Creating an Event Planner Contract

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Events are a huge undertaking, and for any event planner worth their salt, having a well-crafted contract is key to ensuring that their client’s interests are protected and expectations met. As an expert in this field, I understand the importance of a thorough event planner contract, so in this blog post I’m going to explain why they’re essential, and offer up some tips on how to create one.

Creating an effective event planner contract might seem daunting at first; however it’s important to remember that the aim is to protect both parties - the client and the planner - by clearly outlining expectations on each side before anything else happens. This includes responsibilities of each party during the planning process, as well as any additional requirements that need to be met - all crucial for making sure everything runs smoothly without disputes or misunderstandings arising further down the line.

On top of this, contracts provide legal protection should something go wrong during or after an event. A clear dispute resolution process should be included within a contract so everybody understands what would happen if things don’t quite go according to plan; this reduces risk of costly arguments breaking out! Finally, contracts also help protect planners’ intellectual property by including any copyright or trademark details so their hard work doesn’t get taken advantage of; this ensures that creatives are compensated properly for their efforts.

So with all this in mind, how do you go about crafting your own event planner contract? First off it’s hugely important to make sure your document complies with local laws and regulations - do your research! Once you’ve done that though you can start outlining exact details like who does what when and how much they’ll get paid etc., making sure everything’s crystal clear right from the get-go will make things much easier later down the line! The Genie AI team offers free access to our template library which contains millions of data points on market standard contracts; whether you’re looking for guidance on how best draft yours or just want some inspiration our team is here prepared help every step of way.

In conclusion then, creating an effective event planner contract isn’t difficult once you have all information at hand but it is highly recommended if you want make sure everyone involved gets exactly what they expect from experience as possible. At Genie AI we’re dedicated helping professionals create comprehensive contracts quickly easily so why not read on below get step-by-step advice our library today?

Definitions (feel free to skip)

Scope of services: The range of tasks and activities that will be provided by an event planner to a client.
Payment terms: The agreement between a client and an event planner regarding the payment amount and expected schedule of payments.
Roles and responsibilities: The specific tasks and duties assigned to each person or party involved in an event.
Cancellation and refund policies: The conditions under which an event can be cancelled or refunded.
Duration: The length of time an event will last, including any breaks or pauses.
Additional services: Any extra tasks and activities that may be provided in addition to what is outlined in the event planner contract.
Potential liabilities: The potential risks, losses, or damages associated with an event.
Terms of agreement: The details of the agreement between a client and an event planner.
Insurance coverage: The type and amount of insurance that is necessary for an event.

Contents

• Establishing the scope of services to be provided
• Identifying the event type and services that will be included
• Specifying the expectations of the services to be provided
• Discussing and agreeing on payment terms
• Outlining the payment amount and expected schedule for payments
• Discussing any fees or additional costs that may be applicable
• Identifying the roles and responsibilities of each party
• Specifying who will be responsible for setting up the event
• Determining who will manage the event on the day of
• Outlining cancellation and refund policies
• Specifying the conditions of cancellation
• Establishing the refund policies for cancellations and refunds
• Defining the details of the event, including the date, time, and location
• Confirming the date, time, and location of the event
• Outlining the duration of the event
• Discussing any additional services that may be provided
• Outlining any additional services that may be provided
• Determining if any additional costs will be involved
• Identifying any potential liabilities
• Discussing any potential risks associated with the event
• Discussing any safety measures that may be necessary
• Explaining the terms of the agreement and any related legal documents
• Providing the full terms of the agreement
• Reviewing any additional legal documents
• Providing information regarding insurance coverage and responsibility
• Outlining the insurance coverage for the event
• Specifying who is responsible for any damages or losses
• Adding any additional clauses that are necessary and pertinent to the event
• Establishing any additional clauses that may be needed
• Reviewing and approving the clauses before signing

Get started

Establishing the scope of services to be provided

• Brainstorm a list of services to be provided by the event planner
• Consider what tasks the planner will be responsible for, such as managing vendors, budgeting, and keeping track of timelines
• Discuss the services with the client to ensure that all expectations are clear
• Document the agreed-upon services in the contract
• Check off this step when the scope of services to be provided is established and documented in the contract.

Identifying the event type and services that will be included

• Brainstorm with the client to determine the type of event they are planning and the services they need to make it happen
• Make a list of all the services that will be included in the contract, such as venue booking, guest list management, catering, and decorations
• Talk to the client about the details of the event and any additional services that may need to be included
• When you have a full list of the event type and services required, you can move on to the next step of specifying the expectations of the services to be provided.

