Event planning contract template
An event planning contract separates the planner’s own services from the vendors’ — caterer, venue, florist — which the client usually pays directly. It sets the planner’s fee, what is included on the day, and what happens if the event is moved or canceled.
This template is a general starting point, not legal advice. Laws differ between countries and states, so have it checked before signing anything important.
Fill in the details
Anything you leave empty becomes a blank line in the document, to fill in by hand or during signing.
Opens the signature request with this document and a signature box for each party already placed.
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Event Planning Contract
This Event Planning Contract is made on __________ between __________ (the "Planner") and __________ (the "Client") for the __________ (the "Event").
1. Services
The Planner will provide: __________.
2. Vendors and Budget
The budget for vendors is __________. The Planner recommends vendors and manages them, but vendor contracts are between the Client and each vendor, and the Client pays vendors directly unless agreed otherwise in writing. The Planner will not commit the Client to any vendor cost without the Client’s written approval and will disclose any commission it receives from a vendor.
3. Fee and Payment
The Planner’s fee is __________. Deposit and payments: __________.
4. Cancellation or Postponement
If the Client cancels: __________. Vendor cancellation terms are set by each vendor’s contract. A postponed Event is rescheduled subject to the Planner’s availability.
5. Responsibilities
The Planner will act with reasonable care and skill but is not responsible for a vendor’s failure to perform, or for guests’ conduct. The Client is responsible for decisions on alcohol service, guest safety requirements and any permits the Event needs, with the Planner’s help in identifying them.
6. Events Beyond Control
Neither party is responsible for failure caused by events outside its reasonable control. In that case the parties will agree a new date or a fair settlement for work already done.
Planner
__________
Client
__________
Keep the planner and the vendors separate
Most event disputes are about money that went to vendors. Say clearly who signs and pays each vendor.
- Approve every vendor contract in writing before it is signed.
- Ask the planner to disclose vendor commissions or discounts.
- Put the day-of hours in writing — setup and teardown are often the longest part.
Frequently asked questions
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