ANNEXURE A

EVENT BOOKING FORM

(You Will get To be Attached with the Event Hosting Agreement on Request)

This Event Booking Form ("Booking Form") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Parties.

1. CLIENT DETAILS

Client / Organization Name: ______________________________________

Authorized Representative: ______________________________________

Designation: ______________________________________

Mobile Number: ______________________________________

Alternate Contact Number: ______________________________________

Email Address: ______________________________________

Residential / Office Address:

City: ______________________

State: _____________________

PIN Code: __________________

Country: ___________________

2. EVENT DETAILS

Event Name:

Event Type (✓)

☐ Wedding

☐ Destination Wedding

☐ Corporate Event

☐ Award Ceremony

☐ Product Launch

☐ Government Event

☐ College / University Event

☐ Cultural Event

☐ Concert

☐ Fashion Show

☐ Exhibition

☐ Private Party

☐ Birthday

☐ Anniversary

☐ Other: ______________________

3. EVENT DATE & TIMINGS

Event Date:

____ / ____ / ______

Reporting Time:

Event Start Time:

Expected Closing Time:

Total Performance Duration:

4. EVENT VENUE

Venue Name:

Complete Address:

Nearest Landmark:

Google Maps Link (if available):

5. EVENT SCHEDULE

Ceremony / Activity

Time

Duration

6. HOSTING REQUIREMENTS

Hosting Language(s):

☐ Hindi

☐ English

☐ Hinglish

☐ Regional Language

Other:

Style of Hosting:

☐ Formal

☐ Luxury

☐ Interactive

☐ Entertainment

☐ High Energy

☐ Traditional

☐ Corporate

☐ Motivational

Other:

7. EXPECTED GUESTS

Total Guests:

VIP Guests:

Chief Guest:

Special Guests:

8. TECHNICAL REQUIREMENTS

Client shall arrange:

☐ Professional Sound System

☐ Wireless Handheld Microphone

☐ Collar Mic

☐ LED Screen

☐ Stage Lighting

☐ DJ Console

☐ Generator Backup

☐ Stage Monitor

☐ Podium

☐ Green Room

☐ Drinking Water

☐ Hospitality

9. ARTIST / ANCHOR DETAILS

Anchor Name:

Supporting Artists (if any):

10. BOOKING FEES

Professional Fee:

₹ _______________________

GST (if applicable):

₹ _______________________

Travel Charges:

₹ _______________________

Accommodation:

₹ _______________________

Other Charges:

₹ _______________________

Total Contract Value

₹ _______________________

11. PAYMENT SCHEDULE

Stage

Amount

Due Date

Booking Advance

Second Installment

Final Payment

Mode of Payment:

☐ UPI

☐ NEFT

☐ RTGS

☐ Bank Transfer

☐ Cheque

☐ Cash (if legally permissible)

Transaction Reference:

12. TRAVEL & STAY

Client Shall Arrange:

☐ Flight

☐ Train

☐ Cab

☐ Hotel

☐ Local Transportation

☐ Meals

Special Instructions:

13. EVENT CONTACT PERSON

Primary Coordinator:

Mobile:

Email:

Backup Coordinator:

Mobile:

14. SPECIAL REQUIREMENTS

15. CLIENT DECLARATION

The Client confirms that all information provided in this Booking Form is true and correct. The Client understands that this Booking Form forms an integral part of the Event Hosting Agreement and shall be legally binding upon execution.

The Client further agrees to comply with all terms, conditions, payment obligations, and event responsibilities contained in the Agreement.

16. ATTACHMENTS (if applicable)

☐ Event Schedule

☐ Stage Layout

☐ Venue Map

☐ Guest List

☐ Hotel Details

☐ Travel Tickets

☐ Technical Rider

☐ Artist Hospitality Rider

☐ Other Documents:

SIGNATURES

CLIENT

Name:

Designation:

Signature:

Date:

____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name:

Designation:

Signature:

Date:

____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure forms an inseparable part of the Event Hosting Agreement. In case of any inconsistency, the terms of the Agreement shall prevail unless this Annexure expressly provides otherwise.

ANNEXURE B

EVENT DETAILS & TIMELINE

This Annexure B – Event Details & Timeline forms an integral part of the Event Hosting Agreement ("Agreement") executed between the Client and the Service Provider. It records the agreed event schedule, responsibilities, milestones, rehearsal plan, and execution timeline.

1. EVENT INFORMATION

Event Name: ___________________________________________

Event Type: ___________________________________________

Booking Reference No.: _________________________________

Agreement Date: ____ / ____ / ______

Event Date(s): _________________________________________

Venue Name: ___________________________________________

Venue Address:

City: ________________________

State: _______________________

Country: _____________________

2. EVENT OVERVIEW

Theme of the Event

Event Objective

☐ Wedding

☐ Destination Wedding

☐ Corporate Conference

☐ Product Launch

☐ Award Ceremony

☐ Government Function

☐ Educational Institution Event

☐ Cultural Program

☐ Live Concert

☐ Entertainment Show

☐ Private Celebration

☐ Other: _______________________________________

3. EVENT TIMELINE

Activity

Start Time

End Time

Duration

Responsible Person

Venue Access

Sound Check

Stage Setup

Anchor Arrival

Rehearsal

Guest Arrival

Opening Ceremony

Main Program

Entertainment Segment

Awards / Felicitation

Closing Ceremony

Departure

4. DETAILED PROGRAM FLOW

Sequence

Activity

Approximate Time

Remarks

1

2

3

4

5

6

7

8

9

10

(Add additional pages if required.)

5. REHEARSAL SCHEDULE

Rehearsal Date: ___________________________

Reporting Time: ___________________________

Venue: ____________________________________

Expected Duration: _________________________

Participants Required

☐ Anchor

☐ Bride & Groom

☐ Family Members

☐ Corporate Speakers

☐ Performers

☐ Dancers

☐ Musicians

☐ Event Planner

☐ Production Team

☐ Photographer/Videographer

☐ Other: ___________________________

6. RESPONSIBILITY MATRIX

Task

Responsible Party

Contact Person

Deadline

Venue Booking

Stage Design

Sound & Lighting

DJ / Music

Catering

Photography

Videography

Hospitality

Guest Management

Security

Transportation

Accommodation

Event Anchoring

7. TECHNICAL READINESS CHECKLIST

Item

Required

Available

Verified

Wireless Microphone

☐

☐

☐

Backup Microphone

☐

☐

☐

Mixer Console

☐

☐

☐

Speakers

☐

☐

☐

LED Screen

☐

☐

☐

Laptop

☐

☐

☐

Presentation Clicker

☐

☐

☐

Internet Connection

☐

☐

☐

Generator Backup

☐

☐

☐

Stage Lighting

☐

☐

☐

8. KEY CONTACT DIRECTORY

Client Representative

Name: ___________________________________

Designation: ______________________________

Mobile: _________________________________

Email: ___________________________________

Event Planner / Coordinator

Name: ___________________________________

Company: _________________________________

Mobile: _________________________________

Email: ___________________________________

Venue Manager

Name: ___________________________________

Mobile: _________________________________

Production Manager

Name: ___________________________________

Mobile: _________________________________

Sound Engineer

Name: ___________________________________

Mobile: _________________________________

Photographer / Videographer

Name: ___________________________________

Mobile: _________________________________

Emergency Contact

Name: ___________________________________

Relationship: _____________________________

Mobile: _________________________________

9. SPECIAL INSTRUCTIONS

10. RISK MANAGEMENT & CONTINGENCY PLAN

Potential Issue

Backup Plan

Responsible Party

Delay in Program

Power Failure

Weather Conditions

Artist Delay

Technical Failure

Medical Emergency

Traffic Delay

Security Issue

11. FINAL CONFIRMATION

The Parties acknowledge that the above schedule, timeline, and responsibilities have been reviewed and mutually agreed upon. Any material change to this Annexure shall be made only with the written consent of both Parties or as otherwise permitted under the Agreement.

