Event Planning Contract Template
We’ve worked with legal professionals and proofreaders to create a simple event planning contract (PDF and Word) to help save you time and hassle in your events business.
Free Downloadable Event Planning Contract Template
We’ve worked with legal professionals and proofreaders to create a simple event planning contract (PDF and Word) to help save you time and hassle in your events business.
What’s in this template?
- • Event planner responsibilities
- • Payment terms
- • Cancellation policy
Click below to download our free event planning contract template
What is an event planning contract?
Event planning, also known as event management, is the process of creating and coordinating the execution events. Events in this context can be small, large, private, or public.
Event planning is offered to clients as a professional service by an event planner, also known as an event coordinator.
An event planning contract is a formal agreement between the event planner and the client to set conditions for which event management services are performed.
Whether the project is large or small, the structure of the event planning contract is the same.
DISCLAIMER: We are not lawyers or a law firm and we do not provide legal, business or tax advice. We recommend you consult a lawyer or other appropriate professional before using any templates or agreements from this website.
Grab a copy of our Event Planning Contract (Free Samples)
We developed a simple, editable, and professional contract template, so you don’t have to get lost in compliance, and instead, spend more time creating magical events.
Click below to access our free event planning contract template
When to use an event coordinator contract
An event planning contract is a critical document in your business as it turns a prospect into a paying client. So you must understand when the best moment is to introduce your contract while maintaining a healthy relationship with prospects.
To understand when you should use your event management contract, let’s quickly breakdown a standard client intake process:
- 1. Respond to inquiry
- 2. Book a consultation
- 3. Client consultation
- 4. Send proposal
- 5. Follow up
- 6. Send receipt
- 7. Project commences
Let’s highlight step 4: send a proposal. After consulting with a prospective client about their event, it’s best practice to send them a proposal that highlights all of the ways in which you can help create the best possible event.
However, a proposal on its own is not enough to secure a new client. That’s why it’s always a good idea to include a copy of your event planning contract with your proposal.
Your potential client is already excited to hear about your proposal, so you can balance the feeling of endless possibilities of this event project, with concrete terms and conditions to show that you mean business.
You can also use the contract as a reference document to follow up on clients who are still deciding whether they should move forward with your services. All you have to do is ask, “I’m just touching base to see if you had any specific questions about my contract?”
It’s at this point the client may want to seek clarity or express some concerns. Any dialogue from the client is gold, as it allows you to get on the same page and increase your chances of securing the job.
Best practices of an event planning agreement
Even though we’ve created a simple event planning contract template (Word document), we’ve identified three best practices to get the most out of your agreement.
1. Set boundaries for your services
Getting super clear about your services offerings before putting pen to paper in your contract is an absolute MUST.
One of the most painful experiences you can have as an events coordinator is where a client keeps asking for you to do more than what was initially agreed on. This can quickly build tension and resentment in the relationship.
So to mitigate this risk, map out exactly what you’ll be offering and then add that to your contract for your client to review and sign. It just means that if your client wants to venture outside the scope of the project, you can refer back to your agreement to remind your client that they’re going out of scope.
Setting expectations of an events project with a client also means you have to learn to scope out projects accurately upfront. The key here is to get to know your client and all of the nitty-gritty details before proceeding.
Ask clarifying questions and communicate barriers early and often. At least then, you give yourself a chance of reducing scope creep.
2. Payment terms
Depending on the size of an events job, you may change your approach to your payment terms. For example, you may ask for a deposit, all upfront, or a payment schedule.
Think about how you want to structure your payment terms based on the needs of your business while also remaining competitive in the events marketplace.
For instance, you may require upfront payment for jobs under $5,000 and a 20% deposit on jobs over $5,000.
You also want to tie your payment terms into your cancellation policy, which brings us to the next point.
3. Managing cancellations
So much of the success of your events business hinges on how you manage cancellations. Events are typically planned months in advance, and clients will change their mind for whatever reason.
The math is simple. The more cancellations you have, the more business you lose. Not only do you lose client fees, but you waste time contacting your vendors to take your event off their books.
