Support Agreement for New Zealand National Philatelic Exhibitions

Dated November 2010

Parties
  1. New Zealand Philatelic Federation Inc (Federation)
  2. New Zealand Stamp Dealers’ Association Inc (NZSDA)
1.
Agreement intent
  1. The Federation and the NZSDA recognise their common interest in the support and promotion of philately in New Zealand.
  2. An important part of that support and promotion is the holding of national philatelic exhibitions
  3. Federation encourages and grants patronage to such exhibitions being organised by its members
  4. The NZSDA agrees to support national philatelic exhibitions granted patronage by the Federation on the terms and conditions set out in this agreement.
2.
Definitions and interpretation
exhibition organising committee means a committee formed by the Federation member responsible for the national philatelic exhibition.
exhibition contract means the contract signed between NZSDA and the exhibition organising committee based on the standard exhibition contract described in the Annex to this agreement.
national philatelic exhibition or exhibition means a national philatelic exhibition granted patronage by Federation
NZSDA representative means the person appointed by NZSDA to represent them in their dealings with the exhibition organising committee; will receive notice of each exhibition organising committee meeting, may attend these meetings and receive minutes arising.
3.
Support
3.1 NZSDA will support national philatelic exhibitions granted patronage by Federation. The extent of that support will be made based on the type of exhibition and the agreement of the organising committee to sign a standard exhibition contract (see Annex) with NZSDA and meet the terms of that contract.
3.2 NZSDA will provide support by taking up philatelic trade stands and paying a fee based on the area allocated and the number and size of stands it will contain as negotiated with the exhibition organising committee.
3.3 The exhibition contract is to be signed by the NZSDA and the exhibition organising committee. Federation will ensure signing of the exhibition contract is made a condition of the Federation’s patronage for that exhibition.
3.4 Variations and modifications to the standard exhibition contract will be discussed and agreed between NZSDA and Federation. Any agreed variations or modifications must be in writing and signed by NZSDA and Federation. To avoid doubt any such agreed variations or modifications will not apply to any exhibition contract already in place as at the date of the agreement unless agreed separately between NZSDA and the exhibition organising committee.
3.5 Clause 3.4 of this agreement does not limit any variations or modifications to the standard exhibition contract that may be agreed between NZSDA and the exhibition organising committee for a specific national exhibition and which are solely to accommodate the nature and location of the exhibition.
3.6 The fee agreed between the NZSDA and the exhibition organising committee for an NZSDA supported national exhibition shall be paid to the exhibition organising committee in such amounts and such times as detailed in the exhibition contract.
4.
Process
4.1 Federation will notify the NZSDA as soon as an exhibition has been granted patronage. This notification shall include a description of the nature of the exhibition, its location and contact details of the organising committee.
4.2 Following receipt of the information described in clause 4.1 NZSDA will, as soon as practicable, appoint an NZSDA representative to liaise with the exhibition organising committee and advise both the exhibition organising committee and Federation of their name and contact details. All communication between the exhibition organising committee and the NZSDA will be through the NZSDA representative.
4.3 The NZSDA representative shall maintain close contact with the exhibition organising committee, provide appropriate professional advice and facilitate an effective working relationship between the NZSDA and the exhibition organising committee.
4.4 Federation will ensure that a condition of the Federation’s grant of patronage for that exhibition is the requirement that the exhibition organising committee will invite the active participation of the NZSDA representative.
5.
Term
5.1 The initial term of this agreement is five years. It may be renewed by agreement between the Federation and NZSDA.
6.
Termination
6.1 Either party may terminate this agreement at any time by giving 6 (six) months notice to the other party. In all circumstances, if NZSDA has agreed to support a specific exhibition, that commitment will be honoured.
6.2 Federation may terminate this agreement with immediate effect if:
6.2.1 NZSDA breaches this agreement and does not rectify the situation within any time frame reasonably specified by Federation in writing;
6.2.2 NZSDA is declared bankrupt, goes into liquidation or is dissolved; or
6.2.3 Federation becomes aware of any circumstances in relation to NZSDA that might, in the reasonable opinion of Federation, damage the reputation of Federation.
6.3 NZSDA may terminate this agreement with immediate effect if:
6.3.1 Federation breaches this agreement and does not rectify the situation within any time frame reasonably specified by NZSDA in writing;
6.3.2 Federation is declared bankrupt, goes into liquidation or is dissolved; or
6.3.3 NZSDA becomes aware of any circumstances in relation to Federation that might, in the reasonable opinion of NZSDA, damage the reputation of NZSDA.
Signed for and on behalf of the New Zealand Stamp Dealers’ Association Inc.

President William Carson (signed)
Secretary Earle Howe (signed)

Signed for and behalf of the New Zealand Philatelic Federation Inc

President Len Jury (signed)
Secretary Bob Gibson (signed)

Date: 27 November 2010


 

Exhibition Contract for a New Zealand National Philatelic Exhibition

Dated ………………………………….

