WELCOME HOME FAMILY

INVITATION TERMS & CONDITIONS

Invitation Terms & Conditions

The person submitting this form warrants that he/she has authority to offer this invitation. This invitation is considered firmed and legally binding upon acceptance by Guest Minister. It is also understood that a binder deposit will be required.  

Once you submit an invitation you are under contractual obligation if the Guest Minister accepts, even if the official contracts have not yet been issued. By submitting this form you agree to these terms. An honorarium binder deposit may be required prior to offer processing. Absolutely NO advertising (even by word of mouth) is to take place before an official contract has been signed (by Host and Guest Minister); along with the bank wire receipt of honorarium deposit. Once your invitation has been confirmed with the Guest Minister (verbally, electronically and/ or in writing) both parties agree to adhere to the following terms and conditions:

Ministry Coach (Non-Agency)

GUTK (hereinafter; “Ministry Coach”), acts as a kingdom building counselor between the “Host” and “Guest Minister”. GUTK’s efforts are evangelistic and therefore GUTK does not act as the “Agent”, nor as an employment agency; and is not a party to the resulting “Invitation Agreement”. Therefore, the Ministry Coach does not accept responsibility for non-fulfillment or breach of any subsequent contract between Host and Guest Minister.

The Invitation Process

Once the invitation has been accepted by the Host and Guest Minister, the Ministry Coach issues the Host an official Invitation Agreement for signature. This should be read, signed and returned to the Ministry Coach within 7 days. The Guest Minister will then also be issued the Invitation Agreement; to be read, signed, and returned within 7 days. Upon receipt, both copies shall be filed by the Ministry Coach.

The Invitation Agreement may be modified as long as all parties concerned agree with the new terms. However, alterations should also be notified to the Ministry Coach who will continue to act as ministry counsel in relation the event.

Honorarium

The honorarium deposit and signed Invitation Agreement are due within 7 days of issue; and unless otherwise specified within; the remaining balance should be paid to the Guest Minister on the day of the event; yet prior to event start time. Guest Minister may also require that the remaining honorarium balance be placed in an escrow account until the day of the event.

If honorarium due to the Guest Minister has not been received in the specified time, the Guest Minister may terminate the Invitation Agreement without penalty. Additionally, the Host remains liable for cancellation fees as outlined in “Cancellations”.

If the honorarium deposit has not been received within the allotted time (7 days) this may be perceived as a breach of contract and free the Guest Minister from contractual ties. However, the Host will remain accountable for such Cancellations, as well as remain liable for the honorarium deposit.

If the outstanding honorarium deposit has not been paid within 14 days, the amount may be sought via legal processes or referred to a debt recovery agency by the Guest Minister. Unless previously agreed, the Ministry Coach is not responsible for the collection of outstanding honorarium monies due to the Guest Minister.

Expenses

Host agrees to cover expenses (i.e. accommodations); and agrees to repay the Guest Minister expense receipts and invoices (transportation, hotel, food, etc.) that have been forwarded to the Host by the Guest Minister.  Furthermore, it is also the responsibility of the Host to ensure that the Guest Minister is provided with free parking facilities at the performance venue for all vehicles associated with their act. Should no free parking be available the Host is liable for any parking charges incurred.

Responsibilities (Host)

The Host must ensure that the performance venue is able to provide a safe source of power, a safe performance area, and that they can accommodate the performance of the Guest Minister by possessing appropriate licenses and permits. If non-performance or a below par performance results due to venue restrictions, the Host will remain liable for any due honorarium, offerings, or expense reimbursement. The Host should ensure these requirements are researched prior to the confirmation of any Invitation Agreement and any relevant information disclosed to the Ministry Coach.

Host must also ensure that Guest Ministers “Rider” met and fulfilled. If no Rider is provided by Guest Minister than Host is to ensure that Guest Minister is provided with adequate refreshments throughout their stay at the performance venue. The minimum that must be made available is a free unlimited supply of mineral water and soft drinks and a hot meal or buffet for all members of the Guest Minister and their party (Please Note: many Guest Ministers do not consume red meat, pork, etc.). A hot meal or buffet is negotiable for events of 3 hours duration or less, mineral water and soft drinks should always be provided.

The Host must also ensure that there is an adequate area for the Guest Minister to change attire and store personal belongings. The area should preferably be secure and include chairs for the entire party and a safe source of power. Unless given express permission, Guest Minister equipment and instruments are not available for use by any other person.

The required elements within “Host Responsibilities” must be provided by the Host at their own expense and if not supplied may be considered a breach of contract. Provisions outlined in “Host Responsibilities” are negotiable between the Host and Guest Minister via the Ministry Coach, and modifications should be written into the Invitation Agreement specifically.

Responsibilities (Guest Minister)

The Guest Minister will perform for the Host to their highest standard and in the manner in which they have represented themselves to the Ministry Coach. The Guest Minister will not act in any manner that is deemed damaging to the reputation of themselves, the Ministry Coach, or the Host. It is the responsibility of the Guest Minister to ensure that upon signing the Invitation Agreement that he/ she is under no obligation to another party in a manner that may interfere with fulfilling the said Invitation Agreement.

The honorarium outlined in the Invitation Agreement and provided to the Ministry Coach by the Guest Minister is fully inclusive and not subject to change. In addition, the Guest Minister is not employed by the Ministry Coach and is therefore responsible for their own accounting and legal contributions.

