{"id":31547,"date":"2019-11-14T15:35:29","date_gmt":"2019-11-14T23:35:29","guid":{"rendered":"https:\/\/www.peerspace.com\/resources\/?p=31547"},"modified":"2024-08-21T10:15:01","modified_gmt":"2024-08-21T17:15:01","slug":"event-planning-contract","status":"publish","type":"post","link":"https:\/\/www.peerspace.com\/resources\/event-planning-contract\/","title":{"rendered":"6 Things You Need in Every Event Planning Contract"},"content":{"rendered":"\n

An event planning contract is a crucial way that event planners can legally protect themselves, not to mention an important source of legal protection for the clients, as well. Rather than loosely and verbally agreeing to some plans, it\u2019s essential to put all of your agreements with a client regarding the event into writing. Not sure how to create a rock-solid event planning contract? Check out the six must-have elements to include in your written agreement.<\/p>\n\n\n\n

Savvy event planners are well-informed about the need for a contract \u2014 in fact, it\u2019s no small part of what makes these individuals successful. An official event planning contract can ensure that both you and the client know what you\u2019re getting into, as well as the responsibilities each party is liable for. If it\u2019s well-written, it just about prevents any unintentional miscommunications.

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1. Terms for client cancellation<\/h3>\n\n\n\n

Cancellation most likely won\u2019t be an issue if all goes well! However, you still want to be sure that you have a plan in place if things fall through. For instance, maybe something happens so that the host is no longer able to hold the event, but you\u2019ve already put in weeks of work toward event planning. In that case, make sure you\u2019re still going to get paid for the time you\u2019ve spent so far. Your event planning contract should have a cancellation clause that describes how all deposits, fees, etc. that the client has paid to you so far cannot be refunded. <\/p>\n\n\n\n

Not only will this protect you from having completely wasted time and effort if the client does indeed cancel, it reduces the chance that they will cancel, because they will still have to pay money for the cancelled event. Additionally, you should describe instances when the client is allowed to cancel, how much they will be refunded if <\/em>they cancel early enough \u2014 all the details that will be pertinent depending on when the cancellation occurs.<\/p>\n\n\n\n\n

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Book the perfect event venue.<\/h2>\n\n \n \n

\n Peerspace is the easiest way to book the perfect event space. Enjoy the largest location library and hassle-free bookings today. <\/p>\n\n \n \n Find event venues<\/a>\n\n \n <\/div>\n

\n <\/div>\n<\/div>\n\n\n\n

2. Terms for if you cancel<\/h3>\n\n\n\n

Since we\u2019ve already discussed what to do if the client cancels, what about if you cancel as the event planner? It\u2019s certainly possible that something can come up at the last minute that you could never have predicted, whether it\u2019s a medical issue or a family emergency of some kind. In this case, you\u2019ll want to be protected from extremely negative consequences. So, in your event planning contract, describe what you\u2019ll do if you end up having to stop working on this event. <\/p>\n\n\n\n

Perhaps you\u2019ll refund the client to make up for inconveniencing them. Or maybe you\u2019ll be responsible for locating another event planner to replace you so that the client is not left high and dry at the last minute. You and the client must come to an agreement about what would be satisfactory in this situation, and that agreement will vary with different event planning contracts.

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3. Payment details and schedule<\/h3>\n\n\n\n

How much will the client pay you, and when will they do so? This includes deposits, various fees relating to vendors and other costs, and the entire amount that the client will end up paying you, among other fees depending on the event you\u2019re planning. Don\u2019t just say how much <\/em>they\u2019ll give you, and for what. Be sure to include a payment schedule as well \u2014 are they paying you for everything at the beginning or throughout the course of the planning process? <\/p>\n\n\n\n

Additionally, as part of these details, you should include a budget for the event. You can\u2019t predict how much everything will cost, but you can have a reasonable sense of an estimate so that no enormous costs come up at the last minute. The client should be able to predict roughly how much they\u2019ll pay for everything, including costs you incur for vendors and other third-party services, as well as for your hours of event planning prowess. 

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4. Which event planning services you\u2019ll provide<\/h3>\n\n\n\n

Don\u2019t just say that you\u2019ll act as an event planner. What event planners do varies enormously, depending on the kind of event and the planner\u2019s particular expertise. You don\u2019t want to be on the hook for doing tons of extra work that you never expected to do. That\u2019s why you and the client should establish clear parameters for what they expect you to be responsible for. <\/p>\n\n\n\n

For instance, will you be in charge of marketing, or will the client have to hire another professional to oversee this element? Do you know enough about audio\/video technology to figure this aspect out yourself, or will you expect that aspect of the event to be dealt with by someone else? Not only should you list what planning services you\u2019ll provide \u2014 you should also mention any significant tasks that you won\u2019t be doing. This way, the client has a clear sense from the beginning \u2014 and in writing \u2014 of what to expect.<\/p>\n\n\n\n\n

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\n\n \n

Book the perfect event venue.<\/h2>\n\n \n \n

\n Peerspace is the easiest way to book the perfect event space. Enjoy the largest location library and hassle-free bookings today. <\/p>\n\n \n \n Find event venues<\/a>\n\n \n <\/div>\n

\n <\/div>\n<\/div>\n\n\n\n

5. Termination clause<\/h3>\n\n\n\n

We\u2019ve already discussed what happens if the client cancels (refer to item No. 1), or if you\u2019re forced to back out as an event planner (item No. 2). But your event planning contract should also include a termination clause, also known as a \u201cforce majeure\u201d clause, which is a different but related issue. If something happens that\u2019s outside the control of both the client and yourself, such as a natural disaster (unlikely but definitely possible), you\u2019ll both want to be legally protected. <\/p>\n\n\n\n

This clause should include what kind of unexpected circumstances would fall under the clause, whether the event will be moved to a different date or location if these circumstances occur, how payment to the event planner will proceed in this situation, and so forth.

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6. Indemnity-related clause<\/h3>\n\n\n\n

You might call this a \u201cclassic clause\u201d for just about any contract. They\u2019re so ubiquitous because they\u2019re essential to include. Indemnification clauses make sure that the event planner isn\u2019t held responsible for injuries, damages, and subsequent lawsuits that are the fault of the client, the event\u2019s guests, vendors and suppliers hired by the client, and other parties other than the event planner. <\/p>\n\n\n\n

Ensure that if something bad happens, the correct party is held legally responsible. This is what the indemnification clause covers, and you should be very careful in crafting it because it can have important consequences if something goes wrong. Define the terms in clear language in your event planning contract.

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Find unique event venues on Peerspace<\/em><\/strong><\/a><\/h2>\n","protected":false},"excerpt":{"rendered":"

An event planning contract is a crucial way that event planners can legally protect themselves, not to mention an important source of legal protection for the clients, as well. Rather than loosely and verbally agreeing to some plans, it\u2019s essential to put all of your agreements with a client regarding the event into writing. Not<\/p>\n","protected":false},"author":27,"featured_media":31592,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"","_yoast_wpseo_metadesc":"Not sure how to create a rock-solid event planning contract? 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