Free Recruitment Fair Participation Agreement HR Template
Recruitment Fair Participation Agreement
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Parties Involved
This Recruitment Fair Participation Agreement ("Agreement") is entered into on October 26, 2050, by and between [Your Company Name] (“Employer”) with registered office at [Your Company Address] and [Second Party Name] (“Fair Organizer”) with registered address at [Second Party Address]
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Event Details
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Name of the Recruitment Fair: |
Norton Career Expo 2050 |
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Date: |
November 10, 2050 |
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Time: |
9:00 AM to 4:00 PM |
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Location: |
Manhattan Convention Center, Manhattan, NY |
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Booth or Space Assignment
3.1 Booth Assignment: The Fair Organizer shall assign a booth to the Employer for the duration of the fair. The booth number and location within the venue will be communicated to the Employer no later than October 31, 2050. The booth assignment is subject to change at the discretion of the Fair Organizer.
3.2 Booth Specifications: The assigned booth will have the following specifications:
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Dimensions: 10 feet by 10 feet
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Table(s): 1
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Chairs: 2
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Electrical Outlets: 2
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Internet Access: Wi-Fi provided
3.3 Booth Setup: The Employer agrees to set up their booth according to the guidelines provided by the Fair Organizer. Booth setup shall be completed by November 9, 2050, prior to the commencement of the fair.
3.4 Booth Decorations and Signage: The Employer is responsible for providing and maintaining booth decorations and signage that adhere to the fair's guidelines and do not obstruct neighboring booths.
3.5 Booth Staffing: The Employer shall assign representatives to staff the booth throughout the fair's duration. All booth representatives must wear proper identification badges provided by the Fair Organizer.
3.6 Booth Liability: The Employer shall be responsible for any damage to the booth or equipment provided by the Fair Organizer. The Employer shall indemnify and hold harmless the Fair Organizer for any losses or damages incurred as a result of the Employer's actions or negligence.
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Registration and Fees
4.1 Registration Process: The Employer shall complete the registration process for participation in the Norton Career Expo 2050 by submitting the required registration forms and documents to the Fair Organizer no later than October 31, 2050. The registration forms shall include detailed company information, a list of attending representatives (if not provided separately), and any specific booth requirements or preferences.
4.2 Participation Fees: In consideration for participation in the fair, the Employer agrees to pay the participation fee of $500. Payment shall be made by check payable to "ProHire Recruitment Inc.," and the payment deadline is November 5, 2050. Failure to submit payment by the specified deadline may result in the forfeiture of the booth assignment. The invoice for the participation fee shall be sent to the billing address provided by the Employer during the registration process.
4.3 Cancellation Policy: The Employer acknowledges that cancellations must be made in writing to the Fair Organizer no later than November 1, 2050, to be eligible for a refund of the participation fee. Cancellations made after the specified deadline shall not be eligible for a refund, and the full participation fee shall be retained by the Fair Organizer. The Fair Organizer reserves the right to deduct any applicable processing fees from the refunded amount.
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Services and Amenities
5.1 Services Provided: The Fair Organizer shall provide the following services and amenities to the Employer:
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Booth space: The Employer will be allocated one 10x10-foot booth in a high-traffic area of the fair venue. The booth will be equipped with one table and two chairs for the convenience of the Employer's representatives.
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Access to electrical outlets and Wi-Fi: The Employer will have access to electrical outlets and Wi-Fi within the fair venue to support any electronic devices or presentations during the fair.
5.2 Additional Requests: The Employer may request additional services or amenities from the Fair Organizer, subject to availability and any associated fees. Such requests must be made in writing and confirmed by the Fair Organizer. Any additional services requested, beyond the standard provisions mentioned above, will be subject to a separate agreement and billing.
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Representatives
6.1 Company Representatives: The following representatives of the Employer shall attend the Norton Career Expo 2050:
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Grace Dawson, HR Manager: Responsible for overseeing the Employer's booth and engaging with potential candidates.
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John Smith, Senior Recruiter: Responsible for conducting on-site interviews and providing detailed information about the company's employment opportunities.
6.2 Responsibilities: The designated representatives shall be responsible for representing the Employer, engaging with potential candidates, and providing information about the company and job opportunities. Additionally, they will be responsible for ensuring that the booth is staffed and operational throughout the fair's duration, from setup to teardown.
