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A detailed written agreement is an essential tool if you are running an event planning business. It sets out exactly what services you will provide for an event and gives your clients a clear understanding of what to expect.
Here's how you can find a template online to help you write a legally-binding agreement, and what essential details you should include in yours.
An event planning contract is a legal document that outlines the terms and conditions of a business relationship between an event planner and a client. It covers practical aspects of the deal, such as the type of event being planned and the planning services offered, to ensure all parties are clear about their responsibilities. It also covers areas such as payment terms and cancellations.
You can find a customisable Event Planning Contract sample from the following legal services:
If you are running an event planning business, you should use a signed written agreement for each client event. This will avoid misunderstandings that could affect the quality of the event and protect the business if there is a legal dispute. Some of the events an agreement would cover include:
These events usually take weeks and even months to plan. You should discuss all the finer details of the planning process with the client and then prepare an Event Planning Agreement to solidify the terms of your engagement.
You may be tempted to rely on an oral agreement, but that is not advisable. Ideas get lost in translation, and misinterpretations or misunderstandings can result in an event not turning out how the client wanted. It is far better to have a written agreement that clarifies the important terms of the business' engagement.
An event planning agreement details the planning services the business will provide to the client, covering all aspects of running an event. A catering agreement is more specific, and usually covers off only the food and beverages a catering service will provide to a client for an event. If your event planning business offers catering, you can include the catering agreement within the event planning contract.
First, meet with your client and find out what type of event they are organising. Next, explain the services you can offer and state your payment terms. Once you have discussed the details of the event and agreed on the terms, put them in writing. It is useful to have a sample Event Planning Contract template that you can customise for your business and then tailor to each client's event, rather than having to write an agreement from scratch each time.
An Event Planning Agreement should contain as much detail as possible about the event and the planning services offered, including the following sections:
An event planning agreement should avoid ambiguous terms and unnecessary legal jargon, as these can cause confusion and lead to avoidable disputes.
An event planning agreement is a legal document that binds the event planner and the client to the agreed terms, protecting the interests of both parties. The event planner commits to providing specific services in exchange for compensation and the client has a successful event. In case either party fails to meet his or her obligations, they will be in breach of the contract and the innocent party can seek indemnification for losses suffered.
The agreement provides extensive protections to both parties. For example, provisions relating to cancellation set out the consequences for cancelling the event planning project midway through, while terms relating to indemnification establish who will be liable for injuries or losses that occur to third parties.
You don't strictly need a lawyer to write an event planning agreement, but you may benefit from legal counsel while preparing or reviewing the document. A lawyer will advise you on how to limit your liability for injuries or losses in the event planning process, establish indemnification procedures and safeguard intellectual property.