ContractsCounsel Logo
Home Types of Contracts Event Planning Contract

Jump to Section

An event planning contract expresses a business deal's lawful terms and conditions between a client, event planner, organizer, and merchant or service provider. It is also frequently referred to as a vendor contract or an agreement for event services. A properly written legal contract agreement guarantees understanding and clarity for all parties. It explains the obligations and expectations involved, eliminating any room for misinterpretation.

Clauses to Include in an Event Planning Contract

Here are some clauses that must be included in an event planning contract.

  • The Payment Plan: When do you want to be compensated by clients for your work? A deposit is typically required for event planning services, with the remaining balance due after the event. Establish a deadline for the initial deposit in your contract and event planning schedule. Make it clear in writing that you will not start working until the client has paid that sum. The remaining amount can be paid in smaller installments for each planning milestone or in full after the event by the client. Ensure to include taxes and other additional fees and break down the line items (such as venue rental, equipment, and catering).
  • Cancellation Policies: A client may withdraw from the event planning process in the middle of it. If you have already partially planned the event, what should you do? Your contract may shield you from financial loss by adding a disclaimer that says clients bear all expenses incurred for the event after the last payment. In this manner, you will receive payment for all of the labor you have completed up to that point if the last payment was the initial deposit.
  • The "You can cancel" Clause: Customers quitting in the middle is not unusual. However, what happens if you decide to withdraw as the event planner? It happens "perhaps a higher-profile client makes a last-minute request, a vendor you hired cancels, or you experience an unanticipated medical emergency. Known as a cancellation-by-hotel clause, this kind of agreement is typical in the hotel sector. Include the options that let you opt out of the contract for event planning. But you also have to make provisions for the client you are abandoning. This can entail compensating the client for the initial deposit or locating another third-party planner.
  • Termination Clause: The cancellation terms should not be confused with a termination clause. Termination is the term used to describe cancellation for unforeseen circumstances that are out of either party's control. A termination clause lists the situations in which no one can be held accountable. Although these situations are extremely unlikely, strange things can happen anytime! Your contract needs to include self-defense clauses.
  • The Indemnity Clause: If a third party sues you because of the client's negligence, an indemnity clause protects you from liability. For example, the clause guarantees guests cannot lawfully sue you if injured. In this case, the venue operators—not you—should be held responsible for the client.
  • A Photo Release Option: This provision is useful if you wish to use event photos to advertise your business, but it is not necessary. Your event planning contract may include a photo release clause that permits you to use and alter event photos for promotional purposes. Contracts for wedding planning and photography frequently contain this clause. Since it will result in more exposure for their own business, most clients should not find this problematic. However, you must address it in writing. Your safety net is an agreement with an event planner. Never accept any work based on a verbal agreement alone. This is true even if you are dealing with a devoted client you have grown to like.

Essential Components of an Event Planning Contract

The following crucial components should be taken into consideration when creating an event contract agreement:

  • Name the Parties Concerned. In your event contract agreement, make sure to include all relevant parties. It describes the person or group in charge of organizing, planning, and carrying out the event. Establishing each party's legal relationships, rights, and obligations during the event planning and execution process requires identifying and including the relevant parties in the event contract agreement. These parties may include participants, clients, vendors, event organizers or companies, and service providers.
  • Give Specifics About the Event. The event details section of an event contract agreement should include complete details about the event. This will facilitate the communication between the client and the event organizer and ensure they know all the event details. Give a detailed description of any branding or theme elements for the event, if any. Indicate what you expect to receive from the event, including any reports, presentations, marketing materials, or other outputs that the parties have decided upon.
  • List the Services Provided by the Event Planning Firm. It is essential to provide a clear and detailed description of the event planning company's services. Describing the event planning company's services in the contract agreement is essential so that both parties know the exact services to be rendered and the extent of the work.
  • Assign Areas of Accountability. It is recommended that each party's obligations be clearly stated in the event contract agreement to ensure a smooth and efficient process of event planning and execution. Everyone is more aware of their roles and responsibilities, accountability is established, and expectations are made clear when responsibility is shared in this way. This supports innovative and successful event collaborations.
  • Specify the Event Budget. When the estimated budget is included in the event contract agreement, it improves accountability, transparency, and the effectiveness of event management. This makes it possible to manage finances during the event planning process effectively and provides the client and the event planning company with a clear understanding of the event's finances.
Meet some lawyers on our platform

Sarah S.

