Free Sample Event Planning Contract Templates

To help you grow your business, we've created a fairly simple yet reliable event planning contract template in Word and PDF versions so you can use it over and over.

What's in this model?

• Services

• Payment

• Cancellation/termination

What is an event planning contract?

Event Contract means two parties involved (i.e., the Event Organizer and the Customer) in a contract for the supply of a venue, accommodation, amenities, transportation, entertainment, catering or other goods or services in exchange for compensation.

What is Event Planning?

Event planning is the process of preparing for an event, and especially for those that are performed in public or private venues. It can be compared to a wedding planning service where there are multiple parties involved in providing various services.

What are the types of event planning contracts?

There are several types of event contracts that are provided by event planners.

Event space contract

Event Venue Agreement is an agreement between the owner/tenant of an event planning venue, the event planner and the event organizer to provide the services required by the client. The owner/tenant of a venue will grant the location of the venue to the event organizer. In return, the event planner takes care of the preparation and the on-site service of the events, while the event organizer takes care of the invitation of the participants, etc. The contract guarantees that the venues will be available for event planning on a specific date and time.

Event catering contract

Event Catering Contract is an agreement between the local caterer and the event planner. The local caterer provides the services required for the organization of the event. In return, the event planner promotes the event and takes care of the management of the room. The contract guarantees that the services required at a given rate will be provided at an agreed price.

Event management contract

Event management contract is an agreement between the event planner and his client. Under the agreement, the event planner arranges all the legwork for the event in exchange for the service fee, which is usually calculated as a percentage of the budget as well as based on a percentage of sales.

Event Promotion Contract

Event Promotion Contract is an agreement between the event planner and its client. Under the agreement, the event planner agrees to promote the event in exchange for a set fee.

How do I make an event planning contract?

A venue contract is a legal document that binds the agreement between an event venue owner and a customer.

A venue contract is a crucial part of planning an event. An event cannot and should not take place in a chosen event without it. So if you own an event venue, make sure you get an event venue contract before letting customers use your property.

Here are the steps to establish an event venue contract:

Step 1: Specify the names of both parties

Your name as the room owner and the client's name should be clear in the contract. You are both contracting parties. And so you should manifest it in the document. With your names on the contract, there will be clarity on who is responsible if any significant updates or issues arise regarding the agreement.

Step 2: Specify start date/time and end date/time

It is important to specify how long the customer will use your site. So ask him. And then specify the start and end date/time for the customer to use the location. How long guests use the venue will be a factor in determining the total rental payment.

Step 3: View payment breakdown and due date

Give the customer detailed payment information. Show him how he accumulated up to a specific amount. You can present it in the form of an estimate. In doing so, the customer will not object to the total payment. The distribution of payments will allow the customer to understand why he has to pay a certain amount. And also, do not forget to impose a due date for payment.

Step 4: Establish penalties for late payment and damages

As the site owner, you need to protect yourself if ever the customer becomes a liability. What we mean by this is when a customer fails to pay on time and causes significant damage to your property. For this, you must establish penalties. These sanctions could be penalty payments or the replacement of damaged goods. For serious and serious violations, filing a complaint against the customer is a valid consequence.

Important Terms

What should be included in an event organization contract?

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

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

• A list of services provided :

• The agreement should contain clear expectations about the services provided and the nature of those services.

• Services that are not specifically defined can be misunderstood, leading to unmet expectations.

• Services provided may include catering, on-site event staff, marketing and audiovisual equipment, but it is important to also specify which services are not included.

• Clearly list these tasks in the contract so that the client fully understands what services you will and will not perform.

• Use broad language in the contract to protect against performing a service outside of your comfort zone.

• Detail the vendors you work 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 overly detailed estimates, as you can always renegotiate the budget later.

• Indicate the due date of the initial deposit in the contract and note that no work will begin until the deposit is received.

• Indicate the date by which final payment must be received for the provision of services.

• Your payment schedule should best suit your business and cash flow needs, including additional fees and taxes.

• Terms of cancelation :

• Including a cancellation clause in your contract ensures you get paid if the event host has to cancel their plans or pull out.

• Cancellation clauses must state that any fees or deposits paid up to the time of cancellation are non-refundable.

• These terms protect your earnings and decrease the likelihood of a customer canceling, especially when someone has a lot of money to lose.

• These clauses should state what constitutes a valid event cancellation and how long the customer must cancel before being charged the full amount.

• Termination clause:

• Also known as a force majeure clause, a termination clause provides the planner with legal protections if services are canceled for reasons beyond their control.

• Circumstances beyond its 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 should define what circumstances are covered, who has the authority to cancel services and what happens if those services are cancelled.

• Indemnification clause:

• This clause protects the event planner against legal action due to the client's negligence.

• With this clause, a client cannot hold you or your planning company liable for any damages, injuries or losses that occur as a result of their actions.

• Cancellation clause (by you):

• In some cases, the event planner may want to withdraw halfway through the contract.

• This clause should specify the scenarios in which you may choose to opt out, including unreasonable last minute requests or lack of staff.

• Outline 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 some situations, the ramifications can be both detrimental and costly. Having an event planning contract in place ensures that you and your client have a clear understanding of the work that will be performed and other aspects necessary to conduct business together. When crafting your event planning contract, be sure to include these five elements.

How to negotiate an event contract?

Trading Rules

Apply commercial negotiation rules where applicable. Keep in mind the following areas: preparing for negotiations, choosing the means of negotiation, making contact between the parties, starting the negotiation process, identifying options for agreement, etc.

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

Knowing your client's budget in advance is key to qualifying them as their primary source of income. However, some prospects will be hesitant to discuss their numbers with you.

• Do not focus on a single place but get several proposals:

You can apply the same location to multiple agenda items. Even if you start with only two budget options (say a top and a bottom), don't just think about location. Try to find something else that can be included.

• Don't rely on a good sales pitch:

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

• Use the Internet:

Using it effectively, email and the web are good communication channels that business leaders can use for negotiations. Use internet sources to fill in the gaps in your trading knowledge.

• How to get the best price:

You are effectively paying for an asset that you have already purchased. Once your contract is over, you have a choice to make. If you're happy with the terms of your existing event contract, you can downgrade to a lower price or pay-per-use rate as a loyal customer, or you can haggle for a better deal. Either way, you should be able to lower your monthly bill by negotiating with your event suppliers.