What Is an Event Contract?

An event contract is a legal document that organizers use when their services are sought by clients. This document primarily serves to define the scope of the event organizer's services and its limitations. Just like any other form of contract, this one specifies the terms that both the professional and the client have agreed upon.

How to Create an Event Contract

how to create an event contract

Learn how to create your event contracts professionally by making use of the step-by-step instructions below. These guidelines will ensure that your event contract is able to cover everything from terms and conditions to clauses. By creating an effective event contract, you'll not only be able to set the terms clearly but you'll also be able to make business and service contracts appear more credible than the competition.

1. Meet up with the Client to Discuss and Negotiate

Before you can start making your event contract, it is important that you should first meet with your client to discuss relevant event budget matters. This way, you'll learn about the client's preferences and you can also inform them about what you can do for them. During this meeting, it would be very handy for you to take down notes, you can use this information as a reference for your offer.

2. Know the Essential Things in an Event Contract

After meeting with the client, determine what needs to be included in the contract. There are many elements that can be written on event contracts, and these include but are not limited to the scope of service, the cancellation terms, and the termination contract clause. Also included in an event contract is the schedule or deadline of payment, indemnification clause, and the photo release clause (for instances wherein the client allows the organizer to use photos from the event for Business promotion).

3. Write an Outline of the Offer

Based on the notes that you wrote when meeting with the client, you can now start outlining your offer. You can also refer to the elements that should or can be included in an event agreement to help you in writing the outline. Making an outline will actually save you time since you'll already have a much clearer picture of what your contract will contain.

4. Create your Contract Using a Word Processor

Whatever word processing software you're comfortable with, open it and create a new document to start working on your event contract. If you have a letterhead for your business, you may add it to the layout in order to make your contract much more presentable. Refer to the simple outline that you prepared and don't forget to indicate your name as the event planner and the name of the client on the bottom part of the contract.

5. Print and Sign your Contract

After proofreading the content of your contract, start printing a copy of it. Ideally, you should print two copies of your contract, one for you to keep and the other to be given to the client. Also, don't forget to write yours and the client's signature or on all copies of the contract in order to fully seal the deal.

What are the Different Components of Event Contracts?

Before knowing the different components of an event contract, let us first learn about the different types of events. Events are usually of three different types, namely

  • Private Events(weddings, birthday parties, festival gatherings, etc.)
  • Corporate Events(seminars, meetings, networking events, etc.)
  • Charity Events(Sports events, Sponsored events, auctions, etc)

Although these segregations have been done based on their context, type, and size, A common component is a contract that delineates the terms and conditions, clauses and other particulars clearly with the respective organizers. Some necessary components in an event contract are:

  • Payment Schedule
  • Cancellation-by Client Clauses
  • Terms for Cancellation
  • Indemnification Bond
  • Termination Clause
  • Photo Release Clause

Without even one of the above, the contract will be deemed incomplete and would pave the way for unforeseen confusion in the future hampering the smooth execution of the event.

How to Start an Event-Planning Service?

While some may think, event planning is an easy job and does not require much effort, the reality is quite different. Event Planners need to go through rigorous training and obtain proper degrees to qualify for the post. One of their main challenges includes making a name in the market by offering reliable and cost-effective services. If you aspire to be in the business:

  • Complete an Internship

This internship should be in a field similar to your career objective. If you are planning to be a hotelier or chef try to do an internship in a popular hotel or restaurant to learn what the job demands of you.

  • Try Relevant Entry-Level Work

Some industries you can join to gain a beginner-level experience are-administrative assistance, catering management, estate management, guest relations, volunteer events coordinator, etc. Do not look at the pay, because once you learn better, there is nothing stopping you. Start with small steps.

  • Learn to Emulate

Learn to take instructions from your bosses, follow the professionals around you, begin coordinating event meets and forums and present ideas. Once you learn the way experienced people operate in the business, try to do the same.

  • Make Contacts and Form a Network

Make sure more and more get to know about your event planning service. Be clear about the kind of service you give out. The reliability of your business, your professionalism should make your mark in the market.

If you are still not sure, thoroughly read the multiple event contract samples we have prepared for you. Let’s just cut to the chase, download the sample suiting your need the most, make the modifications and its ready in a minute! Whenever you need a helping hand, find us on the other side!

Read More