EVENT PLANNING CONTRACT ======================= Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use This Event Planning Contract ("Agreement") is made on [EFFECTIVE DATE] between: Planner: [YOUR NAME / BUSINESS NAME], of [YOUR ADDRESS], email [YOUR EMAIL], phone [YOUR PHONE] (the "Planner") Client: [CLIENT NAME OR COMPANY], of [CLIENT ADDRESS], email [CLIENT EMAIL], phone [CLIENT PHONE] (the "Client") ------------------------------------------------------------ 1. The event ------------ Item | Detail ------------------------------------------------------ | -------------------------------------------------------------- Event type | [CONFERENCE / GALA / LAUNCH / PRIVATE PARTY / WEDDING / OTHER] Event date | [EVENT DATE] Venue | [VENUE NAME AND ADDRESS, OR "TO BE SELECTED BY [DATE]"] Estimated guest count | [NUMBER] Estimated total event budget (excluding Planner's fee) | [CURRENCY] [AMOUNT] Client's decision-maker | [NAME, ROLE] 2. Services ----------- 2.1 Service level. The Planner will provide [FULL PLANNING / PARTIAL PLANNING / DAY-OF COORDINATION], which includes: - [ ] Budget planning and tracking against the estimated budget - [ ] Venue search and site visits (up to [NUMBER] venues) - [ ] Vendor recommendations, quotes and booking support (up to [NUMBER] vendor categories) - [ ] Design concept, theme and decor plan - [ ] Guest management support (invitations, RSVPs, seating plan) - [ ] Event-day timeline and run-of-show - [ ] Planning meetings (up to [NUMBER] meetings of [DURATION] each) - [ ] Final vendor confirmations in the [NUMBER] days before the event - [ ] On-site coordination on the event day (see clause 6) 2.2 Not included. Unless added by written change order: vendor costs, venue hire, travel outside [AREA], accommodation for the Planner's team, rehearsal or extra-day coordination, and [OTHER EXCLUSIONS]. 3. Fees and payment ------------------- 3.1 Planning fee. [CHOOSE ONE] - Flat fee of [CURRENCY] [AMOUNT]; or - [PERCENTAGE]% of the final total event budget, with a minimum fee of [CURRENCY] [AMOUNT]; or - [CURRENCY] [HOURLY RATE] per hour, estimated at [NUMBER] hours, not to exceed [NUMBER] hours without written approval. 3.2 Payment schedule. Payment | Due | Amount --------------------------------------- | -------------------------------------- | ------------------- Retainer (non-refundable, see clause 7) | On signing | [CURRENCY] [AMOUNT] Mid-point payment | [DATE OR "[NUMBER] DAYS BEFORE EVENT"] | [CURRENCY] [AMOUNT] Final balance | [NUMBER] days before the event date | [CURRENCY] [AMOUNT] 3.3 The Planner is not obliged to place venue or vendor holds until the retainer has cleared. 3.4 Invoices are payable within [NUMBER] days. Overdue amounts carry interest at [LATE PAYMENT RATE] or the maximum allowed by law, if lower. If the final balance is unpaid by its due date, the Planner may withhold event-day services. 3.5 Fees exclude [VAT / GST / SALES TAX], which is added where applicable. 4. Vendors ---------- 4.1 Contracting. [CHOOSE ONE] The Client signs and pays all vendor contracts directly, and the Planner coordinates the vendors on the Client's behalf. / Where the Planner contracts a vendor in its own name, the Client pays the vendor cost to the Planner before the Planner commits, and the vendor's cancellation and change terms apply to the Client. 4.2 Selection, not guarantee. The Planner recommends vendors with reasonable care but does not guarantee any vendor's performance, and is not liable for a vendor's acts, omissions, delays or failure to perform. 4.3 Commissions and referral fees. The Planner [DOES NOT ACCEPT / ACCEPTS AND DISCLOSES BELOW / PASSES TO THE CLIENT] commissions or referral fees from vendors. Disclosed arrangements: [LIST OR "NONE"]. 4.4 Vendor meals. The Client will arrange meals for vendors and the Planner's team working more than [NUMBER] hours on the event day. 5. Client decisions and deadlines --------------------------------- 5.1 The Client will make decisions and provide information by the dates in the planning timeline, and nominates [NAME] as the person authorized to approve choices. 5.2 Guest-count lock date. The final guest count is due by [DATE OR "[NUMBER] DAYS BEFORE EVENT"]. After that date the count may be increased only at the vendors' late-change rates and may not be reduced for billing purposes. 5.3 Final timeline sign-off. The Client approves the event-day timeline by [DATE]. Changes after sign-off are made on a best-efforts basis and may incur vendor charges. 