The global event planning industry is projected to exceed $2 trillion by 2028, reflecting the surging demand for professional event management. Amidst this growth, having a well-structured event contract is more important than ever for ensuring smooth and successful collaborations.
An event contract can be defined as a legal document signed between an event planner and a client containing details of the event's contract. It helps to offer information, define relationships, and prevent future conflicts for clients and contractors.
This guide tells you everything you may need to put into your contract and gives you a free one to start with.
Free Event Contract Template
Drafting an event contract from scratch can be tiresome if you do not know the provisions that any event contract should contain.
This Agreement is executed on [Today’s Date] between [Your Firm Name] (a partnership firm, hereinafter referred to as "the Agency," which expression shall include its successors and assigns) and [Client Name] (hereinafter referred to as "the Client," which expression shall include its successors and assigns). The Agency and the Client are hereinafter each referred to as a ‘Party’; and together, the ‘Parties’.
It is agreed by and between the Client and the Agency as follows:
1. Appointment
The Client hereby appoints the Agency to provide event management services for [Event Name/Details] scheduled on [Event Date(s)].
2. Objective and Scope of Services
The Agency will deliver the following event management services (detailed in the Service Summary):
- Event Planning and Coordination
- Venue Sourcing and Management
- Vendor Management (catering, audiovisuals, décor, etc.)
- Logistics and Timeline Execution
- On-site Event Management and Supervision
- Post-Event Reporting and Feedback Collection
Exclusions: Services such as PR/advertising, paid promotions, and additional expenses not explicitly included in the Service Summary.
3. Commencement and Duration
This Agreement commences on [Proposal Start Date] and shall remain in force until [Proposal End Date], unless terminated earlier under this Agreement.
4. Extent of the Agreement
This Agreement constitutes the entire understanding between the Client and the Agency. No variations shall be valid unless made in writing and signed by both Parties.
5. Confidentiality
The Agency shall maintain strict confidentiality regarding all proprietary or confidential information received from the Client, including event plans, guest details, and budgets.
Confidentiality does not apply to information:
a) Publicly known or available,
b) Independently developed by the receiving Party, or
c) Required to be disclosed by law.
6. Governing Laws
This Agreement shall be governed by the laws of India and subject to the jurisdiction of courts at Delhi, India.
7. Agency Fees and Remuneration
The Client agrees to pay the Agency fees as outlined in the Pricing Section. Fees will be invoiced in accordance with the agreed payment milestones and must be paid within 15 days of invoice issuance.
Late Payments: Overdue invoices will incur a 2% monthly interest charge. Services may be paused if invoices remain unpaid after 30 days.
8. Disbursements
In addition to the agreed fees, the Client shall reimburse any expenses incurred by the Agency for the event (e.g., venue deposits, third-party vendor payments, travel expenses). All disbursements will be itemized in the invoice.
9. Mutual Responsibilities
Client Responsibilities:
a) Provide timely access to event-related details, budgets, and approvals.
b) Offer prompt feedback and decisions to avoid delays.
c) Ensure compliance with venue policies and guest protocols.
Agency Responsibilities:
a) Deliver services in line with the agreed event plan and timeline.
b) Coordinate with vendors and stakeholders for smooth execution.
c) Provide post-event feedback reports as agreed.
10. Copyright and Ownership
10.1 The Agency shall not use copyrighted materials from third parties without proper authorization. The Client shall ensure that all provided content (e.g., logos, event visuals) is free of legal complications.
10.2 All event deliverables (e.g., event videos, photos) will remain the Client’s property upon full payment.
11. Taxes
All applicable taxes and statutory levies shall be borne by the Client and are payable in addition to the agreed fees.
12. Indemnity
Agency’s Indemnity: The Agency shall indemnify the Client against any loss arising from breaches of this Agreement. However, the Agency is not responsible for delays or mishaps caused by third-party vendors or circumstances beyond its control.
Client’s Indemnity: The Client shall indemnify the Agency against any losses resulting from legal issues or breaches caused by the Client’s event content or instructions.
13. Performance Evaluation
The Agency shall share regular updates and post-event evaluation reports to assess the success of the event. Any deviations from the agreed plan shall be mutually discussed and resolved.
14. Non-Solicitation
Both Parties agree not to solicit, hire, or contract any employees or contractors of the other Party during the term of this Agreement and for 1 year after termination, without prior written consent.
15. Force Majeure
Neither Party shall be liable for delays or non-performance due to events beyond their control, including but not limited to: strikes, natural disasters, or emergencies.
16. Modification in Terms
Changes to this Agreement shall be valid only if made in writing and signed by authorized representatives of both Parties.
