Event planner contract template.
An event planner contract should name the scope tier (full planning, partial planning or day-of coordination), list what meetings and tasks are included, disclose how you work with vendors and any commissions, set the payment schedule, explain how changes work, and say how either side can end the agreement. Copy the clauses below and have a lawyer review them.
Updated
Scope, meetings and vendors.
EVENT PLANNING AGREEMENT. This agreement is between [Your business name] ("Planner") and [Client name] ("Client"), dated [Date], for [Event type] on [Event date] at [Venue or city].
1. Scope of service. Client has chosen the [Full planning / Partial planning / Day-of coordination] tier. Full planning covers [budget, venue search, vendor sourcing, design, timeline, rehearsal, day-of]. Partial planning covers [List the parts, for example: vendor referrals, timeline, final walkthrough, day-of]. Day-of coordination covers [Number] hours on the event day, a final planning meeting, a timeline and vendor confirmation starting [Number] weeks before. Anything not listed is not included.
2. Meetings and communication. The fee includes [Number] planning meetings of up to [Length], [Number] venue visits and [Number] vendor meetings. Planner replies to messages within [Number] business days. Additional meetings are billed at [Rate] per hour.
3. Event-day coverage. Planner will be on site from [Start time] to [End time] with [Number] assistants. Coverage past the end time is charged at [Rate] per hour if available.
4. Working with vendors. Client chooses and contracts directly with vendors unless the parties agree in writing that Planner will sign for Client. Planner will give Client a list of recommended vendors and will tell Client of any [referral fee, commission or discount] Planner receives from a vendor. Client pays vendors directly, and Planner is not responsible for a vendor's performance.
Payment, changes and termination.
5. Fee and payment schedule. The total fee is [Total amount]. A retainer of [Retainer amount] is due when Client signs and holds the date. A second payment of [Amount] is due [Date], and the balance of [Amount] is due [Number] days before the event. [Expenses such as printing, travel and supplies] are [included / billed at cost with receipts].
6. Budget. Client's planning budget is [Budget]. Planner will track spending against it and flag items that run over. The budget is a guide. Vendor and venue prices are set by those vendors.
7. Changes. Changes to the date, guest count, venue or scope must be agreed in writing. A change that adds work may change the fee. If Client moves the date, Planner will rebook if available and otherwise the cancellation terms apply.
8. Termination by Client. Client may end the agreement in writing. If Client ends it more than [Number] days before the event, Planner keeps the retainer and payments earned for work done. If Client ends it [Number] days or fewer before the event, the full fee, or [Share of fee], is due.
9. Termination by Planner. Planner may end the agreement if payment is more than [Number] days late or if Client does not respond to requests needed to proceed. Planner will hand over the planning documents, vendor lists and timeline completed up to that point.
10. If Planner cannot attend. If Planner cannot attend because of illness or an emergency, Planner will arrange a qualified [associate or colleague] to take over and will tell Client right away. If nobody can be arranged, Planner refunds payments for services not delivered.
11. Liability. Planner will perform with reasonable care. Planner is not responsible for [injury, loss or damage caused by guests, vendors, venue conditions or events outside Planner's control]. Planner's total liability is limited to the fees Client paid. [Planner carries liability insurance, and a certificate is available on request.]
12. Entire agreement. This is the full agreement. Changes must be in writing and agreed by both. It is governed by the laws of [State].
Signed: [Client name], [Date]. [Planner name], [Date].
Pick one tier and list it clearly.
Keep only the tier the client chose in clause 1 and delete the others. The most common planner dispute is a client who expected full planning and bought day-of coordination, so list what each tier includes and excludes in plain words.
If you earn referral fees or commissions from vendors, say so in clause 4 rather than leaving it out. Clients trust a planner who tells them where the money goes.
Have a lawyer review it.
This is a starting point, not a finished legal document. Rules on commissions, deposits, liability limits and who signs vendor contracts differ by state. Have a lawyer in your state review your final version once, then reuse it. This page is not legal advice.
Send the contract with the quote.
- Attach your contract to a package or quote so the client signs it before they pay.
- Send quotes and invoices that clients pay online.
- Clients request a date from your packages and pay a deposit online, and the balance can be charged automatically.
Common questions.
What should an event planner contract include?
The scope tier, what is included and not, meetings, event-day coverage, how vendors are chosen and paid, any commissions, the fee and payment schedule, changes, termination, liability and governing law.
What is the difference between full planning, partial planning and day-of coordination?
Full planning covers the whole event from budget and vendors to the day itself. Partial planning covers a defined list of tasks. Day-of coordination starts a few weeks before and runs the event day. List each tier's tasks in the contract.
Should an event planner disclose vendor commissions?
It is good practice to say in the contract whether you receive any referral fee, commission or discount from vendors. Disclosure builds trust. Ask a lawyer how rules in your state apply.
How should an event planner structure payments?
Most planners take a retainer to hold the date, a second payment partway, and the balance before the event. Make each due date and amount clear and say what happens if a payment is late.
Can a client end an event planning agreement early?
Yes, if the contract allows it. State how the client ends the agreement, what you keep for work already done, and what is owed if they end it close to the event.
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