SIGNATURES

CLIENT

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure forms an inseparable part of the Event Hosting Agreement. In the event of any inconsistency between this Annexure and the Agreement, the provisions of the Agreement shall prevail unless this Annexure expressly states otherwise.

ANNEXURE C

SCOPE OF SERVICES & DELIVERABLES

This Annexure C – Scope of Services & Deliverables ("Annexure") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Client and the Service Provider. It defines the professional services, deliverables, responsibilities, exclusions, performance standards, and acceptance criteria applicable to the engagement.

1. PURPOSE

The purpose of this Annexure is to clearly define the scope of work to be performed by the Service Provider, the deliverables to be provided, and the responsibilities of each Party to ensure the successful execution of the Event.

2. SERVICE PROVIDER DETAILS

Service Provider Name: ______________________________________

Brand Name (if applicable): ___________________________________

Authorized Representative: ___________________________________

Booking Reference No.: ______________________________________

3. EVENT DETAILS

Event Name: ________________________________________________

Event Type: ________________________________________________

Event Date(s): _____________________________________________

Venue: _____________________________________________________

4. SCOPE OF SERVICES

The Service Provider shall perform the following services, as applicable to the Event:

A. Event Hosting / Emceeing

☐ Professional Event Hosting

☐ Wedding Hosting

☐ Destination Wedding Hosting

☐ Corporate Event Emceeing

☐ Award Ceremony Hosting

☐ Product Launch Hosting

☐ Government Event Hosting

☐ College & University Event Hosting

☐ Cultural Event Hosting

☐ Stage Management

☐ Audience Engagement

☐ Live Interaction & Crowd Management

☐ VIP & Guest Introductions

☐ Speaker Introductions

☐ Ceremony Coordination

☐ Time Management During Event

☐ Closing Ceremony & Vote of Thanks

B. Script & Content Preparation

☐ Customized Event Script

☐ Opening Speech

☐ Welcome Address

☐ Stage Announcements

☐ Award Citations

☐ Sponsor Mentions

☐ VIP Introductions

☐ Performer Introductions

☐ Closing Remarks

☐ Emergency Announcements (if required)

C. Event Planning Support

☐ Event Flow Consultation

☐ Timeline Planning

☐ Program Sequencing

☐ Stage Coordination

☐ Vendor Coordination (limited to event execution)

☐ Rehearsal Participation

☐ Technical Coordination

☐ Cue Management

D. Audience Engagement

☐ Interactive Games

☐ Icebreakers

☐ Live Audience Interaction

☐ Entertainment Activities

☐ Crowd Energy Management

☐ Contest Hosting

☐ Q&A Moderation

☐ Networking Session Facilitation

E. Corporate Facilitation (if applicable)

☐ Panel Discussion Moderation

☐ Conference Facilitation

☐ Leadership Sessions

☐ Product Demonstrations

☐ Annual General Meetings

☐ Employee Engagement Programs

☐ Town Hall Meetings

5. DELIVERABLES

The Service Provider shall deliver, as applicable:

Deliverable

Included

Remarks

Professional Event Hosting

☐

Customized Event Script

☐

Event Timeline Review

☐

Coordination Meeting(s)

☐

Rehearsal Attendance

☐

Stage Cue Sheet

☐

Speaker Briefing

☐

Event Execution

☐

Live Audience Engagement

☐

Closing Ceremony

☐

6. PRE-EVENT DELIVERABLES

The following activities may be completed before the Event:

• Initial consultation with the Client.

• Review of Event agenda and schedule.

• Collection of speaker, sponsor, and VIP information.

• Preparation of scripts and stage notes.

• Coordination with the Event Planner and production team.

• Participation in planning calls or virtual meetings.

• Rehearsal attendance, if agreed.

7. ON-SITE DELIVERABLES

During the Event, the Service Provider shall, where applicable:

• Report to the venue at the agreed reporting time.

• Coordinate with the Event Manager and production team.

• Conduct sound and microphone checks.

• Deliver professional hosting services.

• Ensure smooth stage transitions.

• Introduce speakers, performers, and guests.

• Manage the event timeline.

• Engage the audience appropriately.

• Handle announcements and schedule changes professionally.

• Close the Event in accordance with the agreed program.

8. POST-EVENT DELIVERABLES

Unless specifically agreed in writing, the Service Provider's obligations conclude upon completion of the Event.

Where included in the Agreement, post-event services may include:

☐ Feedback Session

☐ Event Debrief

☐ Coordination for Pending Payments

☐ Media Coordination (if agreed)

☐ Thank-You Messages (if agreed)

☐ Other: ______________________________________

9. CLIENT RESPONSIBILITIES

The Client shall:

• Provide accurate event information in a timely manner.

• Share the final event schedule before the agreed deadline.

• Arrange venue access and necessary permissions.

• Ensure availability of the agreed technical equipment.

• Provide hospitality as agreed.

• Facilitate coordination with vendors and venue staff.

• Make payments in accordance with the Agreement.

• Inform the Service Provider promptly of any material changes to the Event.

10. SERVICE EXCLUSIONS

Unless expressly included in the Agreement, the following are not part of the Scope of Services:

• Event planning or management beyond hosting responsibilities.

• Event decoration or venue setup.

• Catering services.

• Photography or videography.

• DJ, music, or live entertainment services.

• Sound, lighting, LED screens, or technical equipment.

• Security arrangements.

• Transportation or accommodation not expressly agreed.

• Printing, branding, or promotional material.

• Legal, financial, or regulatory compliance services.

• Social media management or live streaming.

• Any additional services requested after execution of the Agreement unless accepted in writing.

11. SERVICE STANDARDS

The Service Provider shall:

• Perform the services with reasonable skill, care, and professionalism.

• Be punctual and prepared for the Event.

• Maintain professional conduct and appearance.

• Follow the agreed event schedule to the extent reasonably practicable.

• Cooperate with the Client, Event Planner, venue staff, and production team.

• Comply with applicable laws, venue policies, and safety requirements.

12. CHANGE REQUESTS

Any request to modify the agreed scope, schedule, duration, venue, or deliverables shall be made in writing. Additional services may be subject to revised fees, availability, and a mutually executed written amendment or change order.

13. ACCEPTANCE OF SERVICES

The Services shall be deemed accepted upon the earliest of:

1. Completion of the Event in accordance with the agreed scope;

2. The Client's use or acceptance of the Services without raising any written objection during the Event or within three (3) Business Days after the Event; or

3. The Client's written confirmation that the Services have been satisfactorily performed.

14. SIGNATURES

CLIENT

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure forms an inseparable part of the Event Hosting Agreement. In the event of any conflict between this Annexure and the Agreement, the provisions of the Agreement shall prevail unless this Annexure expressly provides otherwise.

