fees, deposits, and additional charges

3. Schedule 3 - Event Details: Specific event information including date, time, venue, and setup requirements

4. Schedule 4 - Service Level Agreement: Detailed service standards and performance metrics

5. Schedule 5 - Insurance Requirements: Specific insurance coverage requirements and minimum values

6. Appendix A - Venue Requirements: Technical specifications and requirements for the venue

7. Appendix B - Health and Safety Guidelines: Safety procedures and risk assessment documentation

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Agreement
Hire Period
Event
Event Date
Equipment
Services
Venue
Hire Fee
Deposit
Client
Supplier
Force Majeure Event
Additional Charges
Delivery Location
Set-up Time
Pack-down Time
Authorized Representative
Business Day
Cancellation Fee
Damage
Insurance Requirements
Loss
Payment Due Date
Personnel
Required Licenses
Risk Period
Service Level Requirements
Site
Specification
Working Hours
Health and Safety Requirements
Confidential Information
Intellectual Property Rights
Terms and Conditions
VAT
Relevant Industries

Events and Entertainment

Hospitality

Corporate Services

Wedding Industry

Exhibition and Trade Shows

Sports and Recreation

Education and Training

Retail and Consumer Services

Tourism

Non-profit and Charity

Relevant Teams

Legal

Operations

Events

Sales

Procurement

Risk Management

Finance

Compliance

Customer Service

Business Development

Relevant Roles

Events Manager

Operations Director

Procurement Manager

Contracts Administrator

Legal Counsel

Risk Manager

Event Coordinator

Venue Manager

Business Development Manager

Sales Director

Account Manager

Logistics Coordinator

Compliance Officer

Financial Controller

Industries
Sale of Goods and Supply of Services Act 1980: Governs contracts for goods and services in Ireland, ensuring quality and fitness for purpose of hired items and services
Consumer Protection Act 2007: Protects consumers' rights and regulates business practices, particularly relevant if hiring to individual consumers rather than businesses
Safety, Health and Welfare at Work Act 2005: Sets out health and safety requirements for event venues and workplaces, including risk assessments and safety measures
Planning and Development Act 2000: Relevant for event permits and temporary structure permissions if required for the event
Public Dance Halls Act 1935: If the event includes dancing or music, this historical but still relevant act requires specific licenses
Intoxicating Liquor Act 2008: Required consideration if the event involves alcohol service or sales
General Data Protection Regulation (GDPR) and Data Protection Act 2018: Governs the collection and processing of personal data of event attendees or clients
Civil Liability Act 1961: Defines liability and negligence principles relevant for event-related incidents and insurance requirements
Equal Status Acts 2000-2018: Ensures non-discrimination in provision of services and access to events
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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