31 projects on CC
CC verified
View Profile

Leonid G.

4 projects on CC
CC verified
View Profile

Ryenne S.

630 projects on CC
CC verified
View Profile

Daniel R.

139 projects on CC
CC verified
View Profile

Key Terms for Event Planning Contracts

  • License Grant: To ensure the event's success, each party gives the other party a non-exclusive, worldwide, royalty-free license to use any prior intellectual property.
  • Confidential Information: Any non-public information, data, materials, documents, trade secrets, know-how, financial information, or proprietary information that one party discloses to the other during the event is considered confidential information.
  • Force Majeure: Any event contract agreement must include a force majeure clause to protect both parties from unanticipated events or circumstances that might prevent them from carrying out their obligations.

Final Thoughts on Event Planning Contracts

All parties involved should be listed in the agreement and provide comprehensive details about the event. It should also list the services offered, payment terms, policies for refunds and cancellations, force majeure clauses, terminations, etc. Before signing the agreement, you must ensure all parties have read and comprehended it completely. To ensure that the terms of the event contract agreement abide by applicable laws and regulations, the parties should seek legal advice. Comprehensive and unambiguous contract clauses offer a structure for a just and orderly end to the contractual relationship while safeguarding the interests of one or more parties.

If you want free pricing proposals from vetted lawyers that are 60% less than typical law firms, Click here to get started. By comparing multiple proposals for free, you can save the time and stress of finding a quality lawyer for your business needs.

ContractsCounsel is not a law firm, and this post should not be considered and does not contain legal advice. To ensure the information and advice in this post are correct, sufficient, and appropriate for your situation, please consult a licensed attorney. Also, using or accessing ContractsCounsel's site does not create an attorney-client relationship between you and ContractsCounsel.

Need help with an Event Planning Contract?

Create a free project posting
Clients Rate Lawyers 4.9 Stars
based on 11,002 reviews

Meet some of our Event Planning Contract Lawyers

Zachary J. on ContractsCounsel
View Zachary
5.0 (228)
Member Since:
May 27, 2022

Zachary J.

Free Consultation
Crown Point, IN
5 Yrs Experience
Licensed in IL
The University of Michigan Law School

I am a solo-practitioner with a practice mostly consisting of serving as a fractional general counsel to growth stage companies. With a practical business background, I aim to bring real-world, economically driven solutions to my client's legal problems and pride myself on efficient yet effective work.

Donya G. on ContractsCounsel
View Donya
4.9 (59)
Member Since:
July 11, 2020

Donya G.

Contract, M&A, E-Commerce Attorney; Contract Dispute and Dispute Resolution Specialists
Free Consultation
United States
24 Yrs Experience
Licensed in CT, NY
Pace University School of Law

I am a licensed and active NY and CT Contracts Attorney, with over 20 years of diverse legal and business experience. I specialize in reviewing, drafting and negotiating commercial agreements. My practice focuses on working with small business clients as well as clients from international brokerage firms on acquisitions, especially in the Ecommerce space; drafting, negotiating, reviewing and advising on business agreements; ; breach of contract issues, contract disputes and arbitration. I am licensed to practice in New York and Connecticut, and am a FINRA and NCDS Arbitrator. My experience includes serving as General Counsel to small businesses. This entails reviewing, updating and drafting contracts such as employments agreements, asset purchase agreements, master services agreements, operating agreements and a variety of business and commercial contracts. Additionally, I assist clients with business strategies, contract disputes and arbitration. My diverse experience allows me to give my clients a well-rounded approach to the issues they face. I have been at top AML law firms; a Vice President at an Investment Bank, a Civil Court Arbitrator presiding over cases in contract law, commercial law, a Hearing Officer, presiding over cases and rendering written decisions, and a Judicial Clerk to a Civil Court Judge. It would be a privilege to assist you and your business with my services.

Michael B. on ContractsCounsel
View Michael
4.8 (14)
Member Since:
October 30, 2020

Michael B.