ANNEXURE D

COMMERCIAL PROPOSAL & PROFESSIONAL FEE

This Annexure D – Commercial Proposal & Professional Fee ("Annexure") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Client ("Client") and the Service Provider ("Service Provider"). This Annexure sets out the commercial terms, professional fees, payment schedule, reimbursable expenses, taxes, cancellation charges, and other financial obligations relating to the Event.

1. COMMERCIAL DETAILS

Booking Reference No.: ______________________________________

Proposal Date: ____ / ____ / ______

Agreement Date: ____ / ____ / ______

Client Name: ________________________________________________

Service Provider Name: _______________________________________

Event Name: ________________________________________________

Event Type: _________________________________________________

Event Date(s): ______________________________________________

Venue: ______________________________________________________

2. PROFESSIONAL FEE

The Parties agree that the Client shall pay the Service Provider the following consideration for the Services:

Description Amount

Professional Hosting Fee ₹ __________

Event Planning / Consultation Fee (if applicable) ₹ __________

Script Writing / Content Preparation ₹ __________

Rehearsal Charges (if applicable) ₹ __________

Additional Event Day Charges ₹ __________

Overtime Charges ₹ __________

Other Charges ₹ __________

Total Professional Fee

₹ __________________________

(In Words)

3. APPLICABLE TAXES

Particulars Amount

Professional FeeParticulars ₹ __________

GST (%) (if applicable) ₹ __________

Other Statutory Taxes (if applicable) ₹ __________

Total Invoice Value

₹ __________________________

4. PAYMENT SCHEDULE

Unless otherwise agreed in writing, payments shall be made as follows:

Milestone Percentage Amount Due Date

Booking Advance (Non-Refundable unless otherwise agreed)

_____ %

₹ ______

__________

Second Installment

_____ %

₹ ______

__________

Balance Payment

_____ %

₹ ______

Before Event Completion

Additional Charges (if any)

As Applicable

₹ ______

Within ____ days

5. MODE OF PAYMENT

Payments may be made through any of the following methods:

☐ UPI

☐ IMPS

☐ NEFT

☐ RTGS

☐ Bank Transfer

☐ Cheque

☐ Demand Draft

☐ Online Payment Gateway

Other:

6. BANK ACCOUNT DETAILS

Account Name: ______________________________________

Bank Name: _________________________________________

Branch: ____________________________________________

Account Number: ____________________________________

IFSC Code: _________________________________________

SWIFT Code (if applicable): ___________________________

UPI ID: _____________________________________________

7. REIMBURSABLE EXPENSES

Unless expressly included in the Professional Fee, the Client shall reimburse the following approved expenses upon submission of supporting documents where reasonably available:

• Airfare / Train Travel

• Local Transportation

• Hotel Accommodation

• Meals (if agreed)

• Visa Charges (for international events)

• Event Entry Passes (if applicable)

• Freight or Courier Charges

• Parking Fees

• Toll Charges

• Government Fees (if applicable)

• Any other pre-approved expense

8. TRAVEL & ACCOMMODATION

The Parties agree that:

☐ Included in Professional Fee

☐ To be arranged by Client

☐ To be reimbursed separately

Hotel Category (if applicable):

☐ 3-Star

☐ 4-Star

☐ 5-Star

☐ Luxury Resort

☐ Other: ______________________

Local Transportation:

☐ Sedan

☐ SUV

☐ Luxury Vehicle

☐ Chauffeur Driven

☐ Other: ______________________

9. OVERTIME CHARGES

The agreed Professional Fee covers:

______ Hours of Performance.

If the Event exceeds the agreed duration for reasons not attributable to the Service Provider, overtime shall be charged as follows:

₹ __________________ per hour (or part thereof), unless otherwise agreed in writing.

10. ADDITIONAL SERVICES

Any services requested by the Client outside the agreed Scope of Services shall be subject to:

• Availability of the Service Provider.

• Written approval by both Parties.

• Additional commercial terms mutually agreed in writing.

Additional Service Fee

Additional Event Session ₹ __________

Additional Rehearsal ₹ __________

Additional Script Preparation ₹ __________

Travel Outside Agreed Area ₹ __________

Extended Hosting Hours ₹ __________

Other ₹ __________

11. CANCELLATION & RESCHEDULING CHARGES

Cancellation or rescheduling shall be governed by the Agreement. Unless otherwise agreed in writing:

Time Before Event Cancellation Charge

More than 90 days ____ % of Total Fee

61–90 days ____ % of Total Fee

31–60 days ____ % of Total Fee

15–30 days ____ % of Total Fee

8–14 days ____ % of Total Fee

7 days or less Up to 100% of Total Fee

Any non-recoverable expenses already incurred shall also be payable by the Client where permitted under the Agreement.

12. LATE PAYMENT

If any payment is not made by its due date:

1. The Service Provider may suspend further performance until overdue payments are received, where reasonably practicable.

2. The Client shall remain liable for the outstanding amount.

3. Any late payment consequences, including interest (if applicable), shall be governed by the Agreement and applicable law.

13. REFUNDS

Refunds, if any, shall be governed by the Event Hosting Agreement. Any approved refund shall be processed within the period specified in the Agreement, after adjusting:

• Applicable cancellation charges;

• Non-recoverable expenses;

• Taxes, where applicable; and

• Any other amounts lawfully due.

14. INVOICING

The Service Provider may issue invoices:

• Upon receipt of the booking confirmation;

• Before each payment milestone;

• For approved additional services;

• For reimbursable expenses; and

• Upon completion of the Event.

The Client shall verify invoice details promptly and notify the Service Provider of any bona fide discrepancy within seven (7) Business Days of receipt.

15. VALIDITY OF COMMERCIAL PROPOSAL

Unless withdrawn earlier or otherwise stated in writing, this Commercial Proposal shall remain valid for 30 calendar days from the Proposal Date. Thereafter, pricing and availability may be revised at the Service Provider's discretion unless the Parties have executed the Agreement.

16. COMMERCIAL ACCEPTANCE

The Client acknowledges that:

• The Professional Fee has been reviewed and accepted.

• The payment schedule is fair and commercially reasonable.

• All applicable taxes and approved additional charges shall be payable in accordance with the Agreement.

• This Annexure forms an integral part of the Event Hosting Agreement.

17. SIGNATURES

CLIENT

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure is an inseparable part of the Event Hosting Agreement. In the event of any inconsistency between this Annexure and the Agreement, the provisions of the Agreement shall prevail unless this Annexure expressly provides otherwise.

ANNEXURE E

PAYMENT SCHEDULE

This Annexure E – Payment Schedule ("Annexure") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Client ("Client") and the Service Provider ("Service Provider"). This Annexure sets out the agreed payment milestones, due dates, invoicing procedures, accepted payment methods, and financial obligations relating to the Event.

