Event Planning Contract Template

Having a contract in place when planning an event ensures all parties have a clear understanding of the work being completed as well as additional aspects of the event planning business.

When drafting your event planning contract, be sure to include:

A list of services being provided:

• The agreement should contain clear expectations as to what services are provided and what those services are.
• Services not specifically defined might be misunderstood, leading to unmet expectations.
• Provided services might include catering, on-site event staff, marketing, and audio/visual equipment, but it’s important to also specify which services are not included.
• List these tasks clearly in the contract so the client fully understands which services you will and will not perform.
• Use broad language in the contract to protect yourself against performing a service outside your comfort zone.
• Detail which vendors you are working with and the services they provide

Payment Schedule:

• Specify all payment details in the event planner contract.
• Outline an estimated budget for the event to give the client a general idea of what to expect.
• Don’t worry about getting too detailed with estimates because you can always renegotiate the budget later.
• State the initial deposit due date in the contract and note that no work will begin until the deposit is received.
• Indicate the date upon which the final payment must be received to deliver services.
• Your payment schedule should best suit your business and cash flow needs, including any added fees and taxes.

Cancellation terms:

• Including a cancellation clause in your contract ensures you get paid if the event host must cancel their plans or backs out.
• Cancellation clauses should state that any fees or deposits paid up until the cancellation are nonrefundable.
• These terms protect your income and decrease the likelihood a client will cancel, especially when someone has a lot of money to lose.
• These clauses should state what constitutes a valid event cancellation and how long the client has to cancel before being charged the full amount.

Termination Clause:

• Also known as a force majeure clause, a termination clause provides a planner with legal protections if the services are canceled for reasons beyond their control.
• Circumstances beyond one’s control include hurricanes, tornadoes, and floods.
• This clause gives the planner the power to cancel all obligations and services under certain extreme conditions.
• The clause must define which circumstances are covered, who has the authority to cancel services, and what happens if those services are canceled.

Indemnification clause:

• This clause protects the event planner from legal action due to client negligence.
• With this clause, a client cannot hold you or your planning firm responsible for damages, injuries, or losses that occur due to their actions.

Cancellation (by you) clause:

• In some cases, the event planner might want to back out midway through the contract.
• This clause should specify scenarios in which you can opt to back out, including unreasonable last-minute requests or lacking staff members.
• State provisions for the client if you back out, such as finding a third-party planner or refunding deposits.

Why are contracts important for an event?

In certain situations, the ramifications can be both detrimental and costly. Having an event planning contract in place ensures that both you and your client have a clear understanding of the work that will be completed and other necessary aspects of conducting business together. When developing your event planning contract, be sure to include these five items.

How do you negotiate an event contract?

Rules of negotiating

Apply business negotiation rules if appropriate. Keep in mind the following areas: preparation of negotiations, the choice of means of negotiation, establishing contact between the parties, the negotiation process beginning, identifying options for agreement, etc.

• Ask for a proposal without giving them your budget numbers:

Knowing your client’s budget up front is essential to qualifying them as a lead income source. However, some prospects will be hesitant to discuss their numbers with you.

• Don’t focus on only one venue but get multiple proposals:

You can apply the same venue to multiple agenda items. Even if you start off with only two budget options (say a high and a low), don’t think of the venue only. Try to find something else that can be included.

• Don’t rely on a strong sales pitch:

You will need a strong foundation for delivering your sales pitch. However, remember that people are not always willing to read or listen to long recitations about your sales intentions and income rates, etc. Simply choose the best information you need to share with them.

• Use the Internet:

Using effectively, e-mail and the web are good communication channels that business executives can use for negotiations. Use Internet sources to fill in the gaps in your negotiation knowledge.

• How to get the best price:

You’re effectively paying for an asset you’ve already purchased. Once your contract is up, then you have a choice to make. If you’re happy with your existing event contract conditions, you can switch to a cheaper deal or a pay-as-you-go tariff as a loyal customer, or you can haggle for a better deal. Either way, you should be able to slash your monthly bill by negotiating with your event vendors.