Event Services Contract
This Event Services Contract (the "Contract") is made between [Planner or venue (your name or business)] ("Provider") and [Client full name(s) or company] ("Client"), telephone [Client phone], for the event described below (the "Event"). Provider and Client are each a "Party" and together the "Parties".
1. The Event
Client is hosting the following: [Type of event], on [Event date] (the "Event Date"), at [Venue name and address] (the "Venue"), from [Event hours], for approximately [Expected guest count] guests. Client shall confirm the final guest count and timeline to Provider in writing at least fourteen (14) days before the Event Date. If the Venue is operated by Provider, the Venue’s house rules, capacity limits and closing time form part of this Contract and Client acknowledges having received them.
2. Services
Provider shall provide the following services (the "Services"): [Services provided]. Provider shall perform the Services with the care and skill of a professional in the event industry, shall designate a lead contact for Client, and shall attend the Event in person or through a qualified member of Provider’s team for the hours stated.
The following are not included in the Services and are the responsibility of Client or of other vendors: [Handled by the client or other vendors]. Services Client requests beyond those described are additional services, priced by written quote before Provider undertakes them.
3. Fee and Payment Schedule
Client shall pay Provider a fee of [Total fee] for the Services (the "Fee"), as follows: (a) a deposit of [Deposit due on signing] (the "Deposit") on signing, which reserves the Event Date and is non-refundable except as provided in Sections 7 and 8; (b) a second payment of [Second payment] on or before [Second payment due]; and (c) the balance of the Fee, together with any additional services and approved expenses, no later than [Final balance due (days before the event)] days before the Event Date. The Event Date is not reserved, and Provider may accept other bookings for it, until the Deposit is received.
Amounts not paid when due accrue interest at one and one-half percent (1.5%) per month or the highest rate permitted by law, whichever is less. If any payment is more than ten (10) days late, Provider may suspend the Services and, if it remains unpaid seven (7) days after written notice, treat the Event as cancelled by Client under Section 7. The Fee excludes sales tax, gratuities and the charges of outside vendors, which are paid as Section 5 provides.
4. Changes
Client may request changes to the Event, including date, Venue, guest count, design or timeline, in writing. Provider shall tell Client whether the change is feasible and any effect on the Fee, and no change is binding until both Parties confirm it in writing, which may be by email. A change of Event Date is treated as a postponement under Section 8. Provider may make minor substitutions of materials, décor and staff of equal quality without notice where the original is unavailable.
5. Vendor Coordination
Outside vendors, including caterers, photographers, florists, entertainers, rental companies and transportation, are engaged as follows: [Who contracts with outside vendors]. Provider shall coordinate vendors’ schedules, access and set-up and shall be Client’s point of contact with them on the Event Day.
Each outside vendor is an independent business responsible for its own performance, insurance and licences. Provider does not guarantee any vendor’s performance and is not liable for a vendor’s failure, delay, quality or conduct, but shall use reasonable efforts to arrange a substitute if a vendor fails and shall pass on to Client any refund or credit received. Where Provider books a vendor as Client’s agent, Client is the customer of that vendor and is bound by that vendor’s terms, which Provider shall provide to Client before booking.
6. Client Responsibilities
Client shall give Provider timely decisions, approvals, guest lists, seating and timeline information; shall obtain any permits, licences or Venue permissions required for the Event that are not part of the Services; shall pay outside vendors as agreed; shall ensure that guests comply with the Venue’s rules; and shall be responsible for the conduct of guests and for any damage to the Venue, rental items or Provider’s property caused by Client or Client’s guests. If the Venue requires it, Client shall obtain event liability insurance naming the Venue and Provider as additional insureds and provide a certificate at least fourteen (14) days before the Event Date.
7. Cancellation by Client
Client may cancel the Event by written notice. Because Provider reserves the Event Date, declines other bookings and performs much of the work before the Event, the following cancellation fees apply and are agreed to be a reasonable estimate of Provider’s loss, not a penalty: (a) if notice is received more than [Cancellation tier 1: more than this many days out] days before the Event Date, the Deposit is forfeited and no further amount is due; (b) if notice is received [Cancellation tier 1: more than this many days out] days or fewer but more than [Cancellation tier 2: within this many days] days before the Event Date, Client owes [Tier 1 fee (% of total fee)] percent of the Fee; (c) if notice is received [Cancellation tier 2: within this many days] days or fewer before the Event Date, Client owes [Tier 2 fee (% of total fee)] percent of the Fee.
Amounts already paid are credited against the cancellation fee, and any excess paid beyond the fee owed is refunded within fourteen (14) days. Client remains responsible for outside vendors’ cancellation charges and for expenses Provider has incurred at Client’s request. Cancellation fees are due within fourteen (14) days of the notice of cancellation.
8. Postponement and Force Majeure
If the Event cannot be held on the Event Date because of an event beyond the reasonable control of both Parties, including severe weather, natural disaster, fire, flood, epidemic, government order or restriction, closure or destruction of the Venue, civil disturbance, or death or serious illness in Client’s immediate family, neither Party is in breach, and the Parties shall in good faith reschedule the Event to a date within twelve (12) months on which Provider is available. All amounts paid carry over to the new date, and Provider may charge the difference if its published rates for the new date are higher.
If the Parties cannot agree a new date within sixty (60) days, either Party may terminate this Contract by written notice, and Provider shall refund amounts paid less the value of Services performed to that date, calculated at Provider’s hourly rate, and less non-recoverable costs Provider incurred for the Event. Client may also postpone once for any other reason on at least sixty (60) days’ written notice to an available date within twelve (12) months, subject to a rescheduling fee of ten percent (10%) of the Fee; a postponement on shorter notice is a cancellation under Section 7.
9. Cancellation or Substitution by Provider
If Provider is unable to perform because of illness, injury, emergency or other cause, Provider shall provide a qualified substitute planner or coordinator from its team or a reputable colleague, briefed on the Event, at no additional charge. If Provider cannot provide a substitute, Provider shall refund all amounts paid for Services not performed, and that refund is Client’s sole remedy. Provider may terminate this Contract on written notice if Client fails to pay when due, is abusive to Provider’s staff or vendors, or asks Provider to do anything unlawful or unsafe, in which case the cancellation fees in Section 7 apply.
10. Liability and Insurance
Provider carries general liability insurance and shall provide a certificate on request. Provider’s total liability arising out of this Contract, however caused, shall not exceed the Fee, and neither Party is liable to the other for indirect, consequential or emotional-distress damages. Provider is not liable for injury to guests, loss of gifts or personal property, the acts of guests or outside vendors, or conditions at a Venue Provider does not operate. Client shall indemnify Provider against claims by guests or third parties arising from the conduct of Client or Client’s guests.
11. General
This Contract is governed by the laws of the State of [Governing law (state)]. It is the entire agreement between the Parties about the Event and supersedes all prior proposals and discussions. It may be amended only in a writing signed by both Parties, which may be by email. If any provision is held unenforceable, the rest remains in effect. Provider is an independent contractor. Neither Party may assign this Contract without the other’s written consent. The prevailing Party in any dispute arising out of this Contract is entitled to reasonable attorney fees and costs.
This Contract may be signed electronically and in counterparts, each of which is an original and all of which together are one instrument, and the electronic execution record, timestamps and document fingerprints kept by the signing platform are conclusive evidence of its execution.
Signatures
Event planner / venue · Client