Event Planning Pro Toolkit
A complete toolkit for established event planners, including an annual event management agreement and an in-depth post-event completion review
Get started with PocperA complete toolkit for established event planners, including an annual event management agreement and an in-depth post-event completion review
Get started with PocperThis agreement sets out the terms of an ongoing event management engagement between the event planning company ("Planner") and the client ("Client"). It becomes effective only when BOTH parties have signed below. The Planner drafts and signs first, then shares this document with the Client for review and countersignature — either in-app, or by printing, signing, and uploading a scanned copy.
Planner (company name):
Client (full legal name):
Client billing email:
Engagement start date:
Initial term:
During the term, the Planner will provide the following services for the Client’s events:
Service area | What is included | Notes |
|---|---|---|
Any work not listed in the table above is out of scope and handled under Section 5 (Out-of-Scope Requests).
I have read and agree to the scope of services described in this section.
Item | Amount | Billing cycle |
|---|---|---|
Management retainer fee | ||
Per-event coordination fee | ||
Late payment interest |
Invoices are issued at the start of each billing cycle and are due within 14 days of receipt. Third-party costs (venue, catering, entertainment, and similar) are passed through to the Client and are separate from the Planner’s fees. A deposit may be required before work on any individual event begins.
I have read and agree to the fee and payment terms in this section.
The Planner will recommend and coordinate third-party vendors on the Client’s behalf but does not guarantee their performance; each vendor is responsible for its own services. The Client agrees to review and approve vendor selections, provide timely decisions and information, and settle all approved third-party costs. Delays in Client approvals may affect timelines and availability.
I understand my responsibilities and how third-party vendors are coordinated.
Requests outside Section 2 require a separate written estimate approved by the Client before work begins. Significant changes to an event’s scale, date, or requirements may affect pricing and vendor availability, and are confirmed in writing before they take effect.
Add any standing exclusions or special conditions the parties have agreed:
I understand how out-of-scope requests and changes are handled and billed.
If the Client cancels an event, fees for work already performed and non-refundable third-party commitments remain payable. Neither party is liable for failures caused by events beyond reasonable control (such as extreme weather, illness, or public emergencies); in such cases the parties will work in good faith to reschedule or adjust the arrangements.
I have read and agree to the cancellation and force majeure terms in this section.
After the initial term, this agreement renews automatically for successive periods of the same length unless either party gives written notice of non-renewal at least 30 days before the current period ends. Either party may terminate for material breach that remains uncured 14 days after written notice. On termination, the Client pays for all work performed and commitments made through the effective termination date.
I have read and agree to the termination and renewal terms in this section.
I have read and understood each section of this agreement.
I have had the opportunity to ask questions and seek independent advice.
I consent to electronic signatures having the same legal effect as handwritten signatures.
I am authorized to enter into this agreement on behalf of the party named above.
Planner — printed name:
Date:
Client — printed name:
Date:
Optional — upload a countersigned scan of this agreement:
This template is provided for reference only and does not constitute legal advice. Consult qualified counsel before relying on this document.
The Annual Event Management Agreement template is a ready-to-use form from Pocper's Event Planning Pro Toolkit pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.