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Event Contract
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Prepared for:
[Client Name]

Prepared by:
[Event Planner]

Event Contract

This Event Contract (hereinafter referred to as the "Contract") is entered into and shall be effective as on [Date] (hereinafter referred to as the "Date")

By and Between

[Event Management Company] (hereinafter referred to as the “Event Planner”), having its principal place of business at [Address], and;

[Client Name] (hereinafter referred to as the “Client”), having its principal place at [Address].

The Event Planner and the Client are collectively referred to as the "Parties" and individually as "Party".

WHEREAS the Client desires to hire the Event Planner to celebrate an Event [Anniversary/Babyshower/Wedding Ceremony/Corporate Meeting/Mention any other Event] (hereinafter referred to as the "Event") being held on the [Effective Date] at the Venue [Location]

AND WHEREAS the Event Planner agrees to render the event management services to the Client

NOW, THEREFORE, in consideration of the mutual covenants and commitments contained herein, the Parties do hereby agree as follows.
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Terms and Conditions

1. Event Description

The Client intends to host the Event on [Date of Event] at the [Venue] on the occasion of [Mention the occasion] The details of the Event are mentioned below which is to be managed by the Event Planner.

  • [Date of the Event]
  • [Location of the Event]
  • [Event start time]
  • [Event end time]
  • [Number of guests]
  • [Add other necessary details]

2. Responsibilities of the Event Planner

The Event Planners responsibility is to perform the following duties as mutually agreed by both the Parties:

  1. [Brainstorm the idea of the Event]
  1. [Plan and implement the Event]
  1. [Perform the complete Event within the agreed time period]
  1. [Managing and implementing the logistics]
  1. [Budgeting and invoicing the whole Event]
  1. [Obtaining necessary permits as required]
  1. [Co-ordinating with the vendors]
  1. [Add more responsibilities]
Tip: Connect your google sheet and edit directly.

3. Payment

The Event Planner shall charge a total amount of $[0.00] for rendering the services to the Client. Upon signing the Contract, the Client shall agree to deposit an amount of $[0.00] as advance payment to perform the Event. The deposit is non-refundable.

Upon the completion of the Event, if the payments are not made within [Number of Days], the Event Planner shall have the option to consider the Client in breach of this Contract and claim a late penalty of $[0.00]

The Event Planner agrees that the total amount is inclusive of all expenses such as accommodation, travel, meal, and any other expenses incurred by the Event Planner in regards to this Contract. The mode of payment shall be [Cash/cheque/credit card] or any other payment mode as mutually agreed by the Parties.

4. Cancellation

The Event Planner shall have the right to cancel the responsibilities outlined in this Contract with a written notice to the Client prior to [Date]. Upon such notice of cancellation, the Event Planner shall return the initial deposit promptly.
Furthermore, The Client shall have the right to cancel or re-schedule an upcoming event with prior written notice to the Event Planner prior to [Date].  All payments shall be made to the Event Planner until the date of cancellation.

5. Term

This Contract shall start on the [Date] and shall continue until the termination or completion of the Event, which is [Mention event completion date]. The Contract shall be terminated upon the completion of the Event or upon an express cancellation with prior written notice by either of the Parties.

6. Termination

This Contract may be terminated by either Party as follows:

  1. Upon [Number of Days] days prior written notice to the other Party, with or without cause
  1. Upon the breach of any terms mentioned herein the Contract ( if the concerned Party doesn't cure the breach within [Number of Days] days of the receipt of written notice of the breach)
  1. If the Event Planner fails to render the services
  1. If the Client doesn't make the payment as per the mentioned schedule

7. Confidentiality

During the term of this Contract, the Client shall share all the necessary information related to the Event with the Event Planner, for event execution purposes. Such information shall be considered confidential and the Event Planner shall not disclose any of the shared information, at any time to third parties without the written consent of the Client.
Furthermore, the Client shall also keep the Event Planner's proprietary information private under all circumstances and not share such information with third parties, without the written consent of the Event Planner.

8. Limitation of Liability

The event planning services to be performed under this Contract shall be performed entirely at the risk of the Event Planner, after the Client is satisfied with the event plan; and the Event Planner assumes all responsibility for the Event execution.

Note: The Event Planner shall not be liable for any indirect, incidental, special, and consequential damages arising out of this Contract.

9. Indemnification

The Parties each agree to indemnify and hold harmless the other Party, its respective affiliates, employees, and permitted successors and assigns against any losses, claims, damages, penalties, liabilities, punitive damages, expenses, reasonable legal fees of whatsoever kind or amount, which result from the negligence of or breach of this Contract by the indemnifying party, its respective affiliate or successors and any assign that occurs in connection with this Contract. This section remains in full force and effect even after the termination of the Contract.

10. Relationship of Parties

Neither Party in the execution of this Contract shall establish any partnership, joint venture, or employment relationship; and furthermore, the Event Planner herein is an independent contractor.

