Meeting Services Clause Samples
The Meeting Services clause defines the obligations and procedures related to organizing, hosting, or supporting meetings as part of a contractual relationship. It typically outlines the scope of services provided, such as scheduling, venue arrangements, technical support, and any related administrative tasks. By clearly specifying these responsibilities, the clause ensures that both parties understand their roles and expectations, thereby reducing the risk of misunderstandings and ensuring smooth coordination of meetings.
Meeting Services. The term of this Agreement with respect to Meeting Services shall begin on the Effective Date and shall continue through December 31, 2011 (the “Initial Meeting Services Term”). This Agreement shall automatically renew with respect to Meeting Services for continuous, successive five-year periods (each, a “Meeting Services Renewal Term,” and together with the Initial Meeting Services Term, the “Meeting Services Term”) if Meeting Services has produced an average Meeting Services EBITDA (as defined in Schedule 1) per screen in all Theatres, [Circuit B] Theatres and [Circuit C] Theatres of $*** for the three year period ending on December 31, 2011 with respect to the Initial Meeting Services Term or has produced an average Meeting Services EBITDA per screen of $*** increased by 5% for each five year period thereafter with respect to any Meeting Services Renewal Term (the “Meeting Services EBITDA Threshold”); provided, however, that the Meeting Services Term shall not exceed the Initial Term. If Meeting Services has failed to satisfy the Meeting Services EBITDA Threshold, then [Circuit A] may extend the Initial Meeting Service Term or any Meeting Services Renewal Term at its sole discretion. Notwithstanding the preceding sentence, if upon expiration of the Initial Meeting Services Term or any Meeting Services Renewal Term, the average EBITDA per screen for Meeting Services was negative during the last two years of such Initial Meeting Services Term or any two of the five years of such Meeting Services Renewal Term, then either [Circuit A] or LLC shall have the right in its sole discretion to not extend the Initial Meeting Services Term or any Meeting Services Renewal Term. Upon expiration of the Meeting Services Term, the provisions of this Agreement relating to Meeting Services shall terminate, except such rights and obligations that may survive pursuant to Section 9.04 (including the survival of Section 9.03 if the Meeting Services Term continues until the expiration of this Agreement).
Meeting Services. The IETF conducts three, one-week meetings each year, usually in March, July and November, in locations throughout the world. Over a two year cycle the IETF intends to hold six meetings, alternating between North America, Europe and Asia. Attendance is approximately 1200 engineers, computer scientists, and academics per meeting. These meetings are in furtherance of the IETF’s mission of standards development for the Internet. [See ▇▇▇▇://▇▇▇.▇▇▇▇.▇▇▇/proceedings_directory.html.] Meeting venues include hotels with conference space (the preference), as well as stand alone convention centers within close proximity of hotels. Meeting space requirements are typically 25,000 square feet, comprised of 8 meeting rooms holding between 75 and 300 people; one plenary room holding 900 people; a 75 seat terminal room; 10 offices; a network operations center and a registration area. The public meetings generally run from 9:00 am to 8:00 pm Monday through Thursday, and the last session on Friday typically ends by 3:30 pm. On Sundays, registration opens at noon; multiple education sessions are scheduled during 1:00 to 5:00 pm, followed by a Meet and Greet for newcomers and a Welcome Reception. Registration takes place Sunday through Thursday. A Social event usually takes place on Tuesday evening at a separate facility and involves a fee to participate. The two Plenary sessions are conducted with an attendance of about 900 people. There are also other related meetings. Staff support will be performed as necessary to ensure smooth operation of all these meetings. The Vendor negotiates contracts with the meeting venue and one or more hotels for each meeting; sets agenda for the session throughout the week; runs the registration desk; oversees contract performance by the venues and hotels, including food and beverage and audio visual support; arranges for retreat venues; and other duties as more specifically set forth below.
