If you plan events, you’ve probably learned to expect the unexpected. Even if you do your job 100%, there will always be situations that arise that you couldn’t have foreseen. That’s why it’s so important to have a strong contract in place to protect yourself from legal liability. We’ve taken the headache out of putting together contracts with our free and fillable event planner contract template with all the right legal language to ensure you are well protected. Deliver this agreement and get it signed in minutes with built-in eSignatures.
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Taylor WoodruffAccount Executive , Grow.com
Proposable just works. I can make visually interesting sales presentations, dynamically insert content, and execute agreements. Proposable powers our entire sales process.
Brad Wisler
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Event planning may seem like a glamorous career – putting together parties and celebrations seems like a lot of fun and glitz. But event planning is a lot more than glitter and champagne – it requires incredible attention to detail, the ability to multitask, and amazing people skills, to name just a few. An event planner must be able to manage multiple items at once, from scheduling to guest lists to menus, as well as managing people from caterers to entertainers to guests themselves. While there can be an element of glamour to event planning, there is a lot of hard work as well, making it a difficult, yet essential position.
Event planning can also be rewarding. Event planner income is not insubstantial depending on the complexity of the event, level of experience, and event management fees charged. For personality types who thrive on order and organization and yet have a flair for design and excellent people skills, it can be a rewarding career.
One of the most important pieces in an event planner’s toolbox is a contract. Without that in place, all the moving pieces of an event can create liability – what happens if a venue cancels, or a guest contracts food poisoning, or a musician is injured on the job? You must plan for every variable. An independent contractor agreement checklist is a great place to start. Find a sample of a letter of employment contract basis, a sample bond agreement between employer and employee, an event cancellation clause example – all of these items will help you ensure you have all the pieces in place to make sure everyone involved is covered. Then it’s time to go forth and sell your services, starting with getting the right contract in place.
Having the terms of your event planning services in writing is essential – verbal agreements are not enough. If you’re not sure where to start, how much to charge or what event planner contracts and fees usually involve, start with a simple event contract template or an event planner contract sample. This will help you understand some of the things that need to be covered, and why – for example, most event planners work on a retainer up front with the balance due after the event, although others work on a lump-sum basis. Why? Event planning expenses can vary depending on the type of event – search for an event planner price list PDF or event planning cost estimator, which will give you an idea of where the fee schedule should fall. Event planning packages pricing estimates will allow you to price out different packages for customers.
What could go wrong if you don’t have a contract, you may ask? The client, venue, or any of the hired workers could cancel, and without a contract, who is liable, and how do you still get paid for work done? And what if no one is to blame? A force majeure clause ensures that in the event of unforeseen circumstances – for example, a global pandemic shuts down gatherings of more than 10 people at a time – no party is held liable. A force majeure clause in a catering contract, for example, would state that neither the caterer, host nor planner is responsible for the cancelation. A good event venue contract template will come complete with language of that nature already in place, ensuring that all parties are liable for only the things under their control. Event termination fees will otherwise be spelled out – in the event of a cancellation by the venue or planner, the client would get their deposits back, while if a bride canceled a wedding, the venue would still retain deposits.
Weddings, of course, are one of the most common types of events one would need a planner for. Wedding planners handle everything – from professional staff, like caterers, florists, and musicians, to guests, family and the wedding party. Asking the same person to coordinate both a professional chef creating personalized hors d’oeuvres and crazy Aunt Gertie who needs to be kept away from the bride’s dressing room is a tall order, and a wedding planner contract agreement needs to take that into account. Planning weddings tends to be a bit more complex than other events as well because there are so many people involved – you’re usually dealing with a couple at minimum, and potentially one or both sets of parents.
Wedding planner contract clauses need to allow for a certain number of changes to the menu, for example, as well as establish office hours so you’re not getting calls at all hours, and of course, itemize what happens if the wedding is canceled. Wedding planner contract terms and conditions cover the planner in all of these possible scenarios and more. Search for a wedding vendor contract template or wedding event contract template to make sure you have all your bases covered.
