Vendor contract template for events.
A vendor service agreement for an event should name the parties, describe exactly what you will deliver, set the date, time and place, and spell out the deposit, balance due, cancellation, rescheduling, travel and liability terms. Copy the clauses below, replace the [Placeholders], and have a lawyer review the result before you use it.
Updated
Who, what, when and where.
SERVICE AGREEMENT. This agreement is between [Your business name] ("Vendor") and [Client name] ("Client"), dated [Date].
1. Services. Vendor will provide [Describe the service or package, for example: henna for up to [Number] guests / [Number] hours of event photography / catering for [Number] guests]. Anything not listed here is not included. Extras can be added in writing for an extra fee of [Amount or rate].
2. Event details. Date: [Event date]. Service hours: [Start time] to [End time]. Location: [Venue name and address]. Client will give Vendor [Setup access, power, table, parking, a point of contact on the day] by [Time].
3. Deliverables. [What the client receives and when, for example: edited photos in an online gallery within [Number] days / a finished menu and setup at [Time].] Vendor keeps the right to use [photos or images of the work] for [portfolio and marketing] unless Client asks in writing not to.
Fees, deposit and balance.
4. Fee. The total fee is [Total amount]. It covers the services in section 1 and [travel / setup / equipment, whatever is included]. Sales tax, if it applies, is [included / added].
5. Deposit. A deposit of [Deposit amount] is due when Client signs. The date is not held until the deposit and the signed agreement are both received. [The deposit is non-refundable / the deposit is refundable until [Date], and after that it is non-refundable], because Vendor turns away other work to keep the date.
6. Balance. The remaining [Balance amount] is due [Number] days before the event / on the day of the event before service begins. Payment methods accepted: [Card, bank transfer, other]. Late payment may mean Vendor cannot perform the service, and the deposit is not returned.
7. Extra time and changes. If the event runs past the end time, Vendor can stay for an extra [Rate] per [hour / half hour] if available. A change in guest count, location or hours needs written agreement and may change the fee.
Cancellation, rescheduling, travel and liability.
8. Cancellation by Client. If Client cancels more than [Number] days before the event, Vendor keeps the deposit and returns any other payments [less [Costs already spent]]. If Client cancels [Number] days or fewer before the event, Client owes [Amount or share of the total fee], because the date can no longer be rebooked.
9. Rescheduling. Client may move the event once to a new date within [Time window], at no extra charge, if Vendor is available and Client asks at least [Number] days ahead. Otherwise, the cancellation terms apply.
10. Cancellation by Vendor. If Vendor cannot perform because of illness, an emergency or another cause outside Vendor's control, Vendor will tell Client as soon as possible, [help find a replacement of similar quality where possible,] and refund all payments received for services not delivered.
11. Weather and venue. For outdoor events, Client is responsible for [a backup indoor space / a covered area]. If conditions make service unsafe, Vendor and Client will agree on [a new time / a new place / a rescheduled date] and section 9 applies.
12. Travel. The fee covers travel within [Distance or area]. Beyond that, Client pays [Travel fee or per-mile rate], plus [parking, tolls, lodging] where the trip needs it.
13. Liability. Vendor is responsible for performing the services with reasonable care. Vendor is not responsible for [injury or loss caused by guests, venue conditions or things outside Vendor's control]. [Vendor carries liability insurance, and a certificate is available on request.] Vendor's total liability is limited to the fees Client paid.
14. Entire agreement. This is the full agreement between Vendor and Client. Changes must be in writing and agreed by both. It is governed by the laws of [State].
Signed: [Client name], [Date]. [Vendor name], [Date].
Have a lawyer review it.
This is a starting point, not a finished legal document. Contract rules differ by state and by trade, and some terms (deposits, limits on liability, late fees) may not work the way you expect where you do business. Have a lawyer in your state review your final version once, then reuse it.
Whatever you keep, keep it short and in plain words. A contract your client actually reads and understands is more useful than a long one they skim. This page is not legal advice.
Send it with the quote and get it signed before they pay.
- Attach your contract to a package or quote so the client signs it before they pay.
- Take the deposit online when the client books a date, and charge the balance automatically.
- Keep your certificate of insurance on file and reuse it when a venue or client asks.
Common questions.
What should a vendor contract for an event include?
The parties, the exact services, the date, time and place, the total fee, the deposit and balance schedule, cancellation and rescheduling terms, travel, what happens in bad weather, liability and how changes are agreed. Put everything in writing.
Do I need a contract if I only do small events?
A written agreement protects you on any job where you hold a date or buy supplies for a client. Even a one-page version that covers scope, deposit and cancellation prevents most disputes. Keep a signed copy.
Can I write my own service agreement?
Yes, you can start from a template like this one, but have a lawyer in your state review it once before you rely on it. Reviewing a template you will reuse is far cheaper than fixing a dispute.
What is the difference between a quote and a contract?
A quote tells the client what you would charge for what. A contract is the signed promise: it adds the dates, payment schedule and what happens if plans change. Many vendors send them together.
Does the client need to sign before I hold the date?
It is the safest way. Hold the date only once you have the signed agreement and the deposit, and say so in the agreement.
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