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Event Hosting Agreement

Event Hosting Agreement Template for Saudi Arabia

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Key Requirements PROMPT example:

Event Hosting Agreement

"I need an Event Hosting Agreement for a three-day international technology conference to be held at the Riyadh International Convention Center in March 2025, with expected attendance of 5,000 delegates, requiring provisions for simultaneous translation services and international broadcasting rights."

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Document background
The Event Hosting Agreement serves as a crucial legal framework for organizing and conducting events in Saudi Arabia, reflecting the Kingdom's evolving entertainment sector under Vision 2030. This agreement is essential when an event organizer wishes to secure a venue for any type of public or private event, from corporate conferences to entertainment shows. The document addresses critical aspects such as regulatory compliance, particularly with GEA requirements, venue specifications, operational procedures, and risk allocation. It becomes particularly important given Saudi Arabia's unique regulatory environment, where events must balance modern entertainment standards with local cultural and religious values. The agreement typically includes comprehensive provisions for security, safety, and emergency procedures, while ensuring alignment with Sharia principles and local laws.
Suggested Sections

1. Parties: Identification of the venue owner/operator and the event organizer, including their legal status and authority to contract

2. Background: Context of the agreement, including brief description of the venue and the proposed event

3. Definitions: Key terms used throughout the agreement, including Event, Venue, Event Date, Force Majeure, etc.

4. Event Details: Specific details about the event including date, time, duration, and expected attendance

5. Venue Specifications: Description of the venue, facilities provided, and any exclusive/non-exclusive use areas

6. Fees and Payment Terms: Venue hire fees, payment schedule, deposits, and additional charges

7. Obligations of Venue Owner: Responsibilities including venue preparation, basic facilities, utilities, and staff

8. Obligations of Event Organizer: Responsibilities including event management, compliance with regulations, and insurance

9. Compliance Requirements: Adherence to GEA regulations, local laws, and religious/cultural requirements

10. Insurance and Liability: Required insurance coverage and allocation of risks between parties

11. Force Majeure: Events excusing performance and procedures for handling such situations

12. Termination: Grounds for termination and consequences thereof

13. Governing Law and Dispute Resolution: Application of Saudi law and dispute resolution mechanisms

Optional Sections

1. Catering Services: Terms for food and beverage services, if provided by the venue or through approved vendors

2. Technical Services: Terms for audio-visual equipment and technical support, if provided by the venue

3. Marketing and Promotion: Terms regarding event promotion and use of venue's name/logo

4. Security Services: Additional security arrangements beyond basic venue security

5. VIP Arrangements: Special provisions for VIP areas or services

6. Merchandising Rights: Terms for selling event-related merchandise at the venue

7. Broadcasting Rights: Terms for recording and broadcasting the event

8. Sustainability Requirements: Environmental considerations and waste management procedures

9. Gender Segregation Provisions: Specific arrangements for gender segregation if required by event type

Suggested Schedules

1. Schedule 1 - Venue Layout and Specifications: Detailed plans of the venue, including dimensions, capacity, and facilities

2. Schedule 2 - Event Timeline: Detailed schedule including setup, event, and breakdown times

3. Schedule 3 - Fee Schedule: Breakdown of all fees, charges, and payment milestones

4. Schedule 4 - Technical Requirements: Detailed technical specifications and requirements for the event

5. Schedule 5 - Insurance Requirements: Specific insurance types and coverage amounts required

6. Schedule 6 - Health and Safety Guidelines: Safety protocols and emergency procedures

7. Schedule 7 - Approved Vendors List: List of pre-approved vendors for various services

8. Schedule 8 - Compliance Checklist: Checklist of required permits and regulatory compliance requirements

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
Applicable Laws
Authorized Representative
Business Day
Cancellation Fee
Confidential Information
Deposit
Event
Event Date
Event Hours
Event License
Event Personnel
Event Requirements
Facilities
Force Majeure Event
GEA
GEA Regulations
Health and Safety Requirements
Insurance Requirements
License Fee
Municipal Permits
Operating Hours
Payment Schedule
Permitted Use
Restricted Items
SAR
Security Deposit
Security Requirements
Set-up Period
Sharia Compliant
Technical Equipment
Technical Services
Term
Termination Date
Third Party Suppliers
Venue
Venue Manager
Venue Owner
Venue Rules
Venue Staff
Relevant Industries

Entertainment

Hospitality

Sports

Corporate Events

Education

Tourism

Cultural Events

Religious Events

Exhibition and Conferences

Media and Broadcasting

Relevant Teams

Legal

Operations

Events

Compliance

Risk Management

Facilities Management

Commercial

Business Development

Security

Health and Safety

Public Relations

Technical Operations

Relevant Roles

Events Manager

Venue Manager

Legal Counsel

Compliance Officer

Operations Director

Security Manager

Risk Manager

Facilities Manager

Commercial Director

Business Development Manager

Contract Administrator

Event Coordinator

Technical Director

Public Relations Manager

Health and Safety Officer

Industries
Saudi Entertainment General Authority Regulations: Regulations governing entertainment events, including licensing requirements, content restrictions, and operational guidelines issued by the General Entertainment Authority (GEA)
Saudi Civil Code and Contract Law: Fundamental principles of contract formation, enforcement, and remedies under Saudi law, based on Sharia principles
Saudi Public Security Regulations: Requirements for event security, crowd management, and emergency procedures during public gatherings
Saudi Labor Law: Regulations governing employment relationships, working hours, and conditions for event staff
Saudi Municipality Event Regulations: Local permits, venue requirements, and zoning regulations for hosting events
Saudi Food and Drug Authority (SFDA) Regulations: Requirements for food safety and handling if catering services are included in the event
Saudi Civil Defense Safety Requirements: Fire safety, emergency exits, and capacity limitations for event venues
Saudi Ministry of Health Regulations: Health and safety protocols, including any current public health requirements for public gatherings
Saudi Consumer Protection Law: Regulations protecting attendees' rights and establishing service provider obligations
Saudi Electronic Transactions Law: Requirements for electronic ticketing, payments, and digital communications related to the event
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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