Event Collaboration AgreementThis Event Collaboration Agreement ("Agreement") is made and entered into by and between:Leandra Besters (hereafter referred to as the "Facilitator"), and[Business / Studio Name] (hereafter referred to as the "Studio"). 1. Agreement Execution * 1.1 Both Parties must sign this Agreement within 3 calendar days of it being sent by the Facilitator. During these 3 days, the date and time will be reserved in the Facilitator’s agenda. After the 3-day period, the Facilitator will open up the agenda, and will not be held responsible for any scheduling conflicts that arise. Yes, I agree. Date of the Event MM DD YYYY Event start and end times Hour Minute Second AM PM 2. Event Confirmations * 2.1 All event confirmations, including event dates, times, and any changes, must be made via email only between the Studio and the Facilitator. Please refrain from using WhatsApp for event confirmations to ensure proper documentation and organization. Yes, I agree. 3. Event Page and Booking Link * 3.1 The Studio is responsible for ensuring the event page is published and accessible no later than 1.5 weeks following the confirmation of the event date and time. 3.2 The Studio must provide the Facilitator with the booking link for the event page via email as soon as it is live. 3.3 Upon receiving the booking link, the Facilitator will add the event details and booking link to their website within 24 hours. 3.4 Failure to Meet Deadlines: If the Studio fails to provide the booking link or publish the event page within the specified timeline, the Facilitator reserves the right to: (a) Cancel the event and charge a cancellation fee of R750, to be paid within 5 days of the cancellation. Yes, I agree. 4. Set-Up and Arrival * 4.1 For first-time events at the Studio, the Facilitator will arrive at least 30 minutes prior to the event start time for setup. 4.2 For events at familiar locations, the Facilitator will arrive at least 20 minutes before the event start time. Yes, I agree. 5. Studio Responsibilities * 5.1 General Responsibilities The Studio shall ensure that a staff member or representative is present to: (a) Check-in participants. (b) Assist with event setup and close-down. (c) Secure the premises, including locking the Studio after the event. If no representative is available, an additional fee will be negotiated to compensate the Facilitator for the extra time and responsibility assumed. The Studio is responsible for ensuring the premises are clean, organized, and in proper condition before the event begins. 5.2 Care and Maintenance The Facilitator agrees to return the Studio to its original condition, leaving the premises in the same state in which they were found. This includes properly storing or tidying any equipment or props utilized during the event. While the Facilitator will exercise reasonable diligence to supervise participants and minimize the risk of damage, the Facilitator shall not be held liable for any damage, loss, or destruction caused to the Studio's premises, equipment, or other property by the participants during the event. The Studio shall be responsible for addressing and rectifying any damages to its property caused by the participants and shall seek compensation from the individual(s) responsible for such damage. Yes, I agree. 6. Percentage or Price Agreement * 6.1 The Studio’s share of the event revenue will be [insert percentage]% or [insert fixed amount] ZAR. The exact amount will be agreed upon before each event. 7. Payment Terms * 7.1 If Participants Pay the Studio (a) The Studio shall provide the Facilitator with a confirmed total revenue amount no later than 1 business day after the event. (b) The Facilitator will issue an invoice to the Studio within 24 hours of receiving this confirmation. (c) The Studio agrees to pay the invoice in full within 7 business days from the invoice date. 7.2 If Participants Pay the Facilitator (a) The Facilitator will confirm the total amount received with the Studio within 24 hours after the event. (b) The Studio shall issue an invoice to the Facilitator within 24 hours of receiving the confirmation. (c) The Facilitator agrees to settle the invoice in full within 7 business days from the invoice date. 7.3 Late Payments (a) Payments not made within the agreed time frame will incur a 5% late fee on the outstanding balance for every 5 business days the payment remains overdue. (b) Example: If the outstanding balance is R1,000, a late fee of R50 will be added for every 5 business days the payment is late. Yes, I agree. 8. Marketing Responsibilities * 8.1 Studio Responsibilities The Studio agrees to: (a) Post at least one Instagram feed post about the event. (b) Share Instagram stories about the event at intervals of every 3 to 4 days leading up to the event date. (c) Distribute at least one email to its mailing list to announce the event. (d) Utilize additional marketing opportunities, including but not limited to flyers, re-posting, posters, or in-studio announcements, to promote the event to Studio clients. (e) Provide the Facilitator with high-quality marketing materials and pictures for event promotion. 8.2 Pre-Approval of Posts (a) All social media posts and promotional materials created by the Studio must be submitted to the Facilitator for pre-approval prior to being shared. (b) If this is a repeat event, no pre-approval is required if the Studio uses the same content as previously approved. 8.3 Facilitator Responsibilities The Facilitator agrees to: (a) Promote the event through her own marketing channels, including but not limited to Instagram, email marketing, and her website. (b) Share any promotional materials created by the Studio (e.g., Instagram reels, posts), provided both the Studio and Facilitator are properly tagged. (c) Ensure that all shared content aligns with her branding and messaging standards. 8.4 Given the Studio's agreed role in marketing, it is expected that a percentage of the participants will be sourced from the Studio’s existing database or client base. 8.5 Non-Compliance The Facilitator will notify the Studio in writing of any failure to meet marketing responsibilities, providing a grace period of 2 days to address and rectify the issue. If the matter is not resolved within the specified period, and as a result, there are few or no sign-ups for the event, the Facilitator reserves the right to: (a) Reduce the revenue percentage allocated to the Studio, or (b) Cancel the event, with a cancellation fee of R750 payable to the Facilitator within 5 business days. Yes, I agree. 