Event Planning Services Agreement
This agreement covers the planning and coordination of one specific event between the event planning company ("Planner") and the client ("Client"). It becomes effective only when BOTH parties have signed below and the booking deposit has cleared. 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 registered address:
Client (full legal name):
Contracted guest headcount:
On-site hours covered by this agreement (load-in to load-out):
This agreement covers the single event described above. Any additional event, date or venue requires its own agreement.
Section 3 — Service Tier & Scope
The Planner will provide the services set out below. Anything not listed is outside scope and is quoted separately before it is carried out.
Anything specifically excluded from this engagement (Client to note any understanding to be recorded here):
Section 4 — Planning Fee & Payment Schedule
The planning fee below is for the Planner’s time and expertise only. Vendor and venue costs are separate and are the Client’s responsibility.
| | |
|---|
Booking deposit (non-refundable) | | |
| | On venue and major-vendor confirmation |
| | |
| | |
- Invoices are payable within 14 days of issue, and no later than the due date stated above.
- The Planner may suspend work on any overdue balance after written notice, and is not liable for dates or suppliers lost during a suspension.
- On-site time beyond the hours stated in Section 2 is billed per hour per crew member and confirmed with the Client on the day before it accrues.
- Travel outside the Planner’s standard service radius, and overnight accommodation where unavoidable, are charged at cost.
Section 5 — Vendor Payments & Reimbursements
- Wherever possible, vendors contract with and invoice the Client directly, and the Client pays them directly on each supplier’s own schedule.
- Where a supplier will contract only with the Planner, the Planner pays on the Client’s behalf against a pre-approved float and passes the cost through at face value with receipts.
- The Planner adds no mark-up to vendor costs and does not retain supplier commissions. Any preferred-partner discount is passed to the Client.
- The Planner will not commit the Client to any spend above the approval threshold agreed in writing without the Client’s prior written approval.
- Vendor contracts are between the supplier and whoever signs them. The Planner coordinates and advocates but does not guarantee a third party’s performance.
Approval threshold agreed for this event (spend the Planner may commit without asking first):
Section 6 — Postponement, Cancellation & Refunds
- The Client may postpone once to a new date within twelve months, subject to the Planner’s availability, and the planning fee transfers at no additional charge.
- A further postponement, or a move beyond twelve months, is treated as a new engagement and re-quoted.
- On cancellation, the booking deposit is not refundable and any instalment already invoiced remains due for work performed to the date of cancellation.
- Cancellation within 30 days of the event makes the full planning fee due, the work being substantially complete by that point.
- Vendor deposits and cancellation charges are governed by each supplier’s own contract and are not refundable by the Planner.
- Neither party is in breach for delay or failure caused by force majeure — severe weather, public emergency, venue closure, transport shutdown or public-authority restriction. In such a case the parties will first seek to move the date, with no postponement fee.
- The Planner may terminate on written notice if the Client is abusive to crew or suppliers, or asks the Planner to act unlawfully. Fees paid to that point are not refunded.
Section 7 — Liability & Insurance
- The Planner carries public liability and professional indemnity insurance and will provide certificates to the venue on request.
- The Planner’s total liability under this agreement is limited to the total planning fee actually paid by the Client.
- The Planner is not liable for indirect or consequential loss, including lost profit, lost sponsorship or reputational harm.
- The Planner is not liable for the acts, omissions or insolvency of third-party suppliers or of the venue, nor for damage caused by guests.
- Nothing in this section limits liability for death or personal injury caused by negligence, or for fraud.
- The Client is responsible for guest conduct, venue damage caused by their party, and any permits or licences held in the Client’s own name.
- Event cancellation insurance is strongly recommended where non-refundable spend is material. The Planner does not arrange or sell cover.
Section 8 — Images & Confidentiality
- The Planner would like to photograph the styling and setup and use those images in a portfolio, on a website and on social media. This is optional and the Client decides below.
- Each party keeps the other’s commercial and personal information confidential, other than where disclosure to a supplier is needed to deliver the event, or where the law requires it.
- Guest lists and dietary or accessibility data are used only for this event and are deleted once reconciliation is complete.
Image usage — please choose:
Any additional restriction on images, press or social media:
Section 9 — Acknowledgments
Tap to sign
Draw your signature in the popup
Tap to sign
Draw your signature in the popup
Optional — upload a countersigned scan, venue contract or insurance certificate:
Templates are provided for reference only and do not constitute legal advice. Consult qualified counsel before relying on this document.