Parties
  1. The exhibition organizing committee responsible for a national philatelic exhibition that has been granted patronage by the New Zealand Philatelic Federation Inc – refer Schedule A.
  2. New Zealand Stamp Dealers’ Association Inc (NZSDA)
1.
Definitions and interpretation
exhibition organising committee means a committee formed by the Federation member responsible for the national philatelic exhibition.exhibition contract means the contract signed between NZSDA and the exhibition organising committee based on the standard exhibition contract described in the Annex to this agreement.

national philatelic exhibition or exhibition means a philatelic exhibition granted patronage by Federation

NZSDA representative means the person appointed by NZSDA to represent them in their dealings with the exhibition organising committee; will receive notice of each exhibition organising committee meeting, may attend these meetings and receive minutes arising.

2.
NZSDA’s obligations
NZSDA agrees that it will:
2.1 Manage all philatelic trade stands (excepting those occupied by NZ Post, other postal administrations and those allocated to members of Federation and the exhibition organising committee promotional stands) including the allocation of such stands.
2.2 Provide security cabinets, if required by stand holders.
2.3 Provide stand names, table covers, perspex sheeting for displays and desk lights.
2.4 Mail promotional material for the exhibition to persons on its mailing list.
2.5 Provide a list of stand holder names and stand numbers to the organising committee for inclusion in the exhibition catalogue by an agreed date.
2.6 Nominate a representative of NZSDA who shall maintain close contact with the exhibition organising committee and provide appropriate professional advice and facilitate an effective working relationship between the NZSDA and the exhibition organising committee.
2.7 Guarantee payment of the sum specified in Schedule B to the exhibition organising committee in respect of NZSDA’s support of the exhibition in installments and no later than the dates specified in Schedule B.
2.8 Pay such other costs, agreed by separate negotiation, for additional supplies or services provided by the organising committee.
2.9 Ensure that no exhibition specific product is generated by a member of NZSDA without prior approval being obtained from the exhibition organizing committee. If approval is given, funds generated from the sale of these products must include an agreed contribution to the New Zealand National Philatelic Trust.
3.
The exhibition organising committee’s obligations
The exhibition organising committee agrees that it will:
3.1 Acknowledge the support Agreement for a national philatelic exhibition between the New Zealand Philatelic Federation and the NZSDA and further acknowledge that the NZSDA has first call on all philatelic trade stands (excluding New Zealand Post Ltd, other postal administrations and those allocated to members of Federation and the exhibition organising committee promotional stands) and that no extra philatelic trade stand will be made available without the express agreement of the NZSDA.
3.2 Invite the active participation of the NZSDA representative in their activities as soon as practicable and throughout the period leading up to, during and immediately after the exhibition on matters concerning the NZSDA.
3.3 As soon as possible advise the NZSDA representative of the proposed location, area and layout of philatelic trade stands.
3.4 Provide the agreed number of stands with partitions, tables, chairs and electricity for lighting to a mutually agreed standard and layout.
3.5 Arrange for placement and positioning of tables, security cabinets and all other furniture and equipment within the venue to each stand and their collection at the end of the exhibition. The NZSDA will arrange delivery to and pickup from the venue for the equipment being supplied by the NZSDA.
3.6 Acknowledge the NZSDA support for the exhibition in the catalogue or other printed matter close to or alongside any similar acknowledgment.
3.7 Ensure the exhibition catalogue lists the stand holder names and stand numbers providing this information is supplied by the NZSDA by the agreed date.
3.8 Subject to separate negotiation and at an agreed cost provide such other agreed additional supplies of services.
3.9 In the event the exhibition does not proceed for whatever reason, refund monies paid by the NZSDA other than payments already made for supplies or services that have been provided to NZSDA.

Schedule A – Execution

Signed for and behalf of New Zealand Stamp Dealers’ Association Incorporated

Signature ………………………………………………………………………
Print name ………………………………………………………………………
Print title …………………………………………………………………………

Signed for and behalf of: …………………………………………………………………………….
[Enter the name of the organisation responsible for the national philatelic exhibition]

Signature 1 ………………………………………………………………………..
Print name ………………………………………………………………………
Print title …………………………………………………………………………

Signature 2 ………………………………………………………………………..
Print name ………………………………………………………………………
Print title …………………………………………………………………………

Contact addresses

NZSDA

Delivery address: ……………………………………………………………………….
Postal address: …………………………………………………………………………
Fax: …………………… Phone: ……..………………Email: ……………………………..…………….

NZSDA representative

Postal address: …………………………………………………………………………
Fax: …………………… Phone: ……..………………Email: ……………………………..……………..

Organisation responsible for the exhibition

Legal name: …………………………………………………………………………..
Delivery address: ……………………………………………………………………….
Postal address: …………………………………………………………………………
Fax: …………………… Phone: ……..………………Email: ……………………………..……………..


Schedule B Guaranteed payments

 1 Goods and services tax (GST) It is agreed that the organization responsible for organising the exhibition IS / IS NOT (delete the statement that is not applicable) is not registered for goods and services tax.
 2 Sum payable NZSDA guarantees payment of the sum of $ ………………………………… (inclusive of GST)
[insert total sum guaranteed]
 3 Installment payments NZSDA agrees to pay the full sum payable in instalments and by the dates shown in the table below.
Installment Sum payable (incl GST) Due date
1.          __________ __________
2.          __________ __________
3.          __________ __________