1. AGREEMENT DETAILS

Booking Reference No.: ______________________________________

Agreement Date: ____ / ____ / ______

Client Name: ________________________________________________

Service Provider Name: _______________________________________

Event Name: ________________________________________________

Event Type: _________________________________________________

Event Date(s): ______________________________________________

Venue: ______________________________________________________

2. TOTAL CONTRACT VALUE

Particular

Amount

Professional Fee

₹ __________

GST / Applicable Taxes

₹ __________

Approved Reimbursable Expenses

₹ __________

Other Charges

₹ __________

Total Amount Payable

₹ __________________________

(In Words)

3. PAYMENT MILESTONES

Unless otherwise agreed in writing, payments shall be made in accordance with the following schedule:

Milestone

Percentage

Amount

Due Date

Status

Booking Advance

_____ %

₹ ______

__________

☐ Pending ☐ Paid

Second Installment

_____ %

₹ ______

__________

☐ Pending ☐ Paid

Third Installment (if applicable)

_____ %

₹ ______

__________

☐ Pending ☐ Paid

Final Payment

_____ %

₹ ______

Before completion of the Event

☐ Pending ☐ Paid

Additional Charges (if any)

As Applicable

₹ ______

Within ____ Business Days

☐ Pending ☐ Paid

4. PAYMENT TERMS

Unless the Parties expressly agree otherwise in writing:

1. The booking shall be confirmed only upon receipt of the agreed booking advance.

2. Each payment shall become due on the applicable milestone or due date specified above.

3. The final payment shall be cleared before completion of the Event unless otherwise agreed in writing.

4. Any approved additional services, overtime, or reimbursable expenses shall be invoiced separately and paid within the agreed period.

5. Payments shall be made without unauthorized deductions or set-offs, except where required by applicable law.

5. ACCEPTED PAYMENT METHODS

The Client may make payments through any of the following methods:

☐ UPI

☐ IMPS

☐ NEFT

☐ RTGS

☐ Bank Transfer

☐ Cheque

☐ Demand Draft

☐ Online Payment Gateway

☐ International Wire Transfer (where applicable)

☐ Other: __________________________________

6. BANKING DETAILS

Account Name: ______________________________________

Bank Name: _________________________________________

Branch: ____________________________________________

Account Number: ____________________________________

IFSC Code: _________________________________________

SWIFT Code (for international payments): _______________________

UPI ID: _____________________________________________

7. PAYMENT CONFIRMATION

For each payment made, the Client shall provide:

• Transaction Reference / UTR Number

• Date of Payment

• Amount Paid

• Mode of Payment

• Copy of Payment Confirmation (if reasonably requested)

Installment

Transaction Reference

Date

Amount

Advance

₹ ______

Second

₹ ______

Third

₹ ______

Final

₹ ______

8. TAX DEDUCTION AT SOURCE (TDS) (IF APPLICABLE)

Where the Client is required by applicable law to deduct Tax Deducted at Source (TDS) or any similar withholding tax:

1. The deduction shall comply with applicable law.

2. The Client shall provide the relevant TDS certificate or equivalent statutory document within the prescribed legal timeframe.

3. The deducted amount shall be deemed paid only upon compliance with applicable tax laws.

9. LATE PAYMENT

If any payment is not received by the applicable due date:

1. The Service Provider may suspend performance of further Services until overdue payments are received, where reasonably practicable and permitted under the Agreement.

2. The Service Provider reserves all contractual and legal remedies available under the Agreement and applicable law.

3. Any applicable interest or late payment charges shall be governed by the Agreement and applicable law.

10. ADDITIONAL COSTS

The following, if applicable and approved, shall be payable separately unless expressly included in the Contract Value:

• Additional Event Hours

• Additional Rehearsals

• Travel Beyond the Agreed Scope

• Accommodation Upgrades

• Last-Minute Venue Changes

• Additional Script Preparation

• Technical Coordination Beyond Scope

• Special Event Requirements

• Government Fees, Permits, or Taxes (if applicable)

• Any other mutually approved additional service

11. REFUND PROCESS

Any refund, if applicable under the Agreement, shall:

• Be processed in accordance with the cancellation and refund provisions of the Agreement;

• Be subject to applicable deductions, taxes, and non-recoverable expenses; and

• Be paid through the original payment method or another mutually agreed lawful method.

12. PAYMENT DISPUTES

If the Client disputes any invoice or payment demand:

1. The Client shall notify the Service Provider in writing within seven (7) Business Days of receipt of the invoice.

2. The notice shall specify the disputed amount and the reasons for the dispute.

3. The Parties shall attempt to resolve the dispute amicably.

4. Any undisputed amount shall remain payable by the due date.

13. PAYMENT RECORD

Date

Description

Debit (₹)

Credit (₹)

Balance (₹)

Remarks

14. ACKNOWLEDGEMENT

The Parties acknowledge that:

• The payment schedule has been mutually negotiated and accepted.

• The Client understands all payment obligations under the Agreement.

• Payments shall be made strictly in accordance with this Annexure unless otherwise agreed in writing.

• This Annexure forms an integral and binding part of the Event Hosting Agreement.

15. SIGNATURES

CLIENT

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure forms an inseparable part of the Event Hosting Agreement. In the event of any inconsistency between this Annexure and the Agreement, the provisions of the Agreement shall prevail unless this Annexure expressly provides otherwise.

ANNEXURE F

CANCELLATION & REFUND POLICY

This Annexure F – Cancellation & Refund Policy ("Annexure") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Client ("Client") and the Service Provider ("Service Provider"). This Annexure governs the rights, obligations, financial consequences, and procedures relating to the cancellation, postponement, rescheduling, refund, and termination of the Event.

1. PURPOSE

The purpose of this Annexure is to establish a fair and transparent framework governing cancellation and refund rights while recognizing that the Service Provider reserves dates, declines other engagements, incurs preparatory expenses, and allocates professional resources specifically for the Client's Event.

2. DEFINITIONS

For the purposes of this Annexure:

• "Cancellation" means the termination of the Event or Services before completion.

• "Rescheduling" means changing the Event date, venue, or timing after booking confirmation.

• "Postponement" means delaying the Event without immediate cancellation.

• "Refund" means repayment of amounts previously received, subject to this Annexure and the Agreement.

• "Business Day" means any day other than a Saturday, Sunday, or public holiday at the place where payment is to be processed, unless otherwise defined in the Agreement.

3. CANCELLATION BY THE CLIENT

The Client may cancel the booking by providing written notice to the Service Provider.

Cancellation shall become effective only upon the Service Provider's written acknowledgment of receipt of the cancellation notice.

The Client shall remain liable for all amounts due under the Agreement, including applicable cancellation charges and any approved non-recoverable expenses.

4. CANCELLATION CHARGES

Unless otherwise expressly agreed in writing, the following cancellation charges shall apply:

Notice Period Before Event

Cancellation Charge

More than 90 calendar days

25% of Total Contract Value

61–90 calendar days

40% of Total Contract Value

31–60 calendar days

60% of Total Contract Value

15–30 calendar days

75% of Total Contract Value

8–14 calendar days

90% of Total Contract Value

7 calendar days or less, or after commencement of the Event

100% of Total Contract Value

In addition to the above, the Client shall reimburse any approved, documented, non-rerecoverable third-party costs already incurred on the Client's behalf, where applicable.

5. NON-REFUNDABLE BOOKING ADVANCE

Unless otherwise expressly agreed in writing:

1. The booking advance secures the Event date and professional availability.

2. The booking advance is non-refundable, except:

   • where the Agreement expressly provides otherwise;

   • where cancellation results solely from the Service Provider's inability to perform without a valid contractual excuse; or

   • where applicable law requires otherwise.

3. The booking advance may, at the Service Provider's sole discretion, be adjusted against a permitted rescheduled Event.

6. RESCHEDULING OF THE EVENT

The Client may request rescheduling by written notice.

