— Damage and repairs: the licensing agreements provide that if the group damages the center (beyond normal wear), the group is responsible for the repair costs of the damage. I recommend inserting the word «reasonable» before the word cost to ensure that repair costs are not excessive. — Quiet pleasure: No one likes to be interrupted, whether it`s noise, smell or dust. In this case, groups should endeavour to include in the license agreement a provision guaranteeing that space can be used without such interruptions. He should also explain that if the group is discontinued, the Centre immediately responds to the problems and solves the problem. — Force majeure: While most licensing agreements contain a force majeure clause, these provisions generally only allow for termination without injury if something happens with the centre. As a general rule, they do not address the possibility that the performance of the group`s contract may be affected by a force majeure event. Therefore, the group must ensure that it negotiates this provision in order to allow termination if the group`s ability to execute the contract is compromised. Most centres will agree to make this change, but often the language of the words will vary. If the contract is terminated for these reasons, the provision should provide that the Centre will prepay all payments and advances made by group.
— Deposit and payment plan: Most licensing agreements require a down payment that is due either on or near the signing date. Subsequent deposits can be made up to the date of the event. Often, these deposit plans are negotiable in terms of amounts and timing. Regardless of this, most centers require payment of the full licence fee at least 30 days before the event. This full down payment is generally non-negotiable. Below is a checklist of items that you can check and take into account with any Convention Center licensing agreement: — Authorized space, date and times: It is important to check all parts, dates and times, including moving and exit times. Often there are errors or differences in the space that was discussed during the visit. It is also important to include a statement that the Centre cannot reallocate any of the premises granted without the group`s prior written consent. — Security: centres need groups to be safe. Often, the level of security is determined at the sole discretion of the centre. My recommendation is to build in a statement that the Centre and the Group will agree on the level of human resources or that the Centre, at least, will first discuss these levels with the Group. — Construction and renovation: Centres will often make improvements and expand or modify their space.
It`s great when it happens before the meeting, but if it happens during the meeting, it`s a problem. It is therefore important to reach an agreement requiring the Centre to inform the group whether it will be built just before or during the group`s organization. I recommend inserting a statement that the Centre and the Group will work together to resolve all construction issues at the Centre`s expense. Most importantly, the provision should address the possibility that, if the group still believes that construction will influence its meeting, the group can terminate the contract without any liability. This is often a controversial topic during a negotiation, but it is a topic to negotiate to ensure that the group is familiar with the language.