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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. 2 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> 3