Use this simple event planner contract template to create a legally binding agreement that outlines the specifics of the event to be planned, key responsibilities, payment terms, the cancellation policy, and more.
This event planning contract (hereinafter referred to as the "Contract") is entered into on (mm/dd/yy) (the “Effective Date”), by and between [Client.FirstName] [Client.LastName] , with an address of [Client.StreetAddress] , [Client.City] , [Client.State] [Client.PostalCode] , (hereinafter referred to as the “Client”) and [Planner.FirstName] [Planner.LastName] , with an address of [Planner.StreetAddress] , [Planner.City] , [Planner.State] [Planner.PostalCode] , (hereinafter referred to as the “Planner”) (collectively referred to as the “Parties”).
The event will take place from (start time) to (end time) on (dd/mm/yy), on which date(s) the Client plans to hold the event (the "Event") as described below:
(Insert detailed description about the event)
The Client agrees to engage the Planner to perform the following tasks relevant to the event:
(Insert details regarding the tasks that the planner is responsible for in regards to the event above.)
The Planner agrees to obtain the Client's written consent prior to entering into any contractual agreements or issuing any non-refundable deposits or invoices.
The devil is in the details! Make sure both parties are on the same page when it comes to the planner’s responsibilities, and be specific in listing them. Having a clear description of the duties involved will help minimize misunderstandings and disputes.
The Parties agree to the following terms of Payment:
The Client will pay the Planner a total amount of $(dollar amount) for the services performed with $(dollar amount) to be paid upon execution of this Contract and the balance due of $(dollar amount) to be paid on the day of the Event once the services have been fully completed.
The Planner will deliver an invoice at the time of Payment.
Use our free Event Marketing Proposal Template to present your marketing strategies, target audience analysis, and promotional timeline to secure clients who recognize the value of your marketing prowess.
You can structure payments however you want, but it’s common to ask for a certain percentage of the total fee upfront, with the balance due upon completion of the event. An installment plan with periodical payments at set points could be another option.
Both Parties agree that this Contract may be canceled at any time by either Party.
The Client is entitled to cancel this Contract at any time. The Client is entitled to a full refund if they cancel up to (number) days before the Event date. If the Client cancels less than (number) days prior to the Event date, the Client will be entitled to a (number) percent (XX%) refund. If the Client cancels less than (number) days prior to the Event date, the Client will not be entitled to a refund.
The Planner is entitled to cancel this Contract at any time. In the event of cancellation by the Planner, they are required to provide a replacement planner, subject to the Client's approval, which shall be obtained in writing. In this case, the Planner will be required to refund any money previously provided by the Client, with the exception of any non-refundable deposits agreed to by the Client, as a budget for the event or other.
You should include a cancellation policy in your contracts, but you can decide what sort of arrangement is reasonable regarding refunds since this is fairly discretionary.
This Contract will terminate automatically upon completion of the services required herein. If a natural calamity such as a flood, fire, earthquake, or another sort of unforeseeable event shall cause you to cancel your event, the Planner shall only require payment from the Client for (describe payment requirements e.g. no payment, deposit, time spent planning, material expenses, etc.).
The Client agrees to allow the Planner to take and use photographs from the Event for marketing and promotional purposes with the express consent of anyone photographed and the Client's approval.