The Event Vendor Contract Agreement serves as a crucial legal instrument for establishing and managing relationships between event organizers and service providers in Indonesia. This document is essential when engaging vendors for various event-related services, from catering to technical support, ensuring clear definition of responsibilities, service standards, and risk allocation. Compliance with Indonesian law, including the Civil Code (KUHPerdata), trade regulations, and local licensing requirements, is fundamental to the agreement's structure. The document addresses key aspects such as service specifications, payment terms, insurance requirements, and dispute resolution mechanisms, while incorporating necessary provisions for consumer protection and worker safety. It's particularly valuable for organizations regularly hosting events or vendor companies providing event services, offering a standardized yet customizable framework for vendor engagement that reflects local business practices and regulatory requirements.
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1. Parties: Identification and details of the event organizer and the vendor, including their legal status and registration details
2. Background: Context of the agreement, brief description of the event, and the purpose of engaging the vendor
3. Definitions: Definitions of key terms used throughout the agreement
4. Scope of Services: Detailed description of the vendor's services, deliverables, and responsibilities
5. Term and Timeline: Duration of the agreement, key dates, setup and breakdown times
6. Fees and Payment Terms: Pricing structure, payment schedule, invoicing requirements, and payment methods
7. Vendor Obligations: Specific duties, quality standards, and performance requirements of the vendor
8. Client Obligations: Responsibilities and obligations of the event organizer
9. Insurance and Liability: Insurance requirements and allocation of risks between parties
10. Termination: Conditions and procedures for ending the agreement
11. Force Majeure: Provisions for unforeseen circumstances and their handling
12. Confidentiality: Protection of confidential information and trade secrets
13. Governing Law and Dispute Resolution: Applicable law and methods for resolving disputes
14. General Provisions: Standard boilerplate clauses including notices, amendments, and assignment
1. Health and Safety Requirements: Specific health and safety protocols, particularly relevant for food vendors or high-risk activities
2. Intellectual Property Rights: Required when the vendor's services involve creative works, branding, or content creation
3. Sustainability Requirements: Environmental considerations and waste management, particularly relevant for large events
4. Staff and Subcontractors: Requirements for vendor's personnel and rules regarding subcontracting
5. Equipment and Materials: Detailed provisions about equipment provision and maintenance, relevant for technical vendors
6. Security Requirements: Special security measures required for high-profile or sensitive events
7. Marketing and Promotion: Terms regarding vendor's rights to promote their involvement in the event
8. Data Protection: Required when vendor will handle personal data of event participants
1. Schedule A - Service Specifications: Detailed technical specifications of the services to be provided
2. Schedule B - Pricing Schedule: Detailed breakdown of costs, rates, and additional charges
3. Schedule C - Event Schedule: Detailed timeline including setup, event, and breakdown times
4. Schedule D - Equipment List: Inventory of equipment to be provided by the vendor
5. Schedule E - Performance Standards: Specific KPIs and quality standards for vendor performance
6. Schedule F - Insurance Requirements: Detailed insurance coverage requirements and minimum limits
7. Schedule G - Venue Requirements: Specific venue rules and requirements that vendor must comply with
8. Appendix 1 - Required Permits and Licenses: List of necessary permits and licenses for vendor operation
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