Specifying the expectations of the services to be provided

• Outline the scope of the services that the planner will be responsible for providing, including any special circumstances
• Describe in detail the services the planner will be expected to provide, such as catering, event setup, and decorations
• Include details on the timeline for the event and any deadlines associated with the event
• Include any other expectations the planner should be aware of prior to the event

You can check this off your list when you have outlined the scope of services, included all the services the planner will be responsible for providing, described the timeline/deadlines, and included any other expectations for the planner.

Discussing and agreeing on payment terms

• Establish an agreed upon payment amount
• Set a payment schedule that works for both parties
• Specify how the payment will be made (e.g. cash, check, credit card, online payment)
• Make sure both parties understand and agree to the payment terms
• Finalize the payment terms in the contract
• Once all payment terms are agreed upon and detailed in the contract both parties can sign it.

Outlining the payment amount and expected schedule for payments

• Establish the total cost of the event services that the event planner will provide
• Determine an appropriate payment schedule for the event planner and the client to agree upon
• Consider possible payment plans, such as a deposit and remaining balance due, or multiple payments over the course of the event’s planning
• Create a payment timeline that outlines when each payment should be received, and include deadlines for each payment
• Include any late payment fees that may be applicable
• Make sure that both the client and the event planner sign the contract, agreeing to the payment terms

How you’ll know when you can check this off your list and move on to the next step:
Once both parties have signed the contract and agreed to the payment terms, the payment terms have been outlined and this step can be checked off the list.

Discussing any fees or additional costs that may be applicable

• Discuss in detail any additional fees or costs that may be incurred during the event planning process.
• This includes fees that may be incurred due to changes made to the contracted services, late fees, travel costs, etc.
• Make sure to include any additional fees and costs in the contract.
• Once all fees and costs have been discussed and agreed upon, they should be included in the contract.

How you’ll know when you can check this off your list and move on to the next step:

• Once all fees and additional costs have been discussed and included in the contract, you can move on to the next step.

Identifying the roles and responsibilities of each party

• Identify the roles and responsibilities of each party and make sure all parties involved understand what is expected of them
• Describe the services to be provided and determine the responsibilities of each party in the contract
• Include information about who is responsible for the event setup, who will provide any necessary equipment, and who will be responsible for cleanup
• Agree on the payment terms and conditions (such as when payment is due, and the method of payment)
• Determine who will be responsible for any additional costs (such as catering, decorations, etc.)

Once all of the roles and responsibilities of each party have been identified, you will know that you have completed this step and can move on to the next step.

Specifying who will be responsible for setting up the event

• Identify who will be responsible for setting up the event, such as the venue, equipment, caterers, and other vendors
• Consider who will be responsible for any decorations or other aesthetic elements
• Discuss with all parties involved who will be responsible for setting up and cleaning up the event
• When all parties have agreed on who is responsible for setting up the event, document this in the contract
• When the contract is complete, sign it and keep it in a safe place
• You will know that this step is complete when the contract is signed and everyone is on the same page about who is responsible for setting up the event.

Determining who will manage the event on the day of

• Decide if you need to hire an event planner to manage the event on the day of, or if you can manage it yourself
• If you’re hiring an event planner, write a contract outlining their responsibilities and expectations
• Outline what tasks the event planner will be responsible for on the day of the event
• Specify the number of hours the event planner will be working
• Finalize the contract with the event planner, review it, and have both parties sign it
• Once the contract is signed, you can check this off your list and move on to outlining cancellation and refund policies.

Outlining cancellation and refund policies

• Confirm and document any cancellation fees that may be applied
• Decide if you will be issuing refunds and, if so, under what conditions
• Clarify whether any deposits are non-refundable
• Specify any limitations on the total refunds you may be obligated to provide
• Include a clause that outlines any additional fees that may be due if the event is cancelled

You can check this step off your list once you have finalized and documented your cancellation and refund policies.

Specifying the conditions of cancellation

• Establish the terms of cancellation and refunds, such as what is considered a valid cancellation and what kind of refunds will be offered
• Include any additional information or stipulations regarding cancellation and refund policies
• Specify what type of notification should be used to inform the event planner of the cancellation
• Describe how the refund will be processed, such as charging a processing fee and when the refund will be issued
• When finished, confirm that you have included all necessary information in the contract regarding cancellation and refund policies
• Check this off your list and move on to the next step of establishing the refund policies for cancellations and refunds

Establishing the refund policies for cancellations and refunds

• Identify any fees associated with cancellations and refunds, such as a cancellation fee
• Specify the amount of refund the client is entitled to dependent on the amount of notice given for cancellation (e.g. full refund with 30 days notice, 50% refund with 15 days notice, etc.)
• Establish a deadline for when refund requests must be submitted
• Specify how refunds will be provided (e.g. check, bank transfer, etc.)
• Include any other conditions related to cancellations and refunds

When you’ve completed this step, you’ll know you’ve successfully established the refund policies for cancellations and refunds in the event planner contract.