5.4 Planning meetings beyond those in clause 2.1 are charged at [CURRENCY] [HOURLY RATE] per hour. 6. Event-day terms ------------------ 6.1 The Planner provides [NUMBER] staff on site for up to [NUMBER] hours, from [START TIME] to [END TIME], including setup and breakdown supervision. 6.2 Overtime. Time beyond the agreed hours is charged at [CURRENCY] [OVERTIME RATE] per staff member per hour or part hour, invoiced after the event and payable within [NUMBER] days. 6.3 The Planner's team will receive a meal and a [NUMBER]-minute break where the event day exceeds [NUMBER] hours. 6.4 Weather and backup plans. For outdoor events, the Client decides whether to activate the backup plan by [TIME / NUMBER HOURS BEFORE EVENT]. The Planner coordinates the backup plan; the Client pays any additional costs. 7. Cancellation and postponement -------------------------------- 7.1 Cancellation by the Client. The Client may cancel by written notice. The Client owes: Notice given before event date | Amount owed (of total planning fee) ------------------------------ | ----------------------------------- More than [90] days | Retainer only [30]–[90] days | [50]% Fewer than [30] days | [100]% Plus any vendor costs the Planner has committed under clause 4.1. 7.2 Postponement. The Client may move the event date once, if the request is made more than [NUMBER] days before the original date and the Planner is available on the new date. Payments made carry over. Further changes carry a rebooking fee of [CURRENCY] [AMOUNT]. If the Planner is unavailable on the new date, clause 7.1 applies. 7.3 Cancellation by the Planner. If the Planner cannot perform because of illness or emergency, the Planner will make reasonable efforts to provide a qualified replacement approved by the Client. If none is accepted, the Planner refunds all fees paid for services not yet performed. This is the Client's sole remedy. 7.4 Force majeure. If the event cannot go ahead because of events beyond either party's control (severe weather, natural disaster, government restriction, venue closure), the parties will first try to reschedule within [NUMBER] months. If rescheduling is not possible, the Planner keeps fees for work already performed and refunds the remainder. 8. Liability, insurance and conduct ----------------------------------- 8.1 The Planner's total liability under this Agreement is limited to the planning fees paid. The Planner is not liable for indirect or consequential loss. 8.2 The Client is responsible for damage to the venue or rented items caused by the Client or its guests, and for guest conduct. 8.3 Alcohol. Alcohol is served only by licensed vendors or the venue. The Planner does not serve alcohol and is not responsible for guest consumption. 8.4 The Planner holds [GENERAL LIABILITY / EVENT LIABILITY] insurance of [COVERAGE AMOUNT]. The Client will obtain [EVENT INSURANCE / NONE] where the venue requires it. 8.5 The Planner may end on-site services without refund if the team is subjected to harassment or unsafe conditions. 9. Photography and portfolio ---------------------------- 9.1 The Planner may photograph the setup and decor, and use those images (and images supplied by the Client's photographer, with credit) in its portfolio and marketing. [DELETE IF THE CLIENT REQUIRES PRIVACY, OR ADD: "No images showing guests' faces will be published without consent."] 10. General ----------- 10.1 This Agreement, together with the accepted proposal and any signed change orders, is the entire agreement. 10.2 Changes must be in writing and accepted by both parties. 10.3 This Agreement is governed by the laws of [GOVERNING LAW], with disputes heard in [JURISDICTION / VENUE]. 10.4 If any clause is unenforceable, the rest remains in force. ------------------------------------------------------------ Signatures ---------- Planner | Client ------------------------------- | ------------------------------- Signature: ____________________ | Signature: ____________________ Name: [YOUR NAME] | Name: [CLIENT NAME] Date: [DATE] | Date: [DATE] ------------------------------------------------------------ How to use this template 1. Choose one service level and one fee model in clauses 2.1 and 3.1 and delete the alternatives. 2. Fill in the guest-count lock date and cancellation tiers with numbers that match your vendors' own terms. 3. Decide on the vendor model in clause 4.1 before you contact any vendor. 4. Attach your accepted proposal and send the retainer invoice with the contract. 5. Have a professional review your completed version once for your jurisdiction. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.