Event Planning Contract Agreement
I. Introduction
This Event Planning Contract Agreement (“Agreement”) is entered into on this 5th day of March, 2050, by and between:
[Your Company Name], a corporation registered under the laws of the State of Maryland, with its principal office located at [Your Company Address], represented by [Your Name], Event Planning Director ("Event Planner").
DynaFive, a corporation registered under the laws of the State of Maryland, with its principal office located at Baltimore, MD 21201, represented by Carmel Ryan, Event Coordinator ("Client").
The parties hereby agree as follows:
II. Scope of Services
1. Event Planning Services
Event Planner agrees to provide the following services for the event hosted by Client:
Event Conceptualization: Assistance with creating the overall theme and design of the event.
Venue Selection: Identifying and securing a suitable venue based on the Client’s preferences and budget.
Vendor Coordination: Sourcing and coordinating with vendors for catering, photography, audio-visual equipment, florists, transportation, entertainment, etc.
Logistics Management: Managing timelines, event flow, and on-site coordination for the event.
Guest Management: Sending invitations, managing RSVP lists, and coordinating guest arrivals and accommodations.
Event Production: Overseeing event setup and breakdown, including coordination of decorations, equipment, and materials.
These services will be provided in accordance with the terms outlined in this Agreement.
2. Exclusions
The following services are excluded from this Agreement:
Travel or accommodation costs for Event Planner or Client unless otherwise specified.
Insurance for the event (Client will need to secure separate insurance coverage).
Costs for any services or items not explicitly mentioned in this Agreement.
III. Event Details
1. Event Description
Event Name: Annual Business Gala
Event Date: 10th May, 2050
Event Location: The Grand Hall, 123 Event Drive, Baltimore, MD 21201
Estimated Attendance: 300 people
2. Services Timeline
Initial Planning Meeting: To be held no later than 15th March, 2050, to discuss event goals, themes, and budget.
Vendor Finalization: Vendors must be selected by 1st April, 2050.
Final Run-through: A final meeting to review all event details will take place on 5th May, 2050.
Event Day: The event will take place on 10th May, 2050, with full-day coordination from 8:00 AM to 12:00 AM.
IV. Compensation and Payment Terms
1. Fees
The Client agrees to pay Event Planner as follows:
Flat Event Planning Fee: $15,000 for all planning and coordination services.
Vendor Payments: Client will be responsible for directly paying vendors for services such as catering, entertainment, and decorations, in accordance with their contracts.
Travel and Accommodation Costs: If applicable, Client will reimburse Event Planner for any travel, accommodation, or transportation costs related to the event.
2. Payment Schedule
Deposit: A non-refundable deposit of $5,000 is due upon signing this Agreement.
Final Payment: The remaining balance of $10,000 is due no later than 1st May, 2050, prior to the event.
All payments are to be made via wire transfer or certified check to the Event Planner’s designated account. Payments not received by the due date will incur a 5% late fee.
V. Responsibilities of the Parties
1. Event Planner’s Responsibilities
Provide event planning services as outlined in this Agreement.
Coordinate and manage vendors, venue, and logistics for the event.
Ensure all event-related activities are completed as scheduled.
Maintain communication with Clients to ensure satisfaction and resolve any issues.
Provide on-site event management to ensure smooth operations during the event.
2. Client’s Responsibilities
Include event details: goals, themes, budget, and preferences.
Ensure timely payments for event planning services and vendor fees.
Approve event designs, vendor selections, and contracts in a timely manner.
Provide access to the event venue for planning and setup.
Coordinate any event-related permits or licenses as needed.
VI. Changes and Cancellations
1. Changes to Event Scope
If Client wishes to make significant changes to the event scope, such as increasing the number of attendees, adding services, or changing the event date, such changes will be documented and may result in additional charges. Changes must be communicated to Event Planner in writing and approved by both parties.
2. Event Cancellation
If the event is canceled by the Client:
More than 30 days prior to event date: Client will be responsible for paying 50% of the total fees (deposit and planning services).
Less than 30 days prior to event date: Client will be responsible for paying 100% of the total fees (deposit and planning services).
If Event Planner is unable to perform due to circumstances beyond their control, such as force majeure events, a full refund of the deposit will be issued, but no further liability will be incurred by either party.
VII. Confidentiality
Both parties agree to keep all sensitive information confidential, including but not limited to event details, pricing, and any proprietary business information disclosed during the term of this Agreement. This confidentiality obligation will survive the termination of this Agreement.
VIII. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of Maryland. Any disputes arising from this Agreement will be resolved in the courts located in Baltimore, Maryland.
IX. Force Majeure
Neither party will be held liable for failure to perform any of its obligations under this Agreement due to events beyond its control, including but not limited to acts of nature, government actions, or pandemics.
X. Miscellaneous Provisions
1. Entire Agreement
This Agreement constitutes the full and complete understanding between the parties regarding the event planning services and supersedes all prior agreements or understandings, whether written or oral.
2. Amendments
Any amendments or modifications to this Agreement must be made in writing and signed by both parties.
3. Severability
If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
XI. Signatures
IN WITNESS WHEREOF, the parties have executed this Agreement as of the 5th day of March, 2050.
[Your Company Name]
[Your Name], Event Planning Director
Date: 5th March, 2050
DynaFive
Carmel Ryan, Event Coordinator
Date: 5th March, 2050
For any inquiries, please contact [Your Name] at [Your Email] or reach out to [Your Company Name] at [Your Company Email].
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