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10+ Event Planning Contract Examples [ Company, Employee, Client ]


Have you ever tried planning out an event before? Events like weddings, birthdays, debuts, Christmas parties, etc. We all know that when it comes to planning out events, whether for a client, a company you work in, or for a special kind of employee for what reasons, it is always important to take notice of the necessary things like a contract. What do I mean by this? People who work as event coordinators know that the most important thing is a contract. You must at least have a contract for your client to sign in order for both of you to make deals. Now you may ask yourself, what can a contract do for both the client and the event coordinator? There are of course a lot of things a simple contract can do. But the question here is if the event coordinator and the client understand and are in the same boat as each other. If you plan on creating an event in a specific location fit for the event, you must at least know the basic things necessary for it to happen. With that being said, I give to you 10+ Event Planning Contract Examples. Check them out now.

10+ Event Planning Contract Examples

1. Event Planning Contract Template

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File Format
  • MS Word
  • Google Docs
  • PDF

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2. Event Planner Contract in PDF

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File Format
  • PDF

Size: 94 KB

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3. Simple Event Planning Contract

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File Format
  • PDF

Size: 330 KB

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4. Formal Event Planning Contract

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File Format
  • PDF

Size: 238 KB

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5. Event Planning Contract Worker

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File Format
  • PDF

Size: 114 KB

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6. Event Planning Contract Agreement

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File Format
  • PDF

Size: 332 KB

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7. Special Event Planning Contract

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File Format
  • PDF

Size: 262 KB

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8. Company Event Planning Contract

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File Format
  • PDF

Size: 135 KB

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9. Event Planning Full Service Contract

Details
File Format
  • PDF

Size: 284 KB

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10. Client Event Planning Contract

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File Format
  • PDF

Size: 70 KB

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11. Event Planning for Annual Conference Contract

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File Format
  • PDF

Size: 64 KB

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What Is an Event Planning Contract?

An event planning contract is a type of contract that serves as a legally binding document. This document consists of the terms and conditions of the client and the event coordinator. In addition to that, it also consists of the rules that both parties have agreed on and accepted before having to sign it. The purpose of an event planning contract is to let the client understand that there are rules placed and conditions that need to be set in order to provide better service. With this in mind, a contract with better detail is always necessary than a contract with little to no detail about the rules and terms and conditions being defined in the paper. Lastly, it also helps both parties understand that consequences would be there if one of the parties decide to break from the contract.

The Elements of an Event Contract

We all know that a contract is necessary when it comes to businesses that need two or more people to consent on what is being agreed upon. So before you plan on signing an event contract or a contract in general, you may want to check out the elements of an event contract. There are some important details that you need to check first.

1. A Complete List of Their Services

The first element on the list is the list of their services. You can immediately tell if the event coordinator you are planning on striking a deal is good if they have at least a good list of the services placed in front of you. Of course different event coordinators have different services depending on the event you plan on having. But in general, always check their list of services and this includes the prices for each.

2. Terms and Conditions

Who could forget the important element of an event contract. The terms and conditions must always be present. The reason for having to know the terms and conditions is to be able to know what they mean about certain words and certain outcomes of it. The terms and conditions are basically like a set of rules that both parties must follow in order for the contract to work. However, the terms and conditions mostly apply for the client as a way to make them understand that this is how their business works.

3. Schedule for Payment

The schedule for payment must also be present and should always be read carefully. There are of course other contracts who do not place schedules for payment and this could often lead to a lot of misunderstanding. For both parties, it is always best to place it just so that you and your client would both agree to the schedule. Never assume.

4. The Capacity

One other thing to notice when you are dealing with event planning contracts. Always ask for the capacity of their plans. The larger the capacity the higher form of payment, and vice versa. This can come off as tricky especially if they have not placed anything about the capacity and the expectations of the client. There is really nothing more important for an event planner than giving the best of the best for their clients.

5.  The Schedule Calendar

Last but not the least, always ask for the schedule. The more renowned the event planner is, the more clients and businesses they have to attain in a working calendar. Always ask for the nearest schedule or better yet explain in advance that this is the schedule you planned for your event and ask if they can squeeze you in or if they are able to book you at that certain date.

How to Write an Event Planning Contract?

Moving on, it’s high time we know how to write an event planning contract. Whether you plan to do this because you want to know what it looks like or you have to do this because you need to. Being able to know how to write one does not mean it is a requirement, but to be able to check and see especially if your business involves a lot of dealing with clients and rules, it’s best to start off now.

1. Know Your Terms

First thing on the list is to know your terms. As an event planner, you should at least know the terms you plan on setting up before you take on clients. You should learn about this when you set up your contract. Avoid being too vague or ignoring to explain and reason out the terms and conditions of your contract to your client. In addition to that, avoid not being able to write any terms and conditions at all. Winging it will not help.

2. Focus On the Schedule of the Event

The main focus of writing out your contract is to make sure that your client knows what you are doing. Give your client a good first impression about you and how you plan to make their demands a priority. State in your contract that these are the rules, the information and everything necessary before they go with signing. Explain that your main focus on the contract is to be at all times polite and business like.

3. Place the Price for Each List

One thing you should always place as well in your contract is the price of each of the event lists that you may be working in. Never let your clients assume that all the prices are the same. This is the reason as to why a lot of clients and event planners argue. The event planner fails to explain, and the client would immediately assume the prices were client friendly or at least not as expensive as expected. To avoid this, always state the price.

4. Explaining Payments to Your Clients

This tip is connected to the third one about placing the price for each of the list of services that you may offer. Explaining the payments to your clients are also a necessary detail that should be included in the full contract. It is understandable that some clients may expect a shorter version of a contract, but keep in mind that this is still important and should not be forgotten. Explaining the payments and the schedule of payments to see if your client agrees to the schedule should not be taken lightly.

5. All Information Should Be Stated

It goes without saying, a contract is really an important document when dealing with these types of business transactions. Any missing information may be difficult to explain to a client who expects everything to be in the contract. So before you are able to ask a client to sign, check whether you have written everything and have stated everything that should be placed.

FAQs

What is an event planning contract?

A document that serves as a legally binding document between the client and the event planner.

Why is an event planning contract important?

The purpose of an event planning contract is to make sure that both parties agreed to what was being discussed. This includes all the necessary details in a contract, the expectations and the payments.

Is there any consequences to happen if the client refuses to follow the arrangement in the contract?

As we all know that a contract is a legally binding document. The event planner can hold the contract against the client if they refuse to follow once it has been signed. This is why it is always so important to discuss everything first to see if both parties agreed to what is being written.

Before we go, always remember this. When dealing with contracts, always and always ask questions, read the fine print and understand what is being discussed and agreed upon. Contracts are legally binding so what you may have agreed to will happen.

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