The Guest Minister must contact the Host directly before the event in accordance with the time-frame detailed in the Invitation Agreement. This contact should be used to re-confirm the details in the Invitation Agreement and finalize details such as parking, dress code, refreshments, payment and honorarium matters.

Complaints

In the event of a dispute or complaint from either party, the issue must be put in writing and forwarded to the Ministry Coach within 28 days. The Ministry Coach will then mediate with the intention of reaching a mutually satisfactory outcome between both parties. If the matter cannot be resolved, or an agreement reached, then the Host and  Guest Minister should seek legal advice. The Ministry Coach is not responsible for the Host or Guest Minister and their breaches; but will attempt to settle all disputes fairly, swiftly, and satisfactorily.

Complaints arising from arrangements made between the Host and the Guest Minister but without consultation of the Ministry Coach should be settled between the Host and the Guest Minister exclusively.

Cancellations

Cancellation by either party is not allowed except where “Force Majeure” applies or where the Host and Guest Minister mutually agree to cancel the booking (evidence must be provided in writing by both parties to the Ministry Coach). In either event forfeiture of the booking deposit will result. Both parties agree that in the event of a cancellation the Ministry Coach must be informed immediately.

Where a Guest Minister cancels, the Ministry Coach will inform the Host and begin the process of sourcing a suitable alternative. This work is undertaken at no additional cost to the Host. Although rare, on occasion an alternate Guest Minister may not be available. In this instance the Ministry Coach will refund the honorarium deposit made by the Host. If time allows and the Host agrees on an alternate Guest Minister, the Invitation Agreement shall be re-issued to reflect this. If time does not allow (for example, on the day of the event itself) and the Host is not prepared to accept the substitute Guest Minister they must not allow performance, or the full honorarium must be paid to the Guest Minister.

If the Guest Minister has canceled for reasons not covered in “Force Majeure”, the Host may pursue legal action to recover losses. Additionally, the Guest Minister must also reimburse the Host for cost differences between the fee for their performance and any substitute Guest Minister arranged by the Ministry Coach.

Where the Host has canceled the booking for reasons other than those outlined in “Force Majeure” cancellation fees shall apply and are based on the following:

Cancellation must be made within 48 hours of confirmation to receive a full refund.

If cancellation is made within 48 hours of confirmation no cancellation fee is due unless the event date is within the following 7 days, in which case the full honorarium will be due.

If cancellation is made within 48 hours of confirmation no cancellation fee is due unless the event date is within the following 14 days, in which case 50% of the full honorarium will be due.

If cancellation is made within 48 hours of confirmation no cancellation fee is due unless the event date is within the following 30 - 90 days, in which case 25% of the full honorarium will be due.

If cancellation is made within 48 hours of confirmation no cancellation fee is due unless the event date is within the following 90 (or more) days, in which case 10% of the full honorarium will be due.

If cancellation is not made within 48 hours of confirmation the honorarium deposit will be forfeited. .

Bookings are not confirmed until the honorarium deposit and Invitation Agreement is received. Guest Ministers name shall not be used on publications (flyers), or any other promotional materials until receipt of booking confirmation.

All Host cancellation fees must be paid directly to the Guest Minister or Ministry Coach within 14 days. If cancellation fees are not paid within 14 days the Guest Minister may take legal action. These charges together with all other charges and legal fees will be the responsibility of the defaulting party and will be legally enforceable.

Performance Schedule Changes

When it is not possible to amend the written contract prior to the event (e.g. on the day itself), changes should be agreed verbally between the Guest Minister and the Host.

If a Guest Minister has been asked and agrees to perform earlier or later than the agreed start/ finish time specified in the Invitation Agreement; a satisfactory additional honorarium should be agreed between both parties. The additional honorarium should be given to the Guest Minister on the day of the event.

If the timings of the event are overrunning due to no fault of the Guest Minister, the Guest Minister is under no obligation to finish earlier/ later than the time specified in the Invitation Agreement and is still due the full agreed upon honorarium.

If an Guest Minister has been asked and agrees to perform for longer than the time outlined in the Invitation Agreement (i.e. extend a 45 minute performance to 60 minutes), a satisfactory additional honorarium should be agreed between both parties. The honorarium amount agreed should be paid to the Guest Minister on the day of the event. However, the Guest Minister is under no obligation to extend or shorten their performance should they not wish to.

Methods Of Paying Honorarium

- Honorarium Deposit:

• Bank Wire Transfer
• Online (PayPal)

- Honorarium Balance:

• Cash
• Cashiers Check (No personal checks - a photocopy may be requested by Guest Minister)
• Online (PayPal)
• Please note that Guest Minister may require that the Honorarium Balance is placed into an escrow account.

Force Majeure

No party shall be liable for any failure to perform its obligations where such failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, terrorist activities, death, illness or other incapacity certified by a properly qualified medical practitioner, epidemic, accident, civil commotion, order of Government or Local Authority having jurisdiction in the matter or changes in law.

Any party asserting Force Majeure so as to negate liability shall have the burden of proving it and justifying that they took preventative action wherever possible to counteract the circumstance. If successfully proven then the cancellation fees outlined in “Cancellations” shall be unenforceable.

Miscellaneous Provisions

For a period of 18 months from the date of the event the Host must plan any additional bookings of the Guest Minister through the Ministry Coach.

The Guest Minister agrees to refer all potential bookings, inquiries or prior Hosts; to Ministry Coach. Where this does not occur, and the Guest Minister attempts to exclude the Ministry Coach, they shall be removed from the Ministry Coaches’ roster and remain liable for commission against any successful future bookings.

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