Event Planning Contract Template — Coordination, Budgets & Vendors

This Event Planning Services Agreement ("Agreement") is entered into as of [DATE]:
Event Planner: [YOUR NAME/COMPANY] ("Planner")
Client: [CLIENT NAME/COMPANY] ("Client")
Event: [EVENT NAME/TYPE]
Event Date: [DATE]
Event Location: [CITY/REGION]

Planner will provide the following services:
[OPTION A - Full Planning]:
  1. Event Planning:
    - Venue research and selection
    - Vendor research and coordination
    - Budget development and management
    - Timeline and schedule creation
    - Design and theme development
  2. Vendor Coordination:
    - Contract negotiation
    - Vendor communication and management
    - Vendor payment coordination
  3. Day-of Coordination:
    - On-site event management
    - Vendor coordination on event day
    - Timeline management
[OPTION B - Day-of Coordination Only]:
  - On-site coordination and management
  - Vendor coordination on event day
  - Timeline execution

Planning Fee: $[AMOUNT] (separate from event costs)
Event Budget: $[AMOUNT] (estimated)
Budget Management:
  - Planner will develop detailed budget breakdown
  - Expenses over $[AMOUNT] require Client approval
  - Monthly budget updates provided
  - Client responsible for all vendor payments
Payment Schedule:
  - [X]% planning fee due upon signing
  - [X]% planning fee due [X] weeks before event
  - Final balance due [X] days before event
Budget Overruns:
  - Client approval required for overruns
  - Planner not responsible for cost overruns without approval

Vendor Services:
  - Planner will research and recommend vendors
  - Planner will coordinate with vendors
  - Planner will manage vendor communications
Vendor Contracts:
  - Vendors are independent contractors
  - Client or Planner may sign vendor contracts (specify)
  - Vendor performance is vendor's responsibility
Vendor Limitations:
  - Planner cannot guarantee vendor performance
  - Planner will advocate for Client with vendors
  - Vendor delays or issues are vendor responsibility
  - Planner not liable for vendor failures

Planning Timeline:
  - [X] months before event: Initial planning and venue selection
  - [X] months before: Vendor booking and contracts
  - [X] weeks before: Final confirmations and details
  - [X] days before: Final walkthrough and coordination
  - Event day: Day-of coordination
Milestone Approvals:
  - Client approval required at each milestone
  - Delayed approvals may extend timeline
  - Changes after milestone approval may incur additional fees

Client Cancellation:
  - More than [X] months notice: [X]% refund of planning fee
  - [X]-[Y] months notice: [X]% refund
  - Less than [X] months notice: No refund
  - Vendor deposits may be non-refundable
Force Majeure:
  - Events beyond control: natural disasters, pandemics, government restrictions
  - If event cancelled due to force majeure:
    - Planning fee: [REFUNDED / PARTIALLY REFUNDED]
    - Vendor costs: Per vendor contracts
  - Rescheduling: Planning fee transfers to new date if rescheduled within [X] months

Outdoor Events:
  - Weather-dependent events require backup plans
  - Planner will develop weather contingency plan
  - Client approval required for backup venue/plan
Weather Decisions:
  - Decision to proceed or cancel: Made [X] hours before event
  - Decision made by: [CLIENT / PLANNER / JOINT]
  - If cancelled due to weather: Per cancellation policy
Weather-related costs: Client responsibility

Day-of Services:
  - On-site coordination and management
  - Vendor coordination and oversight
  - Timeline management and execution
  - Problem-solving and troubleshooting
  - [X] hours of on-site coverage
Planner Responsibilities:
  - Arrive [X] hours before event start
  - Manage event timeline
  - Coordinate vendor arrivals and setup
  - Handle issues as they arise
Additional Hours: $[RATE]/hour beyond included hours

Expected Attendance: [X] guests (Client estimate)
Planner Responsibilities:
  - Ensure venue capacity accommodates expected attendance
  - Coordinate logistics for expected attendance
  - Plan for [X]% buffer capacity
Planner Does NOT Guarantee:
  - Specific attendance numbers
  - Guest turnout
Attendance depends on:
  - Client marketing and invitations
  - Event appeal and timing
  - External factors beyond Planner's control

Client Responsibilities:
  - Provide event vision and requirements
  - Approve budgets and vendor selections
  - Make vendor payments (or authorize Planner)
  - Provide guest list and RSVP management
  - Provide content (speeches, materials)
  - Designate decision-maker for day-of issues
Client Approvals:
  - Timely approval at each milestone
  - Delayed approvals may affect timeline
  - Changes after approval may incur additional fees

Planner's liability limited to total planning fees paid
Planner not liable for:
  - Vendor performance or failures
  - Vendor delays or quality issues
  - Low attendance or guest turnout
  - Weather or force majeure events
  - Client-provided vendor issues
Planner will coordinate vendors but cannot guarantee their performance
Client should review vendor contracts and insurance

Either party may terminate with [X] days written notice
Upon termination:
  - Client pays for all completed work
  - Planner delivers all completed work and vendor contacts
  - Vendor contracts remain Client's responsibility
Cancellation fees apply per Section 6

Both parties agree to the terms above.
Planner: _________________ Date: _________
Client: _________________ Date: _________