9. Participant Cancellation Policy * 9.1 Punctuality and Late Arrivals (a) Participants are expected to arrive no later than 5 minutes before the event start time. (b) The doors will close promptly at the start time, and no one will be permitted entry after that time. (c) Participants who arrive late will not be eligible for a refund or transfer to another event. 9.2 No-Shows (a) If participants fail to attend the event for any reason, including emergencies, they are not eligible for a refund or credit. 9.3 Event Rescheduling or Cancellation by the Facilitator (a) If the Facilitator cancels or reschedules the event, participants will receive a full refund or may transfer their booking to the rescheduled event or another future event of equal value. (b) Notice of cancellations or rescheduling will be provided at least 48 hours before the event, except in emergencies. 9.4 Force Majeure (a) In cases of unforeseen events beyond the Facilitator’s control (e.g., natural disasters, government restrictions), refunds or transfers will be considered on a case-by-case basis. Yes, I agree. 10. Event Cancellation by Facilitator or Studio * 10.1 Facilitator's Cancellation (a) In the event that the Facilitator is unable to attend the scheduled event due to unforeseen circumstances, including illness, emergency, or other valid reasons, the Facilitator will notify the Studio as soon as possible. (b) Any rescheduling by the Facilitator must take place within 2 weeks of the original event date. (c) The Facilitator will make reasonable efforts to reschedule the event or arrange for a suitable replacement. (d) Rescheduling is possible up to 4 weeks prior to the event. After this time, the following cancellation fees will apply: • R500 if the cancellation occurs 4 weeks or more before the event date. • R750 if the cancellation occurs 3 weeks before the event date. • R1000 if the cancellation occurs 1 week before the event date. (e) The Facilitator will not be held liable for any additional costs or damages beyond the refund, rescheduling options, and cancellation fee. 10.2 Studio's Cancellation (a) If the Studio needs to cancel the event, the Studio must provide written notice to the Facilitator as soon as possible. (b) Any rescheduling by the Studio must take place within 2 weeks of the original event date. (c) Rescheduling is possible up to 4 weeks prior to the event. After this time, the following cancellation fees will apply: • R500 if the cancellation occurs 4 weeks or more before the event date. • R750 if the cancellation occurs 3 weeks before the event date. • R1000 if the cancellation occurs 1 week before the event date. (d) If the Studio cancels and fails to reschedule within the 2-week period, the Facilitator reserves the right to retain any deposits or payments made. 10.3 Cancellation Fee and Deposit (a) If a deposit has already been paid, the cancellation fee will be deducted from the deposit amount. If no deposit has been made, the canceling party must pay the applicable cancellation fee in full within 5 business days of the cancellation notice. 10.4 Emergency Protocols - Notification Responsibility (a) The party that receives the participant payments is responsible for notifying participants in the event of emergencies, cancellations, or changes to the event schedule. 10.5 Communication Methods (a) Notifications must be sent via email to ensure timely communication with participants. 10.6 Facilitator's Assistance (a) If the Facilitator is not the party responsible for notifications, they will assist by providing any necessary information or messaging templates to streamline the communication process. Yes, I agree. 11. Intellectual Property * 11.1 Ownership of Content (a) All materials, content, and tools provided by the Facilitator for the event, including but not limited to guided meditations, sound bath sequences, workshop outlines, and promotional materials, are the exclusive intellectual property of the Facilitator. (b) The Studio does not acquire any ownership rights or licenses to use these materials outside the scope of the agreed event(s). 11.2 Restrictions on Use (a) The Studio agrees not to reproduce, distribute, modify, or publicly display the Facilitator’s materials without prior written consent. (b) The Studio is prohibited from using any part of the Facilitator’s intellectual property to create (competing) events, programs, or workshops. 11.3 Photo and Video Material (a) Any photos or video footage taken during the event by the Facilitator are the Facilitator’s intellectual property. (b) These materials may be used by the Facilitator for promotional purposes, such as on social media, websites, or marketing campaigns, provided participants' privacy is respected. (c) Any photos or videos provided by the Facilitator to the Studio are to be used solely for the promotion of events facilitated by the Facilitator. 11.4 Studio-Provided Photo and Video Material (a) Any marketing materials, images, or promotional tools provided by the Studio remain the property of the Studio. (b) The Facilitator is granted a non-exclusive, temporary license to use such materials solely for the promotion of the event(s). 11.5 Breach of Clause (a) In the event of unauthorized use of the Facilitator’s intellectual property by the Studio, the Facilitator reserves the right to seek compensation, including but not limited to: • A financial penalty for damages, determined at the Facilitator’s discretion. • Termination of the agreement without refund of any previously paid amounts. Yes, I agree. 12. Confidentiality * 12.1 Both Parties agree to keep all shared confidential information private, including client details, business processes, and financial data. 12.2 Information will only be used for the purpose of this Agreement and will not be disclosed without prior written consent, except as required by law. Yes, I agree. 13. Dispute Resolution * 13.1 Good-Faith Negotiation In the event of a dispute, claim, or disagreement arising out of or relating to this Agreement, the Parties shall first make all reasonable efforts to resolve the issue through good-faith negotiations. 13.2 The Facilitator shall not be held accountable for any losses, damages, or delays incurred during the resolution process, and her obligations under this Agreement shall be suspended until the dispute is resolved. Yes, I agree. 14. Acknowledgment and Acceptance * 14.1 By submitting this form, you acknowledge that your electronic submission serves as your legally binding signature, confirming your agreement to the terms outlined above. I have read and agree to the terms and conditions outlined in this Event Collaboration Agreement. . * First Name Last Name * Date * MM DD YYYY City * Thank you!