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Promotional Materials
7.1 Materials and Giveaways: The Employer plans to distribute promotional materials and giveaways at the fair, including but not limited to brochures, business cards, company-branded merchandise (e.g., pens, notepads), and informational pamphlets about the company's job openings. The Fair Organizer encourages the distribution of such materials as part of the Employer's engagement with fair attendees.
7.2 Restrictions: The Employer shall ensure that all promotional materials and giveaways adhere to the fair's guidelines and do not contain offensive, discriminatory, or inappropriate content. The Fair Organizer reserves the right to request the removal of any materials deemed inappropriate. Additionally, the Employer shall be responsible for managing and disposing of any waste generated by its promotional materials.
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Code of Conduct
8.1 Expected Behavior: All representatives of the Employer shall conduct themselves professionally and respectfully throughout the duration of the fair. Expected behaviors include being courteous to fair attendees and other exhibitors, refraining from disruptive activities, and maintaining a clean and organized booth area.
8.2 Consequences for Non-Compliance: The Fair Organizer reserves the right to take appropriate action, including but not limited to warning, booth closure, or expulsion from the fair, in the event of non-compliance with the code of conduct. No refund shall be provided in the event of expulsion due to non-compliance.
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Liability and Insurance
9.1 Liability: Both the Employer and the Fair Organizer shall exercise reasonable care to prevent accidents, damage, or loss during the fair. However, neither party shall be held liable for injuries, accidents, theft, damage, or loss incurred by attendees, exhibitors, or their representatives. Each party shall be responsible for any damage or loss caused by its own negligence or intentional acts.
9.2 Insurance Requirements: The Employer is advised to maintain appropriate insurance coverage to protect against any potential liabilities arising from its participation in the fair. This may include general liability insurance and property insurance for any equipment or materials brought to the fair. The Fair Organizer may request proof of insurance coverage upon request.
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Data Privacy
10.1 Participant Data: During the course of the fair, the Fair Organizer may collect participant data, such as resumes and contact information, from attendees who visit the Employer's booth. The Employer agrees to handle participant data in compliance with applicable data privacy regulations, including but not limited to the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
10.2 Data Collection and Use: The Employer may collect participant data solely for the purpose of recruiting and evaluating potential candidates. The data shall be used exclusively for recruitment-related activities and will not be shared with third parties without the consent of the individuals involved.
10.3 Data Retention: Participant data collected during the fair shall be retained for a period not exceeding 12 months after the conclusion of the fair. After this period, all participant data shall be securely deleted or disposed of in compliance with data privacy regulations.
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Termination and Cancellation
11.1 Termination by the Employer: The Employer may terminate this agreement by providing written notice to the Fair Organizer no later than October 15, 2050. In such cases, the participation fee shall be refunded to the Employer, minus a $50 processing fee, if the notice is received before the cancellation deadline specified in Section 4.3.
11.2 Termination by the Fair Organizer: The Fair Organizer reserves the right to terminate this agreement with the Employer at any time, with or without cause, by providing written notice. In the event of termination by the Fair Organizer, the participation fee shall be refunded to the Employer in full, and the Fair Organizer shall have no further obligations or liabilities to the Employer.
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Indemnification
12.1 Indemnification by the Employer: The Employer agrees to indemnify, defend, and hold harmless the Fair Organizer, its officers, employees, and agents from and against any and all claims, losses, damages, liabilities, costs, and expenses (including reasonable attorney's fees) arising from or related to the Employer's participation in the fair, including but not limited to claims of injury, property damage, or violation of any applicable laws or regulations.
12.2 Notice of Claims: In the event that any claim, suit, or action is brought against the Fair Organizer as a result of the Employer's participation in the fair, the Employer shall promptly notify the Fair Organizer in writing and shall cooperate fully in the defense of such claim.
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Governing Law
13.1 Jurisdiction: This Agreement shall be governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of laws principles. Any legal action or proceeding arising out of or relating to this Agreement shall be brought exclusively in the state or federal courts located within the State of New York, and the parties hereby consent to the personal jurisdiction of such courts.
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Signatures
IN WITNESS WHEREOF, the parties hereto have executed this Recruitment Fair Participation Agreement as of the date first below written.
[Your Company Name]
Authorized Signature: ____________
[Your Name]
October 26, 2050
ProHire Recruitment Inc.
Authorized Signature: ____________
Sarah Johnson
Fair Organizer
October 26, 2050