Your goal should be to reduce your cancellation rate as much as possible. You can also use your contract as protection against cancellations.
For instance, you may state that clients can cancel the contract at any time; however, if they cancel within a specific period, they’re not entitled to a refund. Having clients sign off on this clause will make them think twice about canceling your event, thus reducing cancellations in your business.
Grab a copy of our free Event
Planning Contract
We developed a simple, editable, and professional contract template, so you don’t have to get lost in compliance, and instead, spend more time creating magical events.
Click below to access our free event planning contract template
Frequently Asked Questions
FAQ about our Event Planning Contract Template
While you’re always hopeful that nothing will go wrong in an event planning project, it still happens to the best of us. Client disputes can quickly escalate into expensive lawsuits.
A contract protects you against those nasty situations and gives you a formal document for all parties to be accountable to.
A contract protects you against those nasty situations and gives you a formal document for all parties to be accountable to.
Yes, you can, and we want you to! Every event job is different, so that’s why our events contract template is in Word format so you can make changes as you see fit.
Just be mindful that if you make any drastic changes, it might be worth getting a lawyer to look over it.
Just be mindful that if you make any drastic changes, it might be worth getting a lawyer to look over it.
document preview
Event Planning Contract
Event Planning Contract
Parties
– This event planning contract (hereinafter referred to as the “Contract”) is entered into on ______________ (the “Effective Date”), by and between __________________________, with an address of ______________ (hereinafter referred to as the “Client”) and ______________ with an address of ______________ (hereinafter referred to as the “Planner”) (collectively referred to as the “Parties”).
Event Background
– The event will take place on ______________, on which date(s) the Client plans to hold the event described below: ____________________________________________________________________________________________________________________________________________________________________________________
Planner Duties
– The Client hereby engages the Planner to perform the following duties relevant to the event: ____________________________________________________________________________________________________________________________________________________________________________________
– The Planner is required to obtain written consent from the Client prior to entering into any contractual agreements or issuing deposits or invoices.
Payments
– The Client hereby agrees to pay the Planner for an amount of ______________ for the services performed.
– The Planner will provide an invoice at the time of the payment.
Cancellation Policy
– The Client is entitled to cancel this Contract at any given time.
– The Client is entitled to a full refund in the event that he/she cancels ______________ days before the beginning of the event.
– In case the Client cancels less than ______________ days before the beginning of the event, he/she will not be entitled to a refund.
– The Planner is entitled to cancel this Contract at any given time.
– In the event of cancellation by the Planner, he/she is required to provide a replacement planner that the Client agrees to. In this case, the Planner will be required to refund any money previously provided by the Client as a budget for the event or other.
Alternative Dispute Resolution
– Any dispute or difference whatsoever arising out of, or in connection with, this Contract shall be submitted to arbitration/mediation/negotiation (circle one) in accordance with, and subject to the laws of ______________.
Legal Fees
– In the event of a dispute that results in legal action, the successful party will be entitled to the legal fees, such as attorney’s fees or other.
Severability
– In the event that any provision of this Contract is found to be void and unenforceable by a court of competent jurisdiction, then the remaining provisions will remain in force in accordance with the Parties’ intention.
Entire Agreement
– This Contract contains the entire agreement and understanding among the Parties to it with respect to its subject matter, and supersedes all prior agreements, understandings, inducements and conditions, express or implied, oral or written, of any nature whatsoever with respect to its subject matter. The express terms of the Contract control and supersede any course of performance and/or usage of the trade inconsistent with any of its terms.
Governing Law
– This Contract shall be governed by and construed in accordance with the laws of ______________.
Signature And Date
– The Parties hereby agree to the terms and conditions set forth in this Contract and such is demonstrated by their signatures below:
Client
Name: ______________________
Signature: ___________________
Date: _______________________
Planner
Name: ______________________
Signature: ___________________
Date: _______________________
Related Proposals and Templates
Free Event Planning Contract Templates for Event Planners
We developed a simple, editable, and professional contract template, so you don’t have to get lost in compliance, and instead, spend more time creating magical events.
Click below to access our free event planning contract template
