As an event planner, it is more important than ever to have a comprehensive event planner contract template that clearly outlines the event services and expectations. A well-drafted event planner contract will provide protection for both parties involved. This will keep everything organized and ensure that event services are delivered as agreed upon.
If you are an event planner and are wondering what exactly an event planner contract template should look like, what are the benefits of having an event planner contract, and what are the essential elements they should include, keep reading to learn more.
What Is an Event Planner Contract Template?
Event planning, or event management, is the process of planning and organizing event activities such as business meetings, conferences, fairs, and festivals. Just like any other business transaction, event planners need to make sure there is a contract in place before starting any event.
An event planner contract template provides the framework for how event services will be provided and what obligations both parties agree to during the event planning process. This can be anything from event marketing, event logistics, event budgets, and more.
What’s Included in an Event Planner Contract Template?
A well-written event planner should include all necessary details and conditions that will guarantee event service delivery as agreed upon. To give you more clarity about event planner contracts, here is a list of what should be included:
The first section of your contract should outline the services that you offer. This includes everything from location scouting to menu design to day-of coordination. Make sure you’re thorough, but don’t overload this section with too many details — save those for later.
Be sure to note anything that might not be apparent at first glance, such as travel fees if you’re working with a venue outside of your usual area or whether you have additional fees for working with a certain vendor or renting certain pieces of equipment.
This will give your client clarity on the scope of services that they will be getting from you.
Responsibilities and Duties
Another important section of your event planner contract should include a detailed description of the responsibilities and duties that you are expected to fulfill. This will help ensure that both parties understand what is expected of them throughout the event planning process.
Many event planners overlook the importance of detailing their responsibilities in the event planner contract which leads to misunderstandings and disagreements down the line.
Of course, don’t forget about the payment terms. Outline what your event planner fee is, and when it is due. You should also note any late payment penalties or fees if applicable. Most event planners today require a downpayment and a payment plan to pay the balance.
Make sure that you include any additional event costs such as rental fees, catering services, or event photography in your contract as well. Break down or itemize all included event costs to make it easier for your client to refer back to.
Terms of Cancellation
This is again an important clause that event planners often overlook. Event planner contracts should include a section that outlines the event cancellation policy. This will help protect you in case the event is canceled for any reason and give your client peace of mind knowing what to expect if something unexpected comes up during event planning.
Be sure to include that all payments received before the cancellation date are non-refundable and that any event cost already incurred by you (such as rental fees or catering) must be paid in full. This way, you can protect your business from suffering from monetary losses due to event cancellations.
The justification for a cancellation fee is that you may have foregone other opportunities because this event was on your schedule. Therefore, your cancellation fees should contemplate your loss if there is a late cancellation.
Cancellation by Event Planner Clause
This is not a usual inclusion in an event planner contract template. However, you should include a clause that outlines what happens if you have to cancel event services due to any unforeseen event. This can be anything from a medical emergency to death in your family or someone close.
Under this clause, you should state that event payment received from the client (or any of its affiliates) can be refunded in full if services cannot be provided by you due to an event beyond your control.
You can also state that you will be of assistance to find another event planner to take over event planning at no additional cost to the client. This will help make event cancellations smoother while giving your clients an assurance that their event will still be taken care of.
Force Majeure Clause
This is referred to as an Act of God clause and it prevents you from being held liable if a hurricane comes to the city where you are hosting an event. What if they want you to event plan anyway – this clause steps in to save you from being held liable in those scenarios.
This can be anything from a natural event such as a severe weather event or a government event such as a lockdown imposed by the state. You should address how money and payments will be handled.
For recommendations, use Drafted Legal’s clauses on how to handle.
Lastly, event planner contracts should include an indemnification clause. This will protect you from any losses resulting from event planning activities that the event planner is responsible for. There are some clients that sue event planners for any event-related losses, whether or not the event planner was responsible for it. By including a clause that states that you are not liable for event-related losses due to events outside of your control, you can protect yourself from potential legal issues and financial repercussions.
Why Event Planners Need an Event Planner Contract Template
As an event planner, you know that planning and organizing events can be complex and challenging. From coordinating vendors and logistics to managing budgets and schedules, there are many moving parts to consider. That’s why it’s important to have a clear, written agreement with your clients, outlining the terms and conditions of your event planning services.
