The disappointment you felt as a child for promises that weren’t fulfilled is nothing like that of an individual who counted on the services you promised to perform for an event, if you’re an event planner that failed to deliver. People have expectations within the professional realms of work that is expected to be met. Event planning is no different and having a written contract is a crucial factor of an event’s success.
6 Steps to Make an Event Planning Contract
Step 1: Know Your Audience
While knowing the type of event or occasion may already give you an idea what type of guests the client is going to host, knowing who they are and how many would be in attendance should still be one of your priorities. Additionally, the number and type of guests could limit your choices of event space or venue.
Step 2: Set Up A Meeting
Before starting to write your contract, it’s wise to schedule a meeting with the client especially if you want to discuss event specifics such as venue, catering, food menu and party theme, among others. Having a meeting will also allow negotiations since the client may have their preferred suppliers for venue logistics and other things related to the event.
Step 3: Specify Services You Provide
As an event planner, it may seem obvious to include a list of the planning services you typically provide, in the contract and you’re not wrong. However, detailing which services you will be providing and what the limitations are, is very important. For instance, some event planners may include party decorations and others may not.
Step 4: Include A Payment Schedule
Event planning contracts should always have terms of payment and details about the method and schedule of billing the client. Start with the date for initial deposit and clearly state that no work should begin until the amount has been received. Write the schedule of payment and be specific about future payments that should be made out to you.
Step 5: State Information On Vendors You’ll Work With
If your firm is used to working with third-party vendors and suppliers in providing some or any of the services, information regarding who those vendors are must be seen in the contract as well as the services they provide. In this case, a bullet-point list will be very helpful so that the client can easily go over them.
Step 6: Add A Cancellation Clause
You know what they say about the best laid pans. Too cliche? Maybe, but it’s not always wrong either because even the most organized and well-meaning host or client can cancel when something goes wrong. A cancellation clause is your best weapon against losing money so that you’ll get paid for whatever work you’ve already started and resources you’ve already used.
7+ Event Planning Contract Templates
1. Event Contract Template
In a hurry to finalize your event planning process? We have this event contract template which you can use to speed up your agreement with the client. When everything else is decided, it’s good to have a written record of your agreement so download this template in all versions of Google Docs, MS Word, and Pages.
2. Event Contract Agreement
Being an event planner doesn’t come without about a dozen or so responsibilities. It’s a good thing we’ve got this premium event contract agreement template made especially for your planning needs. Download and customize the file according to the specific services you provide then print in any format available for added convenience!
3. Event Planning Contract Template
Create and make changes to your event planning contract by making use of this template, professionally-designed to comply with legal requirements. Edit and download in any of MS Word, Pages, and Google Docs so that you have a written agreement you can refer back to when you need to verify the services and limitations you have agreed to.
4. Private Event Contract Template
Have a client who is interested to book your services for a private event? We’ve got you covered with this sample event contract that you can easily access on our website. Make changes as necessary then print in any of the formats you prefer. Waste no time and get this template now to ensure your profit and cash flow as an event planner is protected!
5. Wedding Event Contract Template
Are you pressured with an upcoming wedding that you promised to provide services for? Let this wedding event contract sample help you with the planning process. Make your task easier by downloading this well-written document to ensure you’ve got everything written down and signed by both you and your client. Get this template in either MS Word or Pages!
6. Event Contract Sample
When a client wants to book your services for planning an event, you’ll find this event contract sample to be very helpful in establishing terms and conditions needed before any work starts. Having a written contract is the best way to ensure that both parties’ interests are protected in such business transactions, so go ahead and download this template now!
7. Event Planning Contract
Are you someone who decided to take event planning as a profession? If you’re new to the business, then you should know that maintaining a great relationship with your client base starts with setting the right expectations and meeting them, so download this sample event planning contract to help you get started!
8. Private Event Planning Contract Template
Outline all necessary service provisions and terms in a written contract for a client’s event with this event contract template. Modify the content and fit it to the needs of the client and the services you provide. Don’t forget to include the limitations and scope of your event planning services and print this template to have a copy of the document!