Defining the details of the event, including the date, time, and location

• Determine the date, time, and location of the event
• Include this information in the contract, including any details about the venue, such as parking availability and capacity
• Create a timeline of the event, including setup and cleanup times
• When all of the details have been finalized, you can check this off your list and move on to the next step.

Confirming the date, time, and location of the event

• Contact the venue and confirm availability for your desired date and time
• Check with the event organizers to ensure that the date, time, and location all work for them
• Negotiate the terms and cost of the event venue
• Make a written agreement with the venue and have it signed by both parties
• Once the date, time, and location are all confirmed, you can move on to outlining the duration of the event.

Outlining the duration of the event

• Establish the start and end time of the event, including any setup and breakdown time
• Specify the total duration of the event in the contract
• Include details on any overtime or extended hours if applicable
• Agree on the maximum number of hours that can be worked at the event
• Once the duration of the event has been agreed upon and included in the contract, this step can be marked off the list and the next step can be started.

Discussing any additional services that may be provided

• Brainstorm any additional services that could be provided to the client
• Discuss any additional services with the client, such as catering, transportation, photography, videography, etc.
• Make sure to list out any additional services and associated costs in the contract
• Once all services and associated costs have been discussed and agreed upon, include them in the contract
• Once all additional services and associated costs have been included in the contract, this step is complete and you can move on to the next step.

Outlining any additional services that may be provided

• Outline the services that will be provided in detail.
• Specify the duties and obligations of both parties.
• Describe any additional services that may be provided.
• Include the cost for any additional services.

Once all the details of the additional services are outlined in the contract, you can check this off your list and move on to the next step of determining if any additional costs will be involved.

Determining if any additional costs will be involved

• Review the event planner’s services, and any additional services that will be provided, to determine if any additional costs will be involved in providing the services
• Consider the cost of materials, labor, and any other expenses that may be incurred in the process of providing the services
• Check with other vendors or suppliers to determine their rates for providing services for the event
• Create a line item budget for additional services, and include it in the contract
• When you have a finalized list of additional services and associated costs, you can move on to the next step of identifying any potential liabilities.

Identifying any potential liabilities

• Brainstorm and think of any potential liabilities that could come up during the event
• Make a list of any potential liabilities that could arise and how they can be managed
• Consider any incidentals that could arise (e.g. medical bills, property damage, etc.)
• Research and consult with experts to determine any laws, regulations, or other legal requirements that may be applicable
• Discuss with the client and address any potential liabilities if needed
• When you are satisfied that you have identified any potential liabilities and how they can be managed, you can check this off your list and move on to the next step.

Discussing any potential risks associated with the event

• Make a list of all potential risks associated with the event, such as health and safety risks, financial risks, legal risks, and more
• Discuss each potential risk with the event planner and any other relevant stakeholders
• Come to an agreement on how to mitigate each risk and put it in writing in the contract
• Re-examine the contract regularly to ensure that all risks and their mitigation plans are still covered
• Once all potential risks have been discussed and accounted for in the contract, you can mark this step as complete and move on to the next one.

Discussing any safety measures that may be necessary

• Review any applicable laws and regulations that may require special safety measures to be taken
• Discuss any additional safety measures that you may need to take into consideration due to the nature of the event
• Identify any areas of the event where safety measures should be put in place
• Decide on who will be responsible for implementing the safety measures
• Determine what materials and resources will be needed to ensure the safety of the event
• When all safety measures have been discussed and accounted for, it is time to move on to the next step.

Explaining the terms of the agreement and any related legal documents

• Understand the terms of the contract, as well as any related legal documents
• Explain the terms of the agreement and documents to the client
• Make sure the client understands the terms and conditions of the contract
• Ask the client to sign the contract if they agree to the terms
• Ensure that any additional legal documents are signed and returned
• Keep a copy of the contract for your records

How you’ll know when you can check this off your list and move on to the next step:
Once the client has signed the contract and any related legal documents, you have completed this step and can move on to the next step.

Providing the full terms of the agreement

• Draft a full event planner contract with all the details of the agreement, including the dates and times of the event, the services to be provided, and the payment arrangements.
• Include any other details that are relevant to the agreement and make sure to check for any errors.
• Have all parties involved sign the contract and make sure to keep a copy for your records.
• You will know when this step is complete when all parties involved have signed the contract.

