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
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.