Download AusIMM EVENT HOSTING AGREEMENT

AusIMM EVENT HOSTING AGREEMENT
Agreement dated:
<insert date>
BETWEEN:
AusIMM
AND:
AusIMM <insert group name>
AND:
<insert group name>
Background
The AusIMM, AusIMM <insert group name> and <insert group name> will jointly host
the <insert event name> with <insert speaker name where required> as set out in this
agreement.
Term
This Agreement will commence once agreed by all parties and will conclude on the
financial completion of the event, unless agreed otherwise by all parties.
Engagement
The parties jointly agree to host <insert event name>, <insert event date>, <insert
location>.
The Parties Agree as Follows: please add or remove items as required
Registration Fees
Where an event is not free AusIMM members and <insert group name> members will
be charged an equivalent and discounted registration fee for attendance at the <insert
event name> i.e. AusIMM members $40, 3rd party members $40, non-members $60.
AusIMM encourages groups to ensure that events are of benefit to members and nonmembers while being cost-neutral and within set budgets.
Speaker <this section should be completed when a group or individual is provided as a
speaker>
<insert group name> will provide a suitable minerals industry professional as a speaker
for the event. The speaker being <insert name>. Where <insert name> is unable to
provide his/her services at this event <insert group name> will liaise with AusIMM and
the AusIMM <insert group name>to secure the services of a suitable replacement
speaker.
Event costs/Finances
AusIMM <insert group name> will provide finance for <insert % costs> of the costs
associated with the event in regards to <insert items i.e. venue, catering, travel>.
AusIMM will provide finance for <insert % costs or no costs > associated with the event
in regards to <insert items i.e. venue, catering, travel>.
<insert group name> will provide finance for <insert % costs> of the costs associated
with the event in regards to <insert items i.e. venue, catering, travel>.
Should the event be cancelled due to speaker unavailability <insert group name> will
reimburse AusIMM and the AusIMM <insert group name> for all costs incurred i.e.
venue cancellation costs.
AusIMM will be responsible for the preparation and monitoring of the event budget.
Payment of all charges, collection of all revenue and issuing of receipts and
preparation of final financial statement will be undertaken by AusIMM.
The parties agree that the event will be run on an agreed budget and subject to any
increases in the budget to be agreed by all parties.
Any financial profit or loss resulting from the conference will be shared on the basis of
<insert profit/loss figures here i.e. AusIMM 20%, AusIMM Group 40%, joint host 40%>.
The profit or loss is to be determined through the application of normal auditable
accounting practices. Any dispute will be referred to the Deputy CEO of the AusIMM.
Intellectual Property
<insert group name> will provide a copy of the speaker’s presentation, post-event
feedback and any photos from the event for inclusion on AusIMM’s website, on the
AusIMM <insert group name> webpage, in the AusIMM Bulletin and the AusIMM
Bulletin Online, where required and in order to promote the partnership between
AusIMM, the AusIMM <insert group name> and <insert group name>.
Insurance
Provided that the AusIMM is principally responsible for the management of an event,
AusIMM holds insurance cover for such activities.
In summary, this cover includes:
Physical loss or damage – primarily to property ($20k).
Public Liability ($20m).
Money – for up to $1,000 held on site.
Personal accident – organizers and their staff, voluntary workers and committee
members ($100k).
(Excesses do apply, and vary upon nature of claim.)
Coverage does not include:
Shortfall of revenue or cancellation of event (or part thereof).
Responsibilities
The key areas of responsibility for AusIMM will include:
Example: Financial and administrative management including reconciliation;
Marketing and advertising to AusIMM members;
Event registration management;
Publication of post event material i.e. presentation, Bulletin article, photos etc.
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The key areas of responsibility for AusIMM <insert group name> include:
Example: Venue and catering selection, negotiation and liaison;
On-site liaison with <insert group name>, event set-up and photography.
The key areas of responsibility for <insert group name> include:
Example: Management of the speaker and the speaker’s presentation etc;
Marketing and advertising to <insert group name> members and members of any other
association that has links with <insert group name>.
On-site liaison with the AusIMM <insert group name>, assistance with event set-up and
photography where required.
AusIMM EVENT HOSTING AGREEMENT
Agreement dated:
<insert date>
BETWEEN:
AusIMM
AND:
AusIMM <insert group name>
AND:
<insert group name>
Signed for and on behalf of AusIMM:
Signed: ............................................................. Date: .....................................
Miriam Way
Deputy CEO, Director Member Services
AusIMM – The Minerals Institute
PO Box 660
Carlton South Vic 3053 AUSTRALIA
Signed for and on behalf of the AusIMM <insert group name:
Signed: ............................................................. Date: .....................................
<name>
<position>
<group>
Signed for and on behalf of <insert group name>:
Signed: ............................................................. Date: .....................................
<name>
<position>
<group>
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