Reviewing any additional legal documents

• Read through any additional legal documents and make sure they are consistent with the event planner contract
• Check the documents for any discrepancies or issues that may need to be addressed
• Make any necessary revisions to the contract to ensure all documents are in agreement
• Once all documents are consistent and any issues are addressed, you can check this step off your list and move on to the next step.

Providing information regarding insurance coverage and responsibility

• Research local laws and regulations on insurance coverage for events
• Outline the insurance coverage for the event, including who is responsible for any potential damages or losses
• Discuss the need for additional insurance coverage with the event planner
• Include a clause in the contract that stipulates that the event planner must sign a waiver of liability
• Make sure to include any additional clauses related to insurance coverage in the contract
• Ensure that all insurance coverage is up-to-date and valid

When you can check this off your list and move on to the next step:

• Once you have outlined the insurance coverage for the event, discussed any additional insurance coverage with the event planner, and included all necessary clauses related to insurance coverage in the contract, you can move on to the next step.

Outlining the insurance coverage for the event

• Ensure that the contract outlines the insurance coverage that is applicable to the event, including any necessary third-party insurance
• Make sure that the coverage is clear and appropriate for the event, and is in line with any applicable laws or regulations
• Specify the insurance carrier, policy number and limits of liability
• Include any additional insurance requirements, such as coverage for any vendors, suppliers or contractors
• Outline the responsibility for any additional insurance needed
• When the contract has been reviewed and all insurance coverage and limits have been outlined, this step can be considered complete and you can move on to the next step.

Specifying who is responsible for any damages or losses

• Determine who is responsible for any potential damages or losses that occur during the event.
• This could include the event planner, the venue, the guests, or any other parties involved.
• Make sure to specify who is responsible and detail any processes for handling any damages or losses.
• When this step is completed, you should have a clear understanding of who is responsible for any damages or losses that occur during the event.

Adding any additional clauses that are necessary and pertinent to the event

• Identify any potential areas of risk that need to be addressed in the contract
• Review the scope of the event and determine if any additional clauses are needed
• Draft clauses that address areas of risk and any other matters that need to be included in the contract
• Incorporate the clauses into the contract
• Have the parties to the contract review the clauses and sign off on them
• When the parties have accepted the additional clauses, the step will be completed.

Establishing any additional clauses that may be needed

• Research the laws in your jurisdiction to ensure you are including any additional clauses that are necessary
• Consider if the client or venue has any additional requirements that should be included in the contract
• Carefully review any additional clauses you have added to the contract to ensure that all parties understand the terms
• Make sure that all additional clauses are legally binding and appropriate for the event
• Once all additional clauses have been added and reviewed, you can check this step off your list and move on to reviewing and approving the clauses before signing.

Reviewing and approving the clauses before signing

• Carefully review all of the clauses in the contract
• Make sure that all of the clauses are in line with the agreement between the event planner and the client
• Ensure that all of the clauses are legally binding to both parties
• Ask for clarifications if any of the clauses are not clear or require more information
• Get a second opinion from a professional if needed
• Once all of the clauses are accepted, both parties can sign the contract
• How you’ll know when you can check this off your list and move on to the next step:
• Once the contract is signed by both parties, you can be confident that all of the clauses have been accepted and the contract has been officially approved.

FAQ:

##Q: Will I need to make any changes to my contract depending on the jurisdiction I’m in?
Asked by John on April 28th, 2022.
A: Absolutely. Depending on the jurisdiction you’re in, there may be certain requirements or restrictions that you must adhere to when creating your contract. For example, some jurisdictions require certain terms or clauses to be included in the contract, while others may have restrictions on which terms or clauses can be used. It’s important to do your research before creating your contract in order to ensure that it is legally binding and enforceable under the applicable laws of your chosen jurisdiction.

Example dispute

Suing an Event Planner

• The plaintiff may sue the event planner if they have breached the event planner contract.
• The plaintiff may reference the terms of the contract, including any promises made and/or unfulfilled, that were agreed to between the two parties.
• The plaintiff may seek restitution for any damages caused by the event planner’s breach of contract.
• The plaintiff may request an injuction to prevent further breaches of the contract.
• The plaintiff may seek compensatory and/or punitive damages, depending on the circumstances of the breach.
• The plaintiff may seek court costs, attorney’s fees, and any other costs associated with bringing the lawsuit.
• The plaintiff may raise a lawsuit if the event planner is found to have acted fraudulently or egregiously, or to have deliberately breached the contract.
• The plaintiff may seek a settlement with the event planner, or may take their case to court.

Templates available (free to use)

Event Planner Contract

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