Free Consultation
14 Yrs Experience
Licensed in IL, MN, WI
University of the Pacific

Michael has extensive experience advising companies from start-ups to established publicly-traded companies . He has represented businesses in a wide array of fields IT consulting, software solutions, web design/ development, financial services, SaaS, data storage, and others. Areas of expertise include contract drafting and negotiation, terms of use, business structuring and funding, company and employee policies, general transactional issues as well as licensing and regulatory compliance. His prior experience before entering private practice includes negotiating sales contracts for a Fortune 500 healthcare company, as well as regulatory compliance contracts for a publicly traded dental manufacturer. Mr. Brennan firmly believes that every business deserves a lawyer that is both responsive and dependable, and he strives to provide that type of service to every client.

Scott B. on ContractsCounsel
View Scott
Member Since:
January 26, 2024

Scott B.

Free Consultation
Los Angeles, CA
1 Yr Experience
Licensed in CA
Purdue Global Law School

Scott Bowen, Esq brings legal experience in family law, special education law, and healthcare law matters. Scott also has over 20 years of expertise in healthcare compliance, medical coding, and healthcare consulting to the firm.

Damian T. on ContractsCounsel
View Damian
Member Since:
January 29, 2024

Damian T.

Founding Partner
Free Consultation
Albuquerque, NM
2 Yrs Experience
Licensed in NM
New York University School of Law

Damian is a founding partner of Holon Law Partners. He began his career as an officer in the Marine Corps, managing legal affairs for his command in Okinawa, Japan. In this role, he conducted investigations, assembled juries for courts martial, and advised his commander on criminal justice matters. Damian was twice selected to serve as his unit’s liaison to the Japanese government and self-defense forces. Damian later worked as a transactional attorney in New York, where he handled commercial real estate, finance, and restructuring matters. He has also participated in insider trading investigations at the SEC, worked on compliance at a private equity firm, and managed legal operations and special projects at a vertically integrated cannabis company in New Mexico. Damian draws on these diverse experiences to provide his clients with creative solutions to thorny legal issues – from negotiating commercial leases to managing complex securities offerings. In addition to practicing law, Damian volunteers as a research assistant at the University of New Mexico Medical School’s McCormick Lab – studying the microbiology of longevity and aging. When not working, he enjoys spending time with his two pit bulls and pursuing his passions for foreign languages, art, philosophy, and fitness. Damian resides in Albuquerque, New Mexico.

Jonathan F. on ContractsCounsel
View Jonathan
Member Since:
January 28, 2024

Jonathan F.

Senior counsel
Free Consultation
St. Louis, Missouri and The Villages, Florida
32 Yrs Experience
Licensed in MO
Saint Louis University School of Law

Trial and transactional attorney with over 30 years experience with complex business transactions and disputes.

Aaron S. on ContractsCounsel
View Aaron
Member Since:
January 28, 2024

Aaron S.

Free Consultation
Los Angeles, CA
5 Yrs Experience
Licensed in CA, TX
University of Texas School of Law

My passion is protecting the passions of others. I have 5+ years of contract review, and all aspects of entertainment law including negotiation, mediation, intellectual property, copyright, and music licensing. I also have experience working with nonprofits, and small businesses helping with formation, dissolution, partnerships, etc. I am licensed in both Texas and California.

Find the best lawyer for your project

Browse Lawyers Now

Quick, user friendly and one of the better ways I've come across to get ahold of lawyers willing to take new clients.

View Trustpilot Review

Need help with an Event Planning Contract?

Create a free project posting
Clients Rate Lawyers 4.9 Stars
based on 11,002 reviews
Business lawyers by top cities
See All Business Lawyers
Event Planning Contract lawyers by city
See All Event Planning Contract Lawyers

ContractsCounsel User

Recent Project:
Review of wedding vendor contracts (Floral Design & Videography)
Location: Illinois
Turnaround: A week
Service: Drafting
Doc Type: Event Services Agreement
Number of Bids: 7
Bid Range: $299.99 - $700

ContractsCounsel User

Recent Project:
Draft Event Space Rental Agreement
Location: Nevada
Turnaround: Less than a week
Service: Drafting
Doc Type: Event Services Agreement
Number of Bids: 7
Bid Range: $700 - $1,475

Need help with an Event Planning Contract?

Create a free project posting
Clients Rate Lawyers 4.9 Stars
based on 11,002 reviews

Want to speak to someone?

Get in touch below and we will schedule a time to connect!

Request a call

Find lawyers and attorneys by city