Rescheduling shall be subject to:

• Availability of the Service Provider.

• Written confirmation by both Parties.

• Payment of any additional costs arising from the change.

• Execution of a written amendment if required.

If the Service Provider is unavailable on the proposed revised date, the request may be treated as a cancellation under this Annexure unless the Parties agree otherwise.

7. POSTPONEMENT

Where the Event is postponed:

• Payments already received shall remain subject to the Agreement.

• The Parties shall attempt in good faith to agree upon a revised date.

• Additional costs arising from the postponement shall be borne by the responsible Party unless otherwise agreed.

• If no mutually acceptable date is agreed within ______ days, either Party may exercise its rights under the Agreement.

8. CANCELLATION BY THE SERVICE PROVIDER

The Service Provider may cancel the Agreement only in accordance with the Agreement, including where:

• The Client materially breaches the Agreement.

• Required payments are not received within the agreed timelines.

• The Event becomes unlawful.

• A Force Majeure Event prevents performance.

• The Client provides false or materially misleading information affecting performance.

Where the Service Provider cancels without a valid contractual or legal justification, the Service Provider shall refund amounts received for Services not performed, subject to deductions permitted under the Agreement or applicable law.

9. FORCE MAJEURE

Cancellation or postponement resulting from a Force Majeure Event shall be governed by the Force Majeure provisions of the Agreement.

The Parties shall cooperate in good faith to mitigate losses and, where reasonably practicable, consider rescheduling before treating the Event as cancelled.

10. REFUND ELIGIBILITY

Refunds, where applicable, shall be determined after considering:

• The applicable cancellation charges.

• Services already performed.

• Time reserved exclusively for the Client.

• Approved third-party expenses.

• Applicable taxes and statutory deductions.

• Any other lawful adjustments under the Agreement.

No refund shall be due for Services already rendered or expenses legitimately incurred unless otherwise required by law or expressly agreed.

11. REFUND PROCESS

Where a refund is payable:

1. The Service Provider shall prepare a settlement statement.

2. The refundable amount shall be calculated in accordance with this Annexure and the Agreement.

3. Refunds shall ordinarily be processed within 15 to 30 Business Days after:

   • completion of the settlement calculation;

   • receipt of all required banking details; and

   • resolution of any outstanding payment issues.

Refunds shall normally be made using the original payment method or another lawful method agreed by the Parties.

12. NO-SHOW

If the Client:

• fails to conduct the Event without prior notice;

• refuses access to the venue;

• is unavailable at the scheduled reporting time; or

• otherwise prevents performance without lawful justification,

the Event shall be treated as a Client cancellation occurring on the Event date, and the Service Provider shall be entitled to the applicable cancellation charges under this Annexure.

13. PARTIAL PERFORMANCE

Where the Service Provider has substantially commenced or partially completed the Services before cancellation:

• The Client shall pay for Services performed up to the effective date of cancellation.

• The Service Provider shall be entitled to reimbursement of approved expenses reasonably incurred.

• Any remaining balance shall be adjusted in accordance with this Annexure and the Agreement.

14. DISPUTED REFUNDS

If a dispute arises regarding any refund:

1. The Parties shall first attempt to resolve the dispute through good-faith negotiations.

2. If unresolved, the dispute shall be dealt with under the dispute resolution provisions of the Agreement.

3. Pending resolution, undisputed amounts shall be processed without unnecessary delay.

15. WAIVER

No waiver of cancellation charges, refund rights, or payment obligations shall be effective unless made in writing and signed by the authorized representatives of both Parties.

16. ACKNOWLEDGEMENT

The Parties acknowledge that:

• They have carefully read and understood this Cancellation & Refund Policy.

• The cancellation charges represent a genuine commercial allocation of risk and are intended to compensate for reserved dates, preparation, and lost business opportunities, and are not intended to operate as a penalty.

• This Annexure forms an integral and legally binding part of the Event Hosting Agreement.

17. SIGNATURES

CLIENT

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure forms an inseparable part of the Event Hosting Agreement. If any provision of this Annexure conflicts with the Event Hosting Agreement, the provisions of the Agreement shall prevail unless this Annexure expressly states otherwise or applicable law requires a different result.

ANNEXURE G

TECHNICAL RIDER & PRODUCTION REQUIREMENTS

This Annexure G – Technical Rider & Production Requirements ("Annexure") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Client ("Client") and the Service Provider ("Service Provider"). This Annexure specifies the minimum technical, production, hospitality, safety, and logistical requirements necessary for the successful delivery of the Services.

The Client acknowledges that compliance with these requirements is essential to ensure professional event execution. Any deviation from these requirements may affect the quality of performance, and the Service Provider shall not be responsible for deficiencies arising solely from the Client's failure to provide the agreed facilities.

1. EVENT DETAILS

Booking Reference No.: ______________________________________

Event Name: ________________________________________________

Event Type: _________________________________________________

Event Date(s): ______________________________________________

Venue: ______________________________________________________

Reporting Time: _____________________________________________

Performance Time: ___________________________________________

2. MINIMUM TECHNICAL REQUIREMENTS

The Client shall provide the following equipment in safe, functional, and professionally maintained condition unless otherwise agreed in writing.

Audio System

☐ Professional Line Array / High-Quality PA System

☐ Digital Audio Mixer

☐ Sound Engineer

☐ Stage Monitors

☐ Adequate Speaker Coverage

☐ Backup Audio Equipment

Microphones

Minimum Requirement:

• Two (2) Professional Wireless Handheld Microphones

• One (1) Backup Wireless Handheld Microphone

• One (1) Wired Backup Microphone

Preferred Brands (or equivalent professional quality):

☐ Shure

☐ Sennheiser

☐ Audio-Technica

☐ AKG

Stage Monitoring

☐ Floor Monitor

☐ Side Fill Speakers (if applicable)

☐ In-Ear Monitoring (if agreed)

3. STAGE REQUIREMENTS

The stage shall:

• Be structurally safe and professionally constructed.

• Be clean and free from hazards.

• Have non-slip flooring where reasonably required.

• Be appropriately illuminated.

• Permit unrestricted movement of the Anchor.

• Provide safe access and exit points.

Stage Details

Stage Size: ______________________________

Stage Height: ____________________________

Stage Surface: ___________________________

4. LIGHTING REQUIREMENTS

The Client shall provide:

☐ Stage Wash Lighting

☐ Front Lighting

☐ Audience Lighting

☐ Moving Heads (if applicable)

☐ Spotlights

☐ Ambient Lighting

☐ Emergency Lighting

Lighting shall remain adequate for safe movement and audience engagement throughout the Event.

5. LED SCREEN & VISUAL DISPLAY

Where applicable:

☐ LED Screen

☐ Projection Screen

☐ Projector

☐ Confidence Monitor

☐ Presentation Laptop

☐ HDMI Connectivity

☐ Wireless Presentation System

The Client shall ensure compatibility of presentation equipment with event requirements.

6. POWER SUPPLY

The Client shall provide:

☐ Stable Electrical Supply

☐ Dedicated Power Circuits

☐ Backup Generator

☐ UPS (if required)

☐ Power Extension Boards

☐ Electrical Safety Compliance

Power interruptions that materially affect performance shall be addressed promptly by the Client or its production team.

