Event Planning Contract

This section clearly defines what services will be provided by the event planner. In other words, this section lays out the expectations of what the event planner will and will not be handling as part of the service contract.

An event planner’s services may include:

• Venue selection and booking
• Guest list and RSVP management
• Event or theme conceptualization
• Budget tracking/management
• Vendor coordination
• Day-of management

It’s important to approach this section with attention to detail, as any misunderstandings about the planner’s role may cause ambiguities that later turn to real legal disputes.

The event planning contract includes several important sections involving payment:

1. The agreed-upon service fee (i.e. hourly, flat, commission, etc.)
2. Any required deposit from the client
3. Payment schedule, or when the planner must be paid
4. Accepted methods of payment (e.g. direct deposit, cash, etc.)
5. How expenses incurred by the planner will be handled
6. Late payment terms

Establishing clear terms around payment before executing the contract is crucial to a healthy dynamic between the event planner and the client.

This section outlines the terms for cancellation — in case the client decides to cancel the event or the event planner’s services.

The cancellation policy establishes the following terms:

• Minimum required notice for client to cancel services for refund or return of deposit
• Refund tiers (e.g. full refund if cancelled before 90 days prior to event, partial refund thereafter)
• Terms for rescheduling and additional fees if any

Most events typically involve the hiring of multiple vendors — for catering, sound equipment rental, photo booth, photographers, and more. This section outlines who is in charge of hiring and managing these vendors: the event planner or the client.

It is recommended to outline this section in detail about who will enter into vendor contracts and who will be in charge of communicating and coordinating with them.

This section outlines what the event planner is not responsible for. Common limitations of liability include failure from third party vendors, weather conditions, illness, or other external factors of extraordinary circumstances (also known as “force majeure“).^[1]

Another way of limiting liability is ensuring that the event planner has liability insurance. While general liability insurance mostly covers bodily injury and property damage for unforeseen accidents, professional liability insurance protects the event planner from claims of negligence.