Full Template Text
Copy the usable agreement below, replace every [BRACKET] placeholder, then customize for your situation.
Event Planning Contract
EVENT PLANNING CONTRACT
This Event Planning Contract (the "Agreement") is entered into as of [Effective Date] (the "Effective Date"),
BETWEEN:
[Event Planner Name], with a principal place of business at [Event Planner Address] (the "Event Planner");
AND
[Client Name], with a principal place of business at [Client Address] (the "Client").
The Event Planner and the Client may be referred to individually as a "Party" and collectively as the "Parties."
1. EVENT DETAILS AND VISION
The Event Planner will support [Event Name and Date] at [Event Venue] consistent with the Client's vision: [Event Vision Description]. Guest count estimate: [Estimated Guest Count].
2. PLANNING SERVICES AND SCOPE
Services include: [Planning Services Scope]. Out-of-scope services require written addendum. The Event Planner acts as coordinator, not guarantor of third-party vendor performance.
3. TIMELINE AND MILESTONES
Key milestones: [Planning Timeline]. The Client will respond to approvals within [Client Approval Window] days to maintain schedule.
4. BUDGET AND PAYMENT SCHEDULE
Planning fee: [Total Planning Fee], payable per [Payment Schedule]. Client-approved vendor costs are paid [Vendor Payment Responsibility]. The Event Planner may charge a coordination fee of [Vendor Coordination Fee].
5. VENDOR COORDINATION
The Event Planner will [Vendor Coordination Scope], including obtaining quotes and scheduling. Final vendor contracts are between the Client and vendors unless the Event Planner is authorized in writing to sign on Client's behalf.
6. CANCELLATION AND POSTPONEMENT
Cancellation/postponement: [Cancellation Policy]. Non-refundable deposits cover planning hours and reserved dates. Postponement fees: [Postponement Fee Terms].
7. FORCE MAJEURE
Neither Party is liable for delay or failure due to force majeure. If the event cannot proceed, fees for completed work and non-recoverable vendor deposits remain due unless otherwise negotiated.
8. LIABILITY AND INSURANCE
The Event Planner maintains [Insurance Type and Amount]. Liability is limited to fees paid under this Agreement, except for gross negligence or willful misconduct. The Client is responsible for guest safety and venue compliance.
9. GOVERNING LAW
This Agreement is governed by the laws of [Governing Law / Jurisdiction], without regard to conflict-of-law principles. The courts located in [Governing Law / Jurisdiction] will have exclusive jurisdiction over disputes arising out of or relating to this Agreement, unless the Parties agree in writing to mediation before litigation.
10. GENERAL
(a) Entire Agreement. This Agreement constitutes the entire agreement between the Parties concerning its subject matter and supersedes prior or contemporaneous agreements on that subject.
(b) Amendments. Modifications must be in writing and signed by both Parties.
(c) Severability. If any provision is held unenforceable, the remaining provisions remain in effect.
(d) Assignment. Neither Party may assign this Agreement without the other Party's prior written consent, except to a successor in connection with a merger, acquisition, or sale of substantially all assets.
(e) Counterparts and Electronic Signatures. This Agreement may be executed in counterparts, including electronic signatures, each of which will be deemed an original.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the Effective Date.
EVENT PLANNER
Name: [Event Planner Name]
Signature: _______________________________
Name of Signatory: _______________________
Title: ___________________________________
Date: ____________________________________
CLIENT
Name: [Client Name]
Signature: _______________________________
Name of Signatory: _______________________
Title: ___________________________________
Date: ____________________________________
This is a starting template, not legal advice. Have a qualified attorney review it for your jurisdiction and use case before signing.
An Event Planning Contract ensures smooth collaboration between an event planner and their client. This template covers event details, services, budget management, and contingency planning.
What Is an Event Planning Contract?
An event planning contract defines the relationship between an event planner (or planning company) and a client for organizing a specific event — weddings, corporate events, galas, conferences, or private parties. It covers the scope of planning services, budget, vendor responsibilities, and contingency plans.
Key Clauses to Include
- Event Details — Date, venue, expected attendance, event type, and client’s vision.
- Services — Detailed list of planning services (venue selection, vendor sourcing, day-of coordination, etc.).
- Timeline — Planning milestones from booking to execution.
- Budget — Overall budget, planner’s fee (flat fee or percentage), and expense tracking/approval.
- Vendors — Who manages vendor contracts, payments, and coordination. Who is liable for vendor failures.
- Cancellation — Refund schedules, rebooking policies, and required notice periods.
- Force Majeure — Coverage for pandemics, natural disasters, and government restrictions.
- Liability — Limit planner’s liability and require appropriate insurance.
How to Customize This Template
- Specify your involvement level — Full planning, partial planning, or day-of coordination only.
- Define budget approval process — How expenses are approved, tracked, and reported.
- Include a substitution clause — What happens if the assigned planner is unavailable.
- Add an overtime clause — Billing for events that run over scheduled time.
How to Send for E-Signature with WPsigner
- Upload — Drop this contract into WPsigner
- Add fields — Signature, event details confirmation, and budget approval
- Send — Email a secure link to the client
- Track — Monitor signing status
- Store — Archived with audit trails