7. COMMUNICATION SYSTEM

Where appropriate:

☐ Stage Intercom

☐ Wireless Communication System

☐ Production Headsets

☐ Cue Communication

☐ Event Control Room

8. PRODUCTION TEAM

The Client shall arrange, where applicable:

☐ Production Manager

☐ Stage Manager

☐ Sound Engineer

☐ Lighting Engineer

☐ LED Operator

☐ AV Technician

☐ Technical Assistant

☐ Power Technician

☐ Event Coordinator

9. REHEARSAL REQUIREMENTS

Unless otherwise agreed:

• Technical rehearsal shall be completed before guest arrival.

• All microphones shall be tested.

• Lighting cues shall be verified.

• Presentation files shall be tested.

• Music and audio cues shall be confirmed.

• Stage entries and exits shall be rehearsed where practicable.

Rehearsal Details

Date: __________________________

Time: __________________________

Venue: _________________________

10. GREEN ROOM & HOSPITALITY

The Client shall provide a clean and secure green room with, where applicable:

☐ Drinking Water

☐ Tea / Coffee

☐ Light Refreshments

☐ Mirror

☐ Seating

☐ Charging Points

☐ Air Conditioning / Ventilation

☐ Washroom Access

☐ Wi-Fi (if available)

11. EVENT MATERIALS

The Client shall provide, where applicable:

☐ Final Event Schedule

☐ Speaker Profiles

☐ VIP List

☐ Award List

☐ Name Pronunciations

☐ Sponsor Information

☐ Brand Guidelines

☐ Event Script Inputs

☐ Presentation Slides

☐ Music Playlist

All final materials should be provided sufficiently in advance to allow reasonable preparation.

12. SAFETY REQUIREMENTS

The Client shall ensure:

• Compliance with applicable fire, electrical, and venue safety regulations.

• Safe audience capacity management.

• Emergency exits remain unobstructed.

• First-aid facilities are available.

• Emergency response personnel are available where required.

• Compliance with applicable occupational health and safety requirements.

13. PHOTOGRAPHY & VIDEOGRAPHY

Where photography or videography is arranged:

☐ Event Photographer

☐ Event Videographer

☐ Live Streaming Team

☐ Drone Operator (subject to legal permissions)

The Service Provider shall be informed in advance of any special recording requirements.

14. INTERNET & CONNECTIVITY

Where required:

☐ High-Speed Internet

☐ Dedicated Wi-Fi

☐ Backup Internet Connection

☐ Mobile Network Coverage

15. CLIENT RESPONSIBILITIES

The Client shall:

1. Ensure venue readiness before the reporting time.

2. Obtain all necessary permissions, licenses, and venue approvals.

3. Ensure that all technical equipment is operational.

4. Provide competent technical personnel.

5. Inform the Service Provider promptly of any technical changes.

6. Ensure compliance with all applicable laws and venue regulations.

16. NON-COMPLIANCE

If the required technical or production facilities are not provided:

1. The Service Provider shall use reasonable efforts to perform with the available resources.

2. The Service Provider shall not be liable for any reduction in performance quality, delays, interruptions, or inability to deliver specific aspects of the Services caused by deficiencies in equipment, venue, staffing, or production arrangements outside the Service Provider's control.

3. Any resulting delays or modifications shall not constitute a breach of the Agreement by the Service Provider.

17. FINAL TECHNICAL CONFIRMATION

The Parties acknowledge that:

• The technical requirements have been reviewed.

• The Client agrees to arrange the agreed production facilities.

• The Service Provider has explained the minimum technical standards necessary for professional event execution.

• This Annexure forms an integral and binding part of the Event Hosting Agreement.

18. SIGNATURES

CLIENT

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure forms an inseparable part of the Event Hosting Agreement. In the event of any inconsistency between this Annexure and the Agreement, the provisions of the Agreement shall prevail unless this Annexure expressly provides otherwise or applicable law mandates a different outcome.

ANNEXURE H

TRAVEL, ACCOMMODATION & HOSPITALITY REQUIREMENTS

This Annexure H – Travel, Accommodation & Hospitality Requirements ("Annexure") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Client ("Client") and the Service Provider ("Service Provider"). This Annexure sets out the agreed arrangements relating to travel, local transportation, accommodation, meals, hospitality, and associated logistical support required for the successful performance of the Services.

The Parties acknowledge that timely and appropriate travel and hospitality arrangements are essential for ensuring the Service Provider's professional performance and punctuality.

1. AGREEMENT DETAILS

Booking Reference No.: ______________________________________

Agreement Date: ____ / ____ / ______

Client Name: ________________________________________________

Service Provider Name: _______________________________________

Event Name: ________________________________________________

Event Type: _________________________________________________

Event Date(s): ______________________________________________

Venue: ______________________________________________________

Event City/Country: __________________________________________

2. TRAVEL ARRANGEMENTS

The Parties agree that travel shall be arranged as follows:

☐ Arranged by the Client

☐ Arranged by the Service Provider and reimbursed by the Client

☐ Included in the Professional Fee

☐ Other: ______________________________________

Travel Details

Outbound Journey

Date: ______________________

Departure City: ______________________

Arrival City: ______________________

Mode of Travel:

☐ Flight

☐ Train

☐ Road

☐ Other: ______________________

Flight/Train/Vehicle Number: ______________________

Departure Time: ______________________

Arrival Time: ______________________

Return Journey

Date: ______________________

Departure City: ______________________

Arrival City: ______________________

Mode of Travel:

☐ Flight

☐ Train

☐ Road

☐ Other: ______________________

Flight/Train/Vehicle Number: ______________________

Departure Time: ______________________

Arrival Time: ______________________

3. TRAVEL CLASS

Unless otherwise agreed in writing:

Domestic Travel

☐ Economy Class Flight

☐ Premium Economy

☐ Business Class

☐ First Class

☐ AC First Class Rail

☐ AC 2-Tier Rail

☐ AC 3-Tier Rail

☐ Luxury Road Transport

International Travel

☐ Economy Class

☐ Premium Economy

☐ Business Class

☐ First Class

4. LOCAL TRANSPORTATION

The Client shall provide suitable transportation between:

• Airport / Railway Station / Bus Terminal and Hotel.

• Hotel and Event Venue.

• Event Venue and Airport / Railway Station / Bus Terminal.

• Any additional agreed locations related to the Event.

Vehicle Preference

☐ Sedan

☐ SUV

☐ Luxury Sedan

☐ Premium SUV

☐ Chauffeur-Driven Vehicle

☐ Tempo Traveller / Group Vehicle (if applicable)

☐ Other: ______________________________________

5. ACCOMMODATION

Accommodation shall be:

☐ Arranged by the Client

☐ Arranged by the Service Provider and reimbursed

☐ Included in the Professional Fee

Hotel Details

Hotel Name: ___________________________________________

Hotel Category

☐ 3-Star

☐ 4-Star

☐ 5-Star

☐ Luxury Resort

☐ Boutique Hotel

☐ Serviced Apartment

☐ Other: ______________________

Check-In Details

Check-In Date: ______________________

Check-Out Date: _____________________

Room Type

☐ Standard

☐ Deluxe

☐ Executive

☐ Suite

☐ Twin Sharing

☐ Single Occupancy

☐ Other: ______________________

6. HOSPITALITY REQUIREMENTS

The Client shall provide, where applicable:

☐ Dedicated Green Room

☐ Drinking Water

☐ Tea / Coffee

☐ Soft Beverages

☐ Healthy Snacks

☐ Fresh Meals

☐ Vegetarian Meals

☐ Non-Vegetarian Meals

☐ Special Dietary Requirements (if notified in advance)

☐ Wi-Fi Access

☐ Charging Facilities

☐ Mirror & Dressing Area

☐ Air Conditioning / Proper Ventilation

☐ Clean Washroom Access

7. EVENT DAY SUPPORT

The Client shall ensure:

• A designated point of contact is available throughout the Event.