Meeting Services. Upon receipt of confirmation of the meeting/function, the Hotel will assign a Convention Service Manager who will contact the Group approximately thirty (30) days in advance of the event to finalize function set-ups, audiovisual requirements, the agenda, menu selections and any special requirements necessary to ensure the success of the event. If the Group would like to begin detailing the event sooner, the Convention Service Manager will be happy to assist. The Hotel understands the Groups meeting/function space needs as outlined below. Final Meeting Room Assignments will be confirmed 30 days prior to the groups’ event. 3/19/2014 6:00 PM 6:30 PM Reception Bar See BEO for setup 15 3/19/2014 6:00 PM 6:30 PM Exhibits Boardroom See BEO for setup 15 3/19/2014 6:30 PM 8:30 PM Dinner Boardroom Existing 15 3/19/2014 6:30 PM 9:00 PM Meeting Boardroom Rounds of 8 15 6/19/2014 6:00 PM 6:30 PM Reception Bar See BEO for setup 15 6/19/2014 6:00 PM 6:30 PM Exhibits Boardroom See BEO for setup 15 6/19/2014 6:30 PM 8:30 PM Dinner Boardroom Existing 15 6/19/2014 6:30 PM 9:00 PM Meeting Boardroom Rounds of 8 15 9/17/2014 6:00 PM 6:30 PM Reception Bar See BEO for setup 15 9/17/2014 6:30 PM 8:30 PM Dinner Boardroom Existing 15 9/17/2014 6:30 PM 9:00 PM Meeting Boardroom Rounds of 8 15 9/17/2014 6:30 PM 9:00 PM Meeting Boardroom Rounds of 8 15 12/11/2014 6:00 PM 6:30 PM Reception Bar See BEO for setup 15 12/11/2014 6:00 PM 6:30 PM Exhibits Boardroom See BEO for setup 15 12/11/2014 6:30 PM 8:30 PM Dinner Boardroom Existing 15 12/11/2014 6:30 PM 9:00 PM Meeting Boardroom Rounds of 8 15 Any changes after final agenda and set-up has been received, will incur additional Set-up and Labor Fees.
Meeting Services. Everyday snacks and beverages have to be served in conference/seminar halls as and when required. Drinking Water refilling in the all meeting halls is also to be done. Approximate quantity of serving per day is 600.
Meeting Services. The term of this Agreement with respect to Meeting Services shall begin on the Effective Date and shall continue through December 31, 2011 (the “Initial Meeting Services Term”). This Agreement shall automatically renew with respect to Meeting Services for continuous, successive five-year periods (each, a “Meeting Services Renewal Term,” and together with the Initial Meeting Services Term, the “Meeting Services 40 Table of Contents
Meeting Services. The IETF conducts three, one-week meetings each year, usually in March, July and November, in locations throughout the world. Over a two year cycle the IETF intends to hold six meetings, three in North America, two in Europe and one in Asia. Attendance is in the range of 1,200 to 1,500 engineers, computer scientists, and academics per meeting. These meetings are in furtherance of the IETF’s mission of standards development for the Internet. [See ▇▇▇▇://▇▇▇.▇▇▇▇.▇▇▇/proceedings_directory.html.] Meeting venues include hotels with conference space (the preference), as well as standalone conference centers within close proximity of hotels. Meeting space requirements are typically 40,000 square feet, comprised of 12 meeting rooms holding between 100 – 500 people; one Plenary room holding 1,000 people; a 140 seat terminal room; 5 offices; and a registration area. The public meetings generally run from 9:00 AM to 8:00 PM, Monday through Thursday, and the last session on Friday typically ends by 2:00 PM. On Sundays, registrations open at noon; multiple education sessions are scheduled during 1:00 to 5:00 PM, followed by a Welcome Reception. Registration takes place Sunday through Thursday. Throughout the week there are typically eight simultaneous meeting sessions at any given time. A Social event usually takes place on Tuesday evening at a separate facility and involves a fee to participate. The Plenary sessions are conducted on Wednesday and Thursday evenings from 5:00 PM to 7:30 PM with an attendance of about 1000 people. There are also other related meetings Staff support will be performed as necessary as to ensure smooth operation of all of these meetings. The Vendor negotiates contracts with the meeting venue and one or more hotels for each meeting; sets the agendas for the session throughout the week; runs the registration desk; oversees contract performance by the venues and hotels, including food and beverage and audio visual support; arranges for retreat venues; and other duties as more specifically set forth below.
1. IETF Meetings.
a. Location, Selection, and Sponsors.
i. Based on the selection of meeting locations by the IAD Vendor shall identify the available meeting venues for three (3) meetings in a calendar year for the IETF Community (“Meetings”).
ii. The location and venue selection shall be made by the IAD.
iii. The Vendor will not be responsible for finding or negotiating with Meeting Hosts or Sponsors.