Event Planner Client Contract: 5 Items to Include

This post is not legal advice. It is for educational purposes only.

5 Items to Include in an Event Planner Client Contract

Planning an event, whether it’s a wedding, corporate gala, fundraiser, conference, or milestone celebration, can be an exciting and exhilarating process. The thrill of bringing a vision to life, coordinating every last detail, and ensuring a seamless experience for clients is what makes event planning such a rewarding profession. However, behind the scenes, it can also be complex, intricate, and confusing. From managing vendor relationships to handling last-minute changes, event planners must juggle numerous moving parts to deliver a flawless event.

With so many moving parts and variables at play, event planners must have a well-drafted client contract. A tight contract eliminates ambiguities, sets clear expectations, and ensures everyone is on the same page from the beginning. A contract not only outlines the terms and conditions of the agreement but also serves as a safeguard for both the planner and the client. By having a solid client contract in place, event planners can protect themselves and their businesses from unforeseen circumstances, disputes, and cancellations. In this article, I’ll be sharing a round up of items that should be included in an event planner client contract.

5 Items to Include in an Event Planner Client Contract

Let’s begin by going over what an event planner client contract is and why it’s a crucial part of every event planner/client relationship. I’ll walk you through five key items that every event planner should include in their client contracts.

What Is An Event Agreement Contract

An event planner contract is a written agreement between the event planner and their client that outlines all the important details about the event and the services being provided. It’s like a roadmap that makes sure both sides are on the same page—covering things like what the planner will do, how much the services will cost, when payments are due, and what happens if something changes, services are added, or the event is cancelled or rescheduled. The contract helps avoid confusion, sets clear expectations, and protects both the planner and the client throughout the planning process.

What To Include in an Event Planner Contract

Scope of Services

The scope of services outlines exactly what the event planner will and will not be responsible for during the event planning process. This section should clearly describe the planner duties, such as booking the venue, vendor coordination, timeline creation, design and decor planning, day-of-event coordination, and any other agreed-upon tasks. It’s also a good idea to note any services that are specifically excluded to prevent scope creep and misunderstandings.

Including a detailed scope of services ensures that both parties have the same expectations from the very beginning. It eliminates guesswork. By defining the planner’s responsibilities clearly, it also helps to protect the planner from being overextended and provides a point of reference in case a dispute arises later.

Payment Terms and Schedule

The payment terms section lays out how much the client will pay, when each payment is due, and what payment methods are accepted. It should include the total cost of services, deposit amount, payment due dates, and any applicable late fees or refund policies.

Clear payment terms protect both parties financially. For the planner, it ensures they are paid fairly and on time. For the client, it outlines what they’re paying for and helps avoid surprise charges. A well-structured payment schedule also helps the planner manage cash flow and gives the client a roadmap of their financial commitment from start to finish.

Cancellation & Rescheduling Policy

The cancellation and rescheduling policy explains what happens if either party needs to cancel or reschedule the event date. It should cover cancellation by the client, cancellation by the planner, reschedule requests by either party, refund eligibility (especially for initial deposits, payments, or retainers), and any fees that apply for cancellations or rescheduling. It’s also prudent to include a termination clause in this section – what happens if either party wants to terminate the agreement.

This clause protects both sides in the event plans change unexpectedly. For example, if a client cancels a week before the event, the planner may have already invested significant time and resources into the services. This is why it’s important to include a cancellation and refund policy. Without a clear policy, recovering costs becomes difficult. On the flip side, if the planner has to cancel, the client deserves to know how they will be compensated or assisted in finding a replacement. The rescheduling clauses should address under what circumstances the client can reschedule the event and if the planner is obligated to accept the rescheduled date on its calendar. It should also address any fees that may apply if the planner accepts the reschedule request. A clear cancellation and rescheduling policy creates a fair and professional approach to handling unforeseen situations.

Limited Liability Clause

A limited liability clause outlines who is responsible if something goes wrong during the event, such as property damage, personal injury, or vendor issues. It may also include a clause stating whether the event planner carries liability insurance and if event insurance is required for the client to carry.

Accidents and mishaps can happen, even at the most carefully planned events. A clear liability clause limits what the planner may be held liable for if mishaps outside of their control and ensures the client understands who bears the risk in various scenarios. It also shows professionalism and preparedness on the planner’s part, especially if they carry insurance. This section protects everyone involved and reinforces mutual accountability.

Force Majeure Clause (Acts of God)

A force majeure clause explains what happens if the event cannot take place due to circumstances beyond anyone’s control, such as natural disasters, pandemics, strikes, or government restricutions. It typically allows both parties to suspend or terminate the contract without penalty if such event(s( occur.

This clause is important to safeguard unforeseeable events. The Covid-19 pandemic put a spotlight on how important force majeure clauses are in contracts, especially in the event planning industry. A force majeure clause provides peace of mind and legal clarity, helping both parties understand their rights and responsibilities if the event must be postponed or canceled due to uncontrollable circumstances.

Tips On How To Create An Event Planner Contract

Be Clear and Specific

When drafting an event planner contract, clarity is key. Use straightforward language and avoid bague or overly technical terms that might confuse your client. Clearly outline every aspect of the agreement, from the services provided to payment terms, timelines, and responsibilities. The more specific you are, the less room there is for misinterpretation. For example, rather than saying “vendor coordination,” specify whether that includes sourcing vendors, negotiating contracts, or just confirming arrival times for the day of the event. A clearly written contract builds trust and reduces the chances of disputes later on.

Customize for Each Client and Event

Every event and every client is different, so your contract should reflect the unique needs of each client. Avoid using a one-size-fits-all template without tailoring it to the specific services, venue, timeline, and budget of each event. Take the time to review and adjust the details for each new client so the contract accurately reflects the scope of work and expectations. Customizing your contract shows professionalism and ensures a mutual understanding of what is and isn’t included in the services.

Include a Dispute Resolution Clause

Even with the most thorough contract, disagreements can still arise. Including a dispute resolution clause in your contract lays out the process for handling conflicts if they occur. This might involve steps like mediation, arbitration, or going through small claims court, depending on the nature of the dispute. Having a method for resolving issues that both parties agree on can save time, money, and stress for both you and your client. It also demonstrates that you’re proactive and prepared for all possibilities.

Have It Reviewed by a Legal Professional

Before finalizing your contract, it’s wise to have it reviewed by an attorney who specializes in contrcts or small business law. They can help ensure that your contract is legally sound, enforceable, and compliant with local laws. While it may seem like an extra step, a legal review is an investment in protecting your business from potential liabilities. It also gives you peace of mind knowing that your contract covers all the necessary bases and can stand up in a legal setting if needed.

BONUS: Event Planner Contract Template

I’ve created a downloadable Event Planner Contract Template for you to use with your clients. A standard event planning contract template that you’re able to tailor for each and every event you and/or your company is planning. The contract template is a fill-in-the-blank type document. But where there are blanks, I’ve included sample language for you to use.

Shop it here >>> Event Planner Contract Template

WHAT DO YOU GET?

PDF version of the contract template
Word version of the contract template
Easily identifiable highlighted portions within the contract template that are fill-in-the-blank portions where you’ll be able to tailor the contract template to each individual event and each client