Circuit Rider Books

Your Source for Fine Christian Reading in the Mainline Protestant Tradition

Event Planner

Sample Event Agreement

NOTE: The text of this agreement will be altered to reflect the specific agreements made between Circuit Rider Books and your event before agreement is signed by both parties. Please contact our Event Coordinator or Executive Director to negotiate the specifics of your event's agreement. All items are open to negotiation.

This agreement between Circuit Rider Books and (name of conference or group) constitutes the full and binding agreement between us for the event listed below.

Circuit Rider Books will:

• provide suitable stock of all books on the submitted 'required' and 'suggested' event book request lists that are in print and available 6 weeks before the event. Suitable stock shall be based on the number of registered attendees 4 weeks before the event.
• provide transportation of stock to and from [insert location of event]
• set-up display at time scheduled [or, specify time if known]
• tear-down of the display, within 4 hours of closing
• provide one [or specify number] trained volunteer staff person, all non-table equipment & supplies
• offer assistance with designing layout of tables, if provided with accurately scaled floor plan of site
• provide table coverings for all tables used
• help with design of Circuit Rider Books' listing in pre-event publicity, conference booklets, etc.
• cover all expenses of bookstore and Circuit RIder Books volunteer staff enroute to and from the event
• arrange for and cover all expenses for all state, county, city, and local licenses
• collect and remit in a timely manner all state and local taxes required to be collected at event
• any special provisions unique to event

[Sponsors of Event] will:

• provide a listing of Circuit Rider Books' presence at the event in pre-event publicity.
• provide to Circuit Rider Books copies of all pre-event mailings PLUS a complete event packet as given to all attendees. Copies of any special information provided to event leadership may be helpful to Circuit Rider Books also, since the bookstore often becomes an undesignated but de facto information center.
• provide a listing of all books 'required' or 'suggested' for event workshops, classes, etc., PLUS a bibliography of books written by any keynote speakers and class leaders, PLUS a listing of all books to be publicly reviewed during the event. These lists shall reach Circuit Rider Books no later than 6 weeks before the event begins [Specify date]
• provide a count of all persons registered PLUS a count of the enrollees in each class/workshop, both to be received by Circuit Rider Books no later than 30 days before the event begins [specify date]
• arrange for suitable space containing [specify # and size] tables at [location of event]. This should be near a high-traffic area, near snack/meal sites, near registration, or in a designated vendor's area.
• arrange for access to display space for set-up for a period of [specify # ] hours prior to the opening of registration. This may be in the morning for an event opening in the afternoon/evening, or the day/evening before the opening of a morning event.
• arrange for access to display space for tear-down for a period of 4 hours after the closing of the event, or after the closing of display/sales activity for the event. This may be on the day/evening of closing or on the day after.
• provide [specify number] of volunteers to unload/load van plus [specify number] of volunteers to setup/tear down display plus [specify number] of volunteers to act as sales clerks during the event.
• provide housing and meals for one Circuit Rider Books volunteer staff during the event. This will be with participants at the event site [or] in nearby motels [or] in host homes [specify which].
• any special provisions unique to event

Additional agreements:
[sponsor of event] agrees to give consideration to financial remuneration to Circuit Rider Books in the situation that sales of 'required/suggested' books is so low that the event becomes a liability for Circuit Rider Books, in an amount not to exceed the actual cost of return shipping and restock fees for unsold items from event's required/suggested list. This provision also applies if books listed as 'required' prior to the event are not actually required reading during the event.

Amendments:
This agreement may be amended in writing until 30 days before the conference begins. Changes after that date may require negotiations regarding financial responsibility of either or both parties for costs already incurred under this agreement. All amendments must be agreed to by both parties.

Authorized Signatures:
The undersigned affirm that they have duly constituted authority to sign binding agreements for their respective entities, and that each entity shall be bound by the above agreements. This agreement shall be in force from the time of signing until 60 days after the end of the event, unless agreed upon negotiations have begun prior to the expiration of this agreement, in which case both parties agree to be bound by this agreement until the natural end of said negotiations.

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Sample event agreement | Event Information form (download) | Book Request form (download)