• Venue access is provided at the agreed reporting time.

• Timely coordination with the production team.

• Priority access for rehearsals, sound checks, and stage preparation.

• Secure storage for personal belongings, where reasonably available.

8. INTERNATIONAL EVENTS (IF APPLICABLE)

For Events outside the Service Provider's home country, the Client shall, unless otherwise agreed:

☐ Provide or reimburse visa costs.

☐ Provide invitation letters where required.

☐ Arrange airport assistance where reasonably necessary.

☐ Ensure compliance with applicable immigration and entry requirements.

☐ Arrange local SIM card or communication support (if agreed).

☐ Arrange foreign language assistance (if reasonably required).

9. BAGGAGE & EQUIPMENT

Where the Service Provider is required to travel with professional equipment, promotional materials, or personal luggage:

• The Client shall cooperate in making reasonable arrangements for transportation and handling where agreed.

• Any excess baggage or freight costs shall be borne by the responsible Party as specified in the Agreement.

10. DELAYS & TRAVEL DISRUPTIONS

In the event of:

• Flight delays;

• Train cancellations;

• Traffic congestion;

• Weather-related disruptions;

• Public transport interruptions; or

• Other unforeseen travel delays,

the Parties shall cooperate in good faith to minimize disruption and, where reasonably practicable, revise schedules or logistics. Neither Party shall be liable for delays caused solely by circumstances beyond its reasonable control, subject to the Force Majeure provisions of the Agreement.

11. CLIENT RESPONSIBILITIES

The Client shall:

1. Confirm all travel arrangements sufficiently in advance.

2. Provide booking confirmations, tickets, hotel details, and contact information in a timely manner.

3. Ensure local transportation is available according to the agreed schedule.

4. Inform the Service Provider promptly of any changes affecting travel or accommodation.

5. Ensure all hospitality arrangements meet reasonable standards of safety, cleanliness, and comfort.

12. SERVICE PROVIDER RESPONSIBILITIES

The Service Provider shall:

1. Travel in accordance with the agreed itinerary.

2. Inform the Client promptly of any travel-related issues.

3. Cooperate with reasonable security and venue procedures.

4. Respect hotel, venue, and transportation policies.

5. Exercise reasonable care of accommodation and transportation facilities provided by the Client.

13. REIMBURSABLE EXPENSES

Where reimbursement is agreed, the Client shall reimburse approved and reasonable expenses, including:

• Travel fare.

• Local transportation.

• Hotel accommodation.

• Meals (where agreed).

• Visa fees.

• Excess baggage charges (where approved).

• Parking and toll charges.

• Other pre-approved travel-related expenses.

Reimbursement shall be made in accordance with the payment provisions of the Agreement upon submission of reasonable supporting documentation where available.

14. ACKNOWLEDGEMENT

The Parties acknowledge that:

• The travel, accommodation, and hospitality requirements have been mutually discussed and accepted.

• Proper logistical arrangements are essential for timely and professional delivery of the Services.

• This Annexure forms an integral and legally binding part of the Event Hosting Agreement.

15. SIGNATURES

CLIENT

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure forms an inseparable part of the Event Hosting Agreement. In the event of any inconsistency between this Annexure and the Agreement, the provisions of the Agreement shall prevail unless this Annexure expressly provides otherwise or applicable law requires a different outcome.

ANNEXURE I

VENUE DETAILS & LOGISTICS

This Annexure I – Venue Details & Logistics ("Annexure") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Client ("Client") and the Service Provider ("Service Provider"). This Annexure records the agreed venue information, site access arrangements, logistics, infrastructure, operational responsibilities, safety requirements, and coordination procedures necessary for the successful execution of the Event.

The Parties acknowledge that proper venue planning and logistical coordination are essential to ensure timely, safe, and professional delivery of the Services.

1. AGREEMENT DETAILS

Booking Reference No.: ______________________________________

Agreement Date: ____ / ____ / ______

Client Name: ________________________________________________

Service Provider Name: _______________________________________

Event Name: ________________________________________________

Event Type: _________________________________________________

Event Date(s): ______________________________________________

2. VENUE INFORMATION

Venue Name: ________________________________________________

Complete Address:

City: _______________________

State / Province: _______________________

Country: _______________________

Postal Code: _______________________

Google Maps Link (if available):

Nearest Landmark:

3. VENUE CONTACT DETAILS

Venue Manager

Name: ______________________________________

Designation: _________________________________

Mobile Number: _______________________________

Email Address: _______________________________

Event Coordinator

Name: ______________________________________

Mobile Number: _______________________________

Email Address: _______________________________

Production Manager

Name: ______________________________________

Mobile Number: _______________________________

Security Supervisor

Name: ______________________________________

Mobile Number: _______________________________

4. VENUE ACCESS

Reporting Time

Venue Access Available From

Venue Closing Time

Loading / Unloading Time

Vehicle Entry

☐ Permitted

☐ Restricted

☐ Permit Required

☐ Security Clearance Required

Parking Arrangements

☐ Reserved Parking

☐ VIP Parking

☐ Artist Parking

☐ Loading Bay Available

☐ Valet Parking

☐ Paid Parking

☐ Other: ______________________

5. STAGE LOCATION

Indoor / Outdoor

☐ Indoor

☐ Outdoor

☐ Semi-Outdoor

Stage Details

Stage Size:

Stage Height:

Stage Material:

Audience Capacity:

6. VENUE FACILITIES

The Venue shall provide, where applicable:

☐ Air Conditioning

☐ Heating

☐ Restrooms

☐ Green Room

☐ VIP Lounge

☐ Dressing Room

☐ Wheelchair Accessibility

☐ Lift / Elevator

☐ Drinking Water

☐ Wi-Fi

☐ Mobile Network Coverage

☐ Generator Backup

☐ Fire Safety Equipment

☐ First Aid Facilities

☐ Emergency Exit Signage

☐ Medical Room

☐ Lost & Found Counter

7. LOGISTICS ARRANGEMENTS

Equipment Delivery

Delivery Date: __________________________

Delivery Time: __________________________

Receiving Person: ________________________

Equipment Removal

Removal Date: ___________________________

Removal Time: ___________________________

Storage Area

☐ Available

☐ Not Available

Location:

8. SECURITY & ACCESS CONTROL

The Client shall ensure:

• Authorized access passes for the Service Provider and approved personnel.

• Security clearance, where required.

• Safe entry and exit routes.

• Crowd control arrangements.

• Protection of equipment and personal belongings.

• Compliance with venue security protocols.