Here are some of the reasons why you need an event planner contract template:
Protect Your Rights and Interests
One of the main reasons why event planners need an event planner contract template is to protect their rights and interests. A contract template provides a clear, written agreement between the event planner and the client, outlining the terms and conditions of the event planning services. This can help protect the event planner’s rights and interests by ensuring that the client understands and agrees to the services provided, the fees and payment terms, and any other relevant details.
Clarify Expectations and Responsibilities
Another reason why event planners need an event planner contract template is to clarify expectations and responsibilities. A contract template provides a clear, written agreement between the event planner and the client, outlining the terms and conditions of the event planning services. This can help clarify the expectations and responsibilities of both parties, and ensure that everyone is on the same page.
Avoid Misunderstandings and Disputes
Event planner contracts can help avoid misunderstandings and disputes between the event planner and the client. By including a clear and precise agreement, both parties will be aware of their rights and obligations. This can help reduce the risk of misunderstandings or disputes that may arise due to miscommunication or lack of knowledge about the terms and conditions.
Establish a Formal Agreement
Event planner contracts can also help establish a formal agreement between the event planner and the client. This can help ensure that all parties are in agreement and have an understanding of their rights and obligations. A contract template can provide a written, legally-binding agreement that both parties must abide by. An attorney can review the document to ensure that it meets all legal requirements.
Ensure Payment and Compensation
There are times when event planners are not paid or compensated in a timely manner. For example, the event took place but the client has not paid their invoice. In this case, an event planner contract template can be used to ensure that the payment is received and that the event planner is compensated for their services. The contract should include a clause outlining how payments will be made and when they must be received.
Always include a late fee clause because this will incentivize payment knowing that the balance will continue to increase.
Legal Tip: Use and attorney’s fees clause you will be empowered to recover not only what’s due under the agreement but also anything you may have had to pay to an attorney to collect it.
Strategy Tip: But, the entire point of these agreements, is to avoid having to use lawyers ever by being extremely clear about expectations and obligations.
Provide Legal Protection
This not only covers event planners but also the client. An event planner contract template can help provide legal protection for both parties. It will be legally binding, so both parties can take legal action if either party fails to fulfill their obligations or breaches their agreement. This way, the interests of both parties are protected and any disputes that arise can be resolved quickly without having to go through a long and expensive legal process.
Set a Professional Tone for the Event Planning Process
Using an event planner contract template can help set a professional tone for the entire event planning process. This way, both parties will have a clear understanding of their roles and responsibilities, as well as any potential risks or liabilities. For event planners, you can also use this contract for future events, as it can serve as a template for how to conduct business with clients in the future.
The Benefits of Having an Event Planner Contract Template
With all the things included and the reasons mentioned above, it’s clear that having an event planner contract template can be beneficial for both the planner and the client.
- Peace of mind: Having a contract in place can provide peace of mind for both the event planner and their client. The contract can serve as a reference point for both parties, outlining the terms and expectations of the event planning services being provided.
- Provides clarity: A contract can help to provide clarity for both the event planner and their client. By clearly defining the scope of the event planning services being provided, the contract can help to ensure that everyone has a clear understanding of what is expected and what is not included in the services being provided.
- Protects everyone involved: A contract can help to protect both the event planner and their client by clearly outlining the terms and expectations of the event planning services being provided.
- Easy to customize: Most event planner contract templates are designed to be easily customizable, which means that the event planner can tailor the contract to the specific needs of their client and the event being planned.
- Saves time: Using a contract template can save time for the event planner by providing a pre-written document that can be easily customized and used as the basis for the contract. This can save the event planner from having to start from scratch and can help to ensure that the contract is comprehensive and well-written.
- Mitigate risk: A contract can help to mitigate risk for both the event planner and their client by clearly outlining the terms and expectations of the event planning services being provided.
- Smooth transition: A contract can help to ensure a smooth transition from the planning phase to the execution of the event.
The Bottom Line
An event planner contract template is a useful tool for both the event planner and their client. Not only does it serve as a reference point for both parties, but it also provides legal protection and helps to set a professional tone for the event planning process. It can also help to save time by providing a pre-written document that can easily be customized that you can use as a basis for your contract.
If you need help getting started, Drafted Legal offers event planning contract templates that are tailored to your specific needs. All of our legal documents come with a money-back guarantee and are crafted by experienced attorneys. With our help, you can rest assured that all of the details of your event will be taken care of, allowing for a stress-free and enjoyable experience for everyone involved.
So don’t wait — start planning your event with help from Drafted Legal today!