Event planning agreement Template
An event planning contract is an agreement between a client and a planner that is legally binding. Pricing, the scope of the design work, the deadline for deliverables (such as wireframes or final design elements), payment terms, intellectual property rights, and other legal aspects are all included
Event Planning contract
When planning an event, it is important to have a written agreement in place between the event planner and the host. This document will outline the expectations and responsibilities of both parties involved in order to avoid any misunderstandings or conflict further down the road.
The following is a basic template for an event planning agreement:
- Responsibilities of the Event Planner:
- To plan, organize, and execute the event according to the agreed-upon plan
- To secure all necessary permits and licenses
- To hire and manage all contractors and vendors
- To oversee all aspects of the event on the day of the event
- Responsibilities of the Host:
- To provide a venue for the event
- To provide access to vendors for decorations/props, catering, etc.
- To provide security during the event
- To provide access to power sources for any equipment that needs electricity
- Payment terms: The payment terms are outlined below with both parties signing acknowledging that they have read and understand each of them before the agreement is finalized.
- Cancellation policy: Both parties agree that cancellation will incur a non refundable fee as follows:
a) In the event of a cancellation more than 30 days before the agreed upon date, no charge will be incurred by either party b) In the case of a cancellation between 21 and 30 days from the agreed upon date, 20% of total fees will be charged c) In the case of a cancellation between 14 and 20 days from the agreed upon date, 50% of total fees will be charged d) In the event of a cancellation less than 14 days from the agreed upon date, 100% of total fees will be charged
Liability: The Event Planner agrees to take full responsibility for any damages that may occur as a result of their actions or negligence. The Host agrees to hold the Event Planner harmless from any such damages.
Dispute Resolution: In the event that either party has a dispute regarding this agreement, they agree to mediate with an impartial third party before taking any legal action.
How to Make an Event Planning contract?
Taking on new clients without signing a contract is one of the most common blunders made by freelance planners.
The trouble is that none of these justifications help when a problem with scope, payment, or another aspect arises.
The truth is that with the correct strategy and contract, you can easily protect yourself from a wide range of issues.
Issues With Available event planning Contracts
The majority of them are filled with legal language that no one understands. The majority of people can't or won't read them entirely. How are these contracts expected to be customized and used?
When you're working, the last thing you want to do is waste time putting together your own legal documentation.
That's why, when we made our own template, we set out to achieve the following objectives:
It must address the most common issues (scope, payment, ownership, and more).
It has to be the most straightforward design contract to read, comprehend, and personalis.
It should be available for no cost.
For most people who manage a small business, it's not a viable alternative.
As a result, we've produced two easy (and free) website sample contracts for you to download.
How can you accumulate your agreement?
Once you have the correct beginning point, creating a solid contract is simple. Here's how you get started with your own design contract in the simplest way possible:
We offer a free contract template that you can use.
Because this isn't something that changes frequently, add your own information to the contract.
Read through the contract and make any required changes.
Make sure you consult a contract attorney for legal advice.
To save turnaround time, have your contracts signed online.
When creating your own contract, keep in mind that it's vital to define the scope of your project. This means you should specify the quantity of web pages, if you'll be working with a developer or assisting with website hosting, and which source files you'll provide.
Template Preview
Event planning agreement
You are entering into a event planning agreement on_________________.(enter due date) along with and between_________________.(enter client's name) situated at_________________.(enter location) and the_________________.( planner's name) situated at_________________.(enter location).
The planner agrees to provide planning, organizing, and execution of the event according to the agreed-upon plan. They will also be responsible for securing all necessary permits and licenses.
The host agrees to provide a venue, access to necessary vendors for decorations/props, catering, etc., as well as security during the event. They will also be responsible for providing power sources for any equipment that needs electricity.
Payment terms are as follows with both parties signing acknowledging that they have read and understand each of them before the agreement is finalized:
A) Initial deposit of $_________________.due upon signing this agreement
B) Balance of payment in the amount of $.due.(enter date).
- Cancellation policy is as follows with both parties signing acknowledging that they have read and understand the cancellation policy before the agreement is finalized:
A) In the event of a cancellation more than _________________. days prior to the agreed upon due date, no charge will be incurred by either party.
B) In the case of a cancellation between _________________. and _________________. days from the agreed-upon due date, 20% of total fees will be charged.
C) In the case of a cancellation between .and.days from the agreed-upon due date, 50% of total fees will be charged.
D) In the event of a cancellation less than _________________. days from the agreed-upon due date, 100% of total fees will be charged.
Liability: The Event Planner agrees to take full responsibility for any damages that may occur as a result of their actions or negligence. The Host agrees to hold the Event Planner harmless from any such damages.
Dispute Resolution:
A) If either party has a dispute regarding this agreement, they agree to mediate with an impartial third party before taking any legal action against the other
B) Each signatory represents they are at least 18 years old, competent, and authorized to enter into this contract on behalf of themselves and their organization or business.
C) All information in this document is true and complete by both parties .
D) The Event Planner and the Host agree that this agreement is binding and that it will be performed in full.
E) All payments made in accordance with this agreement will be considered final and non-refundable.
F) This contract can be modified by mutual consent of both parties, but only if they are signed at the end of the document.
G) If any part or parts of this contract are found to be legally invalid, all other parts shall remain effective.
H) If there is anything left over concerning their disagreement after mediation, then both signatories agree to resolve it through legal channels.
I) This event planning agreement template supersedes all previous agreements between (client's name) and (planner's name).
Signature of
the Host_________________. Date_________________.
Signature of
Event Planner_________________. Date_________________.
Accepted by both signatories. All information in this document is true and complete by both parties . The Event Planner and the Host agree that this agreement is binding and that it will be performed in full. All payments made in accordance with this agreement will be considered final and non-refundable. This contract can be modified by mutual consent of both parties, but only if they are signed at the end of the document. If any part or parts of this contract are found to be legally invalid, all other parts shall remain effective. If there is anything left over concerning their disagreement after mediation, then both signatories agree to resolve it through legal channels.
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