17. Termination
Either Party may terminate this Agreement by providing 1 month’s written notice. Upon termination:
a) The Client shall pay all fees for services rendered up to the termination date.
b) Both Parties will continue to fulfill obligations during the notice period.
18. Notices
Notices under this Agreement shall be sent to the addresses specified below:
Agency Address: [Your Firm Address]
Client Address: [Client’s Address]
All notices shall be delivered by registered post, courier, or personal delivery and acknowledged in writing.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the day, month, and year first written above.
For [Your Firm Name] | For [Client Name]
Signature: _____________________ | Signature: ______________________
Name: _________________________ | Name: __________________________
Designation: ____________________ | Designation: _____________________
Date: ___________________________ | Date: ____________________________
This template has all the basic provisions required for clarity and legal protection for both parties. Download your free event planning contract template now and make your event planning a breeze.
Why Is an Event Contract Essential?
An event contract is vital for planners and clients, ensuring a smooth and professional working relationship. Here are the key reasons why having an event contract is essential:
Defines Scope and Expectations: Contracts make sure that each party knows what is expected of them in the relationship, with little chance of misinterpretation.
Mitigates Risks: Helps avoid cancellations, disputes, and liability issues by having the terms outlined to be followed.
Enhances Professionalism: Builds trust and credibility, showcasing your commitment to delivering quality services.
What Should An Event Contract Include?
An event contract ensures all essential details are captured, protecting planners and clients. Here are the key components to include:
- Event Details: It is important to state the date, time, venue, and type of event to prevent misunderstanding.
- Scope of Services: Outline the tasks you will handle, such as venue booking, catering, decoration, or entertainment.
- Payment Terms: Specify the fee structure, deposit and other charges, late fee, and refund policies.
- Cancellation and Rescheduling: Stamp out penalties and provisions for amendments or any other cancellations that may arise during the project.
- Liability and Insurance: Clarify who is responsible for damages or incidents during the event. Include details about required insurance coverage, if applicable.
- Force Majeure Clause: Protect both parties in case of uncontrollable events like natural disasters, pandemics, or other emergencies.
- Confidentiality and Intellectual Property: Protect sensitive client information and proprietary materials.
- Client and Planner Responsibilities: Specify the client’s obligations, such as providing necessary approvals or information on time. Define your responsibilities as the event planner.
- Signatures: Ensure all involved parties' legal acknowledgment of the agreement.
How to Customise the Free Event Contract Template?
Once you have downloaded the free event contract template, you can:
- Customize to your needs by editing the sections to align with your project requirements.
- Incorporate your company logo, name, and contact details to make the contract look professional.
- Send the finalized contract to clients for review and signature.
You can also use a best proposal software for small businesses to create your proposals.
Cone - The Best Proposal Software for Event Contracts
Cone is a powerful proposal and invoicing software designed to streamline the contract process for event planners. It simplifies contract creation, sharing, and signing, enabling you to focus on delivering memorable events.
Best Features:
Customizable Templates: Customize the pre-designed proposal templates to match your event planning needs and any event details seamlessly for a certain client.
E-Signatures: Allow clients to e-sign contracts online to reduce the time it takes to approve them.
CRM and Sales Pipeline Management: Use an integrated CRM and sales pipeline facility to track leads, opportunities, and deal cycles and close deals quickly.
Automated Invoicing: Avoid any chances of invoice failure by automating the invoicing process, thus allowing for timeliness and accuracy of the bills for all the projects.
Payment Options: Direct debits, credit and debit card payments, or ACH payments give clients an easy time while making their payments.
Pricing
Paid plans start at $8 (essentials) and $11 (growth) per user/month.
Try for free today.
Seal the Deal With an Event Planner Contract
An event contract is not a piece of paper but a guide that will help you create a long and professional cooperation with the customers. Our free event contract template saves you the time and energy required to create contracts from scratch and allows you to do what you do best—plan phenomenal events.
Check out Cone Proposal Software if you need a refined process of creating and leveraging templates, collecting e-signatures, and incorporating contracts into your business processes.
Download your free event contract template and explore Cone Proposal Software to elevate your event planning business today!
FAQs
- How does a force majeure clause protect me as a planner?
A force majeure clause is utilized to limit your legal exposure if certain circumstances preventing the event from occurring are beyond reasonable control, such as natural disasters or a pandemic.
- What happens if a client cancels the event?
Your event contract needs to specify the cancellation policy that outlines terms of cancellation fees or refund procedures depending on the time close to the event date. This guarantees you are paid back for the time and money put down.
- Can I use an event contract template for international clients?
Yes, but ensure the template complies with the legal requirements of the client’s country or consult a legal professional to make necessary adjustments for international use.