SayPro Vendor and Partner Agreements: Contracts or formal agreements with any third-party vendors or partners involved in the event, whether virtual or physical from SayPro Monthly February SCMR-17 SayPro Quarterly Event Management by SayPro Online Marketplace Office under SayPro Marketing Royalty
Objective
The purpose of the SayPro Vendor and Partner Agreements process is to establish clear, professional, and legally compliant arrangements with any third-party vendors, service providers, or strategic partners contributing to the success of SayPro events—whether held virtually or physically (e.g., in Neftalopolis or other operational zones).
This process ensures that all event-related collaborations are properly scoped, resourced, and executed within agreed terms, responsibilities, and standards.
What Is a Vendor or Partner Agreement?
A Vendor or Partner Agreement is a formal contract that outlines the roles, responsibilities, deliverables, payment terms, and legal expectations of any third party engaged in the planning or execution of SayPro events.
These parties may include:
- Virtual platform providers (e.g., Zoom, Teams, Hopin)
- Catering or venue partners (for physical events)
- Marketing and creative agencies
- AV and technical support teams
- Training and facilitation consultants
- Event staffing firms
- Sponsorship or co-branding partners
Core Components of SayPro Vendor and Partner Agreements
1. Agreement Overview
| Section | Details |
|---|---|
| Contract Title | “SayPro Event Services Agreement – [Vendor/Partner Name]” |
| Agreement Type | Fixed-term / Project-based / Retainer |
| Event Reference | SayPro Monthly February SCMR-17 |
| Authorized Signatories | SayPro Marketplace Office (on behalf of Marketing Royalty) + Vendor Rep |
| Execution Date | e.g., 2 February 2025 |
2. Scope of Work (SOW)
Detailed description of services or deliverables required, such as:
- Virtual platform setup and technical moderation
- Graphic design for presentations and promo assets
- Catering services for in-person seminars
- Video production for event content
- Provision of branded merchandise
- Advertising placement and analytics tracking
Each scope section should include:
- Description of tasks
- Service delivery timeline
- Dependencies (e.g., SayPro approvals)
Example:
“Vendor will design, edit, and deliver a 3-minute promotional video highlighting SayPro’s seller onboarding process no later than 7 February 2025.”
3. Deliverables and Milestones
| Milestone | Due Date | Responsible Party |
|---|---|---|
| Venue booking and confirmation | 5 February 2025 | Partner Events Agency |
| Final graphic design files | 7 February 2025 | Creative Agency |
| Live stream rehearsal | 10 February 2025 | AV Vendor |
| Merchandise delivery | 11 February 2025 | Branding Partner |
| Post-event recap video | 20 February 2025 | Media Production Firm |
4. Compensation and Payment Terms
Outline financial details:
- Agreed total cost (fixed or variable)
- Payment schedule (e.g., 50% upfront, 50% post-delivery)
- Invoicing process and deadlines
- Tax responsibilities (e.g., VAT inclusion)
- Currency of payment (e.g., ZAR)
Example:
“SayPro shall pay ZAR 15,000 in two installments. The first (ZAR 7,500) upon contract execution and the second (ZAR 7,500) upon satisfactory delivery of all video content.”
5. Legal and Compliance Clauses
- Confidentiality: Vendor agrees to protect sensitive SayPro data.
- Non-disclosure (NDA): If applicable for strategic or technical content.
- Intellectual Property (IP): SayPro retains rights to event materials produced under contract.
- Insurance: Required for vendors involved in physical events (e.g., liability, equipment).
- Data Protection: Vendors must comply with POPIA (in South Africa) or GDPR (for EU interactions).
- Termination Clause: Specifies conditions under which either party can terminate the contract.
- Force Majeure: Protection from uncontrollable events like natural disasters.
6. Performance Standards and KPIs
Define minimum expectations or metrics for vendor evaluation, such as:
- Uptime and performance for virtual platforms
- Delivery punctuality
- Quality ratings from attendees or SayPro staff
- Branding compliance (e.g., use of SayPro visual identity)
Example KPI:
“Vendor shall maintain 99.9% uptime for virtual platform usage during the live event window.”
7. Communication and Reporting Protocols
Set up structured interaction between SayPro and vendor teams.
| Touchpoint | Frequency | Participants |
|---|---|---|
| Kickoff Meeting | Upon contract signing | SayPro Coordinator + Vendor PM |
| Progress Check-ins | Weekly | Event Office + Vendor Lead |
| Final Delivery Review | 2 days before event | SayPro Review Committee |
| Post-event Feedback | Within 1 week | SayPro Stakeholders + Vendor |
8. Signatures and Agreement Execution
Both parties must sign the agreement formally. This section includes:
- Full legal names of signatories
- Company names and designations
- Digital or physical signature options
- Witness signature fields (if applicable)
Supporting Documents and Appendices (Optional)
- Statement of Work (detailed)
- Project plan/timeline
- Sample work or references
- Branding guidelines (for creative partners)
- Platform user documentation (for tech vendors)
- Venue layout and logistics maps (for physical events)
Outcomes of Strong Vendor and Partner Agreements
- Clarity in expectations, deliverables, and timelines
- Reduced legal and operational risk
- Professionalism in managing SayPro’s brand and events
- Efficient vendor performance tracking and dispute resolution
- Strengthened relationships with reliable, value-aligned partners