9. EMERGENCY & SAFETY INFORMATION

Emergency Exit Locations

Assembly Point

Nearest Hospital

Local Emergency Contact Number

Fire Officer / Safety Officer

Name: ______________________________________

Contact Number: _____________________________

10. SITE LOGISTICS CHECKLIST

Item

Required

Available

Verified

Venue Access

☐

☐

☐

Stage Ready

☐

☐

☐

Sound System

☐

☐

☐

Lighting

☐

☐

☐

LED Screen

☐

☐

☐

Power Supply

☐

☐

☐

Generator Backup

☐

☐

☐

Green Room

☐

☐

☐

Parking

☐

☐

☐

Security

☐

☐

☐

Internet

☐

☐

☐

Washrooms

☐

☐

☐

Signage Installed

☐

☐

☐

Medical Support

☐

☐

☐

11. EVENT MATERIAL MOVEMENT

The Client shall facilitate reasonable access for:

• Audio and visual equipment.

• Stage materials.

• Promotional materials.

• Event branding.

• Presentation equipment.

• Personal equipment of the Service Provider.

• Loading and unloading vehicles.

Where venue restrictions apply, the Client shall inform the Service Provider in advance and assist in obtaining any necessary permissions.

12. CLIENT RESPONSIBILITIES

The Client shall:

1. Ensure the venue is available and ready at the agreed reporting time.

2. Obtain all venue permissions, licenses, and approvals required for the Event.

3. Coordinate with venue management regarding access, utilities, and security.

4. Provide accurate venue information and promptly notify the Service Provider of any changes.

5. Ensure that venue facilities meet applicable safety and legal requirements.

13. SERVICE PROVIDER RESPONSIBILITIES

The Service Provider shall:

1. Arrive at the venue at the agreed reporting time.

2. Comply with all lawful venue policies and safety requirements.

3. Coordinate with the designated Client representative and venue management.

4. Exercise reasonable care while using venue facilities.

5. Promptly report any significant logistical or operational issues that may affect the performance of the Services.

14. VENUE CHANGES

Any change to the agreed venue shall:

• Be communicated in writing as soon as reasonably practicable.

• Be subject to the Service Provider's availability and operational feasibility.

• Be governed by the change management provisions of the Agreement.

• Entitle the Service Provider to reimbursement of any additional reasonable costs arising directly from the venue change, where applicable.

15. FORCE MAJEURE & VENUE UNAVAILABILITY

If the venue becomes unavailable due to a Force Majeure Event or circumstances beyond the reasonable control of either Party, the Parties shall cooperate in good faith to:

• Identify a suitable alternative venue, where practicable.

• Minimize disruption to the Event.

• Implement any necessary schedule adjustments.

Any resulting rights and obligations shall be governed by the Force Majeure provisions of the Agreement.

16. ACKNOWLEDGEMENT

The Parties acknowledge that:

• The venue details and logistical arrangements recorded in this Annexure have been reviewed and accepted.

• Effective venue coordination is essential to the successful execution of the Event.

• This Annexure forms an integral and legally binding part of the Event Hosting Agreement.

17. SIGNATURES

CLIENT

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

SERVICE PROVIDER

Name: ______________________________________

Designation: _________________________________

Signature: __________________________________

Date: ____ / ____ / ______

Company Seal (if applicable)

Note: This Annexure forms an inseparable part of the Event Hosting Agreement. In the event of any inconsistency between this Annexure and the Agreement, the provisions of the Agreement shall prevail unless this Annexure expressly provides otherwise or applicable law requires a different outcome.

ANNEXURE J

AUDIO, VIDEO & PHOTOGRAPHY PERMISSIONS

This Annexure J – Audio, Video & Photography Permissions ("Annexure") forms an integral part of the Event Hosting Agreement ("Agreement") entered into between the Client ("Client") and the Service Provider ("Service Provider"). This Annexure governs the recording, photography, videography, live streaming, broadcasting, use, ownership, licensing, publication, storage, and protection of audio-visual content created before, during, and after the Event.

The Parties acknowledge that photographs, audio recordings, video recordings, and other visual media are valuable intellectual property and marketing assets. This Annexure establishes the rights and obligations of each Party concerning the creation and use of such content.

1. AGREEMENT DETAILS

Booking Reference No.: ______________________________________

Agreement Date: ____ / ____ / ______

Client Name: ________________________________________________

Service Provider Name: _______________________________________

Event Name: ________________________________________________

Event Type: _________________________________________________

Event Date(s): ______________________________________________

Venue: ______________________________________________________

2. PERMITTED RECORDING ACTIVITIES

Unless otherwise agreed in writing, the following recording activities are permitted during the Event:

☐ Photography

☐ Videography

☐ Audio Recording

☐ Drone Photography (subject to applicable laws and required permissions)

☐ Drone Videography (subject to applicable laws and required permissions)

☐ Live Streaming

☐ Television Broadcast

☐ Social Media Live Broadcast

☐ Documentary Recording

☐ Promotional Recording

☐ Behind-the-Scenes Recording

☐ Media Coverage

☐ Press Photography

3. OFFICIAL MEDIA TEAM

The Client shall identify the official media personnel authorized to record the Event.

Name

Organization

Role

Contact Number

No other third-party commercial recording team may interfere with the Service Provider's performance or obstruct official event operations.

4. SERVICE PROVIDER RECORDING RIGHTS

Unless expressly prohibited in writing before the Event, the Service Provider may:

• Capture photographs and short video clips of the Event.

• Record stage performances featuring the Service Provider.

• Obtain backstage or behind-the-scenes content.

• Record audience interactions where reasonably appropriate.

• Capture event ambience and stage setup.

• Use such content for professional portfolios, websites, social media, marketing, publicity, showreels, award submissions, business presentations, educational purposes, and future promotional activities.

The Service Provider shall use reasonable efforts to ensure that such recordings do not unreasonably interfere with the Event.

5. CLIENT CONTENT RIGHTS

The Client shall own or otherwise have the right to use all photographs, videos, and recordings specifically commissioned by the Client, subject to:

• Applicable intellectual property laws.

• Third-party rights.

• The Service Provider's retained rights under this Annexure and the Agreement.

Nothing in this Annexure transfers ownership of the Service Provider's trademarks, trade names, logos, scripts, presentations, performance style, proprietary materials, or other intellectual property.

6. PROMOTIONAL USE CONSENT

Unless the Client expressly opts out in writing before the Event, the Client grants the Service Provider a non-exclusive, worldwide, royalty-free, perpetual license to use photographs, audio, and video recordings featuring the Service Provider for:

• Professional portfolio.

• Website.

• Social media platforms.

• Marketing materials.

• Digital advertisements.

• Business proposals.

• Award nominations.

• Press releases.

• Educational presentations.

• Corporate profile.

• Promotional showreels.

The Service Provider shall not imply that the Client endorses any unrelated product or service without the Client's prior written consent.

7. CLIENT RESTRICTIONS (OPTIONAL)

Where applicable, the Client may impose reasonable written restrictions:

☐ No drone recording.

☐ No backstage recording.

☐ No recording of children without required consent.

☐ No live streaming.

☐ No media interviews.

☐ No publication before the Event concludes.

☐ Confidential corporate content shall not be recorded.

☐ Other restrictions:

8. SOCIAL MEDIA PUBLICATION

Unless otherwise agreed:

• Either Party may publish Event-related content consistent with this Annexure.

• Any publication shall not be defamatory, misleading, deceptive, unlawful, or infringe third-party rights.

• Where reasonably practicable, appropriate credit may be given to the relevant photographer, videographer, organizer, or Service Provider.

• Confidential information shall not be disclosed without authorization.

9. CONFIDENTIAL EVENTS