Getting a Legal Document Reviewed & Signed (Manual DEF Process)

Manual Process - Download a Document Execution Form (DEF)

Download a DEF

Click on the relevant button below to download the DEF you need:
AU/NZ
ASIA
UK
SXSW SYDNEY

A DEF must be completed for all contracts prior to execution. The form is used by TEG’s authorised signatories to demonstrate the key terms of the document being signed and to verify that all internal approvals have been given to authorise the signing of a document.

The DEF and contract should always have the same name (except for the parenthesis at the end of the DEF). If the document is not a contract, please attempt to follow the naming convention as much as possible. The TEG entity should be included (e.g. TKT = Ticketek).

All contracts must be signed in accordance with TEG Group’s Delegation of Authority. This is usually by the CEO and CFO. However, other arrangements may apply (e.g. Master VHAs can be signed by the relevant Managing Director) or as otherwise advised by #TeamLegal.

UK DEF process and authority levels are set out in this TEG UK entities – DEF & Approvals Guide.

What is the process for Legal to review or draft contracts?

When you require a contract to be drafted or reviewed for any business unit, please provide #TeamLegal with the commercial background and a time frame as soon as possible. #TeamLegal would prefer to be involved as early as possible in contract discussions.

IMPORTANT TO REMEMBER: The Document Owner is responsible for managing the review and execution process.

DEF Process - Australia/NZ

DEF Process - UK

DEF Process (AU/NZ) Flowchart of Steps

Download

Step 1

Document Owner to download template from the Intranet (see bottom of this page). Make ALL changes in mark-up and summarise all instructions in cover email.

OR, if external contract

Document Owner to obtain contract from the counterparty.

Step 2

Document Owner to read and review contract. Ensure entity and contact details are correct, and all commercial terms are as agreed with the counterparty.

Step 3

Document Owner to send contract to Legal and Finance for simultaneous review.

Step 4

Did Legal and/or Finance provide comments or raise issues to be clarified internally or with the counterparty?

IF YES, then:

  • Document Owner to review comments by Legal and/or Finance and provide necessary commentary or otherwise approve.
  • Send contract to Legal for legal to amend contract as required/necessary and to return to Document Owner.
  • Document Owner to send amended contract back to counterparty (this step must only occur once comments from BOTH Legal and Finance have been incorporated).
  • If there are new amendments to be made, Document Owner to re-circulate the contract again to Legal and Finance with the changes that need to be made. 
  • If there are no further amendments to be made, proceed to Step 5.

IF NO, then continue to Step 5 

Step 5
  1. Document Owner to download current version of AU/NZ DEF from Intranet.
  2. Fill in full names and emails of counterparty's signatories, included witnesses (if applicable) and identify any commerical points which should be noted for CEO and CFO.
  3. Document Owner to sign DEF and circulate to Manager, Legal and Finance for signing (when signing, click on the signature panel and insert the official Adobe signature).
  4. Document Owner to send final contract and completed DEF to contracts@teg.com.au for execution by CEO and CFO.
  5. Once signed by CEO and CFO, DocuSign will send the contract to the counterparty for their signature.
  6. DocuSign will send a fully executed copy of the contract to all parties listed on the DEF and automatically save the fully executed contract into NetDocuments.
DEF Process (UK) Flowchart of Steps

Download

Step 1

Document Owner to download template from the Intranet (see bottom of this page). Make ALL changes in mark-up and summarise all instructions in cover email.

OR, if external contract

Document Owner to obtain contract from the counterparty.

Step 2

Document Owner to read and review contract. Ensure entity and contact details are correct, and all commercial terms are as agreed with the counterparty.

Step 3

Does the contract meet a legal review threshold?

IF YES, then:

Document Owner to send contract to MD (TEG Europe) for execution.

IF NO, then:

Document Owner to send the contract to AU Legal and AU Finance simultaneously for their review.

Step 4

Did AU Legal and/or AU Finance provide comments or raise issues to be clarified internally or with the counterparty?

IF YES, then:

  • Document Owner to review comments by AU Legal and/or AU Finance and provide necessary commentary or otherwise approve.
  • Send contract to AU Legal for AU Legal to amend contract as required/necessary and to return to Document Owner.
  • Document Owner to send amended contract back to counterparty (this step must only occur once comments from BOTH AU Legal and AU Finance have been incorporated).
  • If there are new amendments to be made, Document Owner to re-circulate the contract again to AU Legal and AU Finance with the changes that need to be made. 
  • If there are no further amendments to be made, proceed to Step 5.

IF NO, then continue to Step 5 

Step 5
  1. Document Owner to download current version of UK DEF from Intranet.
  2. Fill in full names and emails of counterparty's signatories, included witnesses (if applicable) and identify any commercial points which should be noted for CEO and CFO.
  3. Document Owner to sign DEF and circulate to Manager, AU Legal and AU Finance for signing (when signing, click on the signature panel and insert the official Adobe signature).
  4. Document Owner to send final contract and completed DEF to contracts@teg.com.au for execution by CEO and CFO.
  5. Once signed by CEO and CFO, DocuSign will send the contract to the counterparty for their signature.
  6. DocuSign will send a fully executed copy of the contract to all parties listed on the DEF and automatically save the fully executed contract into NetDocuments.

For contracts generated by external parties:

For contracts generated by TEG:

  • Document Owner to review contract to ensure entity and contact details are correct, and commercial and operational terms are as agreed.
  • Document Owner to identify any commercial points which may need to be resolved prior to signing, and send to their manager for review.
  • Document Owner to send contract to Finance and #TeamLegal to review simultaneously.
  • Issues to be resolved to the extent possible. Document Owner to list any issues which should be raised with CFO and CEO on the DEF, and then circulate the DEF to all parties.
  • Once Finance and #TeamLegal have reviewed and are satisfied with the contract, Finance and Legal will sign the DEF.
  • Document Owner to send DEF and contract to contracts@teg.com.au for execution by CFO and CEO.
  • Once signed by CFO and CEO, DocuSign will send the contract to the counterparty for their signature.
  • DocuSign will then send a fully executed copy of the contract to all parties listed on the DEF for their records, and will automatically save a copy of the fully executed contract into NetDocuments.
  • If there is a template:
    1. Document Owner to prepare a first draft, remembering to follow all directions in the template.
    2. Document Owner to send first draft to #TeamLegal in mark-up for review.
  • If there is no template:
    1. Document Owner to provide brief to #TeamLegal of requirements for the contract
    2. #TeamLegal will provide a draft contract for internal review (Document Owner, Commercial Manager and Finance).
  • Document Owner to provide to counterparty for their review.
  • Once the contract is in agreement form, Document Owner to prepare a DEF, and then send to contracts@teg.com.au to arrange execution by CFO and CEO.
  • Once signed by CFO and CEO, DocuSign will send the contract to the counterparty for their signature.
  • DocuSign will then send a fully executed copy of the contract to all parties listed on the DEF for their records, and will automatically save a copy of the fully executed contract into NetDocuments.

How much time does #TeamLegal require to review or draft contracts?

In general, #TeamLegal aims to provide a first review of a contract within 1 week of receipt. However, if a contract needs to be drafted from scratch, or if multiple rounds of negotiation with a counterparty are required, this time frame may be longer.

Please ensure you plan ahead to avoid the need for an urgent turnaround.  When instructing #TeamLegal, please provide a realistic timeframe by which the contract needs to be returned. 

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