Example of a
Letter of Agreement
agreement is made this XXX of XXXXX, 200X, between Proairshow, LLC, hereafter
refereed to as Pro airSHOW and the XYZ Airshow Committee, hereafter
referred to as the sponsor.
Proairshow, LLC agrees to provide the sponsor with:
1. Airshow Narration by .
2. Liaison with the FAA Representatives.
3. MC the FAA Participant Briefing (As requested).
4. An Airshow Sound System; consisting of a 2,300 watt public address system with up to 25 speakers, located on 100 foot centers, mounted on ten foot Tri-pod speaker stands, covering up to 2,500 ft of show line. This system is to be self-contained and include three tape cassette decks and a CD player for pre-recorded music, wireless and multiple hard wired microphones, audio mixing deck and redundant AC power generators. The system will use horn type speakers to provide maximum sound coverage without neither being objectionably loud nor blocking anyone's view of the show.
under Blanket Festival Site License(s), as required by ASCAP and BMI for the
performance and/or use of copyrighted music during the event. (Optional) (Not
necessary on Federal installations)
Pricing and Payment Terms: The
cost of the above, provided at the show site, Any Town Airport, Any Town, on
XXXXX, through XXXXXX, 200X is $X,XXX.00 Payable
by a 25% deposit at the time this agreement is signed, with the remaining 75%
due at the Sunday morning briefing or prior to the start of the Sunday airshow.
All booking dates remain open until recite of deposit.
Failure to Perform: If
for any reason, mechanical failure, accident, illness, etc., Proairshow, LLC is
unable to arrive at the show site, the sponsor will receive a full refund of the
deposit. If the sponsor cancels the
show, before we depart for the show site, Proairshow, LLC retains the deposit.
If we arrive at the show site and the show is canceled for any reason,
the full fee and other requirements are due and payable.
If the sound system fails or we are unable to perform during the show,
we, will make reasonable efforts to repair or replace the defective equipment or
substitute other personnel, but, in any situation, out responsibility is
limited to a full refund of the sponsor's deposit.
Billeting: The sponsor agrees to provide suitable
accommodations for our personnel for the period beginning 1 day(s) before the
start of the first show until one day after the last show.
The minimum accommodations shall consist of 1 hotel /motel room(s), with
two double or one king-size bed(s) and private bath.
It is requested that these accommodations be located in close proximity
to the show site, and/or at the same location as the other airshow performers.
The use of VOQ/TLF facilities on military bases is acceptable (subject to
HVAC operational capability).
Acceptability of Billeting: We
reserve the right to inspect and approve the accommodations, and require
relocation if the accommodations, in our sole option, are judged unsatisfactory.
Licenses, Taxes and Fees: The
prices quoted do not include any applicable national, state or local taxes,
licenses and/or fees. The sponsor agrees to provide any and all necessary local,
state, national and/or federal licenses and fees for the conduct of this event.
Insurance: The sponsor hereby certifies that appropriate
insurance coverage will be effect during the event.
The sponsor agrees to provide proof of this insurance if so requested.
Site Accessibility: The
sponsor agrees to ensure that all of our vehicles and personnel have access to
the airshow site and flight line operational areas.
Access will also be required to and from the airfield support areas, the
spectator area, and the narrator's stand/area.
Our vehicles are equipped with VHF communications capability, and the
drivers of these vehicles are familiar with airport ground vehicle operational
requirements. At controlled fields,
we agree to maintain two-way VHF radio communications with the controlling
agency (tower) to prevent runway and/or taxiway incursions.
At fields with 121 Operations, we agree to abide with all regulations and
security precautions required under FAA airport operational plans.
The sponsor agrees to: ensure that the movement of our vehicles has been
coordinated with the appropriate authorities and controlling agencies; that
our personnel are briefed as to no access areas; and that our vehicles are
provided with the credentials, frequencies, site maps, and access codes
necessary to ensure required movement on the airfield/site.
Casual Labor: The
sponsor agrees to supply the sound system set‑up and takedown crew with
two casual labors to assist in deploying and recovering the sound system.
This job will require carrying cables, speakers, etc. (<25 lbs.) up
and down the show line. Young people
(age 15 and up) are acceptable and usually enjoy being part of the show.
Set-up and takedown require approximately one hour in the morning and
one and one-half hours in the afternoon after the show.
The sponsor agrees to provide security personnel for the protection for our
equipment located at the show site for the duration of the equipment's presents
at the site. If over night security
is a problem, the complete sound system will have to be recovered and redeployed
the next morning with the requirement for the above casual labor.
sponsor agrees to provide a controlled access restroom facility (Port-A-Let,
etc.) for all airshow performers within a reasonable distance (as determined by
Professional airSHOW personnel) from the narrator area.
The sponsor will also provide ice and drinking water for all performers
accessible from the performer and narrator area.
Agreement, its terms and conditions, specifications and prices, shall be deemed
confidential and shall not be revealed by either party to any third party not
necessary for the completion of agreed products or services hereunder without
the prior written permission of the other party.
Limits of Responsibility:
Proairshow, LLC's responsibility is limited to providing the narration services for the
event. The responsibility for the
direction, coordination, and safety of all events and activities rest with the
show sponsor, participants and the individual performers.
Our personnel will assist and advise the sponsor relative to show safety
and production presentation, but, in all cases, the final decisions for all
airshow activities will rest solely with the sponsor and/or the sponsor's
representative, event participants and individual performers.
Hold Harmless: The
sponsor hereby releases, indemnifies, and shall hold harmless Hugh E. Oldham
Jr., and any directors, officers, employees and agents from any and all
liability, obligations, losses, penalties, claims, demands, actions, causes of
action, suits, cost and expenses (including attorney's fees) for loss or damages
of what ever kind or nature for personal injury or property damage in case of
accident or injury before, during and after the above event and agree to save
said persons harmless from any claim against them, arising directly or
indirectly through spectators, performers or other airshow participants in
conjunction with the events of the above airshow.
Conflict of Interest:
Proairshow, LLC warrants that it has not given any commissions, payments, gifts,
kickbacks, lavish or extensive entertainment or things of value to any employee
or agent of the Sponsor in connection with this Agreement and acknowledges that
the giving or receiving of any such payments is in violation of DoD policy and
standard business ethics.
agreement signed on ______________________________________.
Hugh E. Oldham, Jr.
for the Sponsor.
1099 Information: Hugh E. Oldham, Jr.
Fed Tax Id # N/A
SSN (available with signed contract)
OEM Services/Professional Airshow Narration & Sound
CAGE # 1UQH3
Hugh or Jane Oldham