Note: The Parties hereby declare that there shall be no other relationship between them, besides the one defined in this Contract until the completion or termination of this Contract.

11. Arbitration

In the event of any dispute arising in and out of this Contract between the Parties, it shall be resolved by Arbitration. There shall be [Number of Arbitrators] which shall be appointed by [Party(s) Name]. The place of Arbitration shall be [Venue of Arbitration] and Seat shall be [State]. The Arbitrators’ decision shall be final and will be binding upon both Parties.

12. Miscellaneous

  1. Assignability: Neither Party may assign this Contract or the rights and obligations thereunder to any third Party without the prior express written approval of the other Party which shall not be unreasonably withheld.
  1. Notices: Any notice required to be given to the Event Planner shall be delivered by certified mail, personal delivery, or overnight delivery paid for by the Client.
  1. Force Majeure: Neither Party shall be liable for any failure in performance of the obligation under this Contract due to cause beyond that Party's reasonable control (including and not limited to any pandemic, fire, strike, act or order of public authority, and other acts of God) during the pendency of such event.
  1. Modification: No modification of this Contract shall be made unless in writing, signed by both Parties.
  1. Severability: If any term, clause, or provision hereof is held invalid or unenforceable by a court of competent jurisdiction, all other terms will remain in full force and effect, until the contract termination.
  1. Governing Law and Jurisdiction: This Contract shall be governed following the laws of the [State/Court/Region]. If the disputes are not resolved by arbitration, it shall be resolved by litigation in the courts of the [State/Court/Region] including the federal courts therein. The Parties consent to the jurisdiction of such courts and agree to accept service of process by mail and hereby waive any jurisdictional or venue defenses otherwise available to it.
  1. Legal and Binding Contract: This Contract is legal and binding between the Parties as stated above. This Contract may be entered into and is legal and binding in the [State/Court/Region]. The Parties each represent that they have the authority to enter into this Contract.
  1. Entire Contract: This Contract constitutes the entire understanding of the Parties, and revokes and supersedes all prior contracts between the Parties, and is intended as a final expression of their Contract. It shall not be modified or amended except in writing signed by the Parties hereto and specifically referring to this Contract. This Contract shall take precedence over any other documents which may conflict with this Contract.

Acceptance and Signature

The Parties signing this Contract represent and warrant that they are duly authorized and have the legal capacity to execute and deliver this Contract. 
[Event Planner]

[Client Name]
Signature
Assign signer 1
Name
Assign signer 1
Date
Assign signer 1
Signature
Assign signer 2
Name
Assign signer 2
Date
Assign signer 2
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Thank You

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Annexures

[Attach related files with this document using Attachment Icon on the right pane to upload files]
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DISCLAIMER: The content provided herein is for general information purposes only, and shall not constitute legal advice. Revv and its partners make no representation or warranty of any kind, express or implied, regarding the accuracy, adequacy, validity, reliability, availability, or completeness of any information mentioned hereunder. The use or reliance of any information contained herein is solely at your own risk. You are advised to obtain independent legal advice before taking or refraining from any action on the basis of the content provided here.

What is an Event Planning Contract?

Event planners play an important role in managing and executing events successfully. They are visionaries and mediators, on the lookout for the best event strategies.

Event planners or managers (also known as party planners) are essentially service providers. They are energetic individuals who learn, socialize, handle logistics and generate easy solutions related to the event.

However, before putting together an event, it is best to establish a contract, to avoid lawsuits and disagreements. It safeguards your interests, prevents bitter situations, and maintains the reputation of your event planning business.

Here are a few key terms that every event contract must have:

  • Payment schedule
  • Cancellation clause
  • Termination clause
  • Indemnification clause

Let’s find out more about event contracts.

Why is an event contract important in the event planning industry?

An average person may consider an event contract to be a signed formal document. But in reality, an event contract acts as a shield to protect event planners and helps event management happen smoothly.

It essentially becomes a binding agreement, between the event planner and its stakeholders, once duly signed. This helps the parties to define their personal requirements best. Also, the terms and conditions become legally enforceable as per the governing law of the state, where the event is being organized.

However, every event has a different requirement and thus no two event contracts are exactly the same. But, all event contracts have a few common elements (such as offer, consideration, and acceptance).

An event contract essentially helps you protect yourself, against performing tasks that are outside the agreed event planning services. However, you may keep a wiggle room for further negotiations and implement it upon the written consent of both parties.

How can an event contract template assist event planners?

Pre-formatted contract templates (or agreement templates) are game-changers giving entrepreneurs, freelancers, and service providers their time’s worth.

Here are a few aspects of how event contract templates can help prioritize business requirements:

  • Easy to comprehend and usually contain minimal technical jargon
  • Effortless customization
  • Fast tracks the negotiation process
  • Legally vetted templates reduce the dependency on legal teams to a great extent
  • Helps individuals with minimal or no legal expertise
  • Helps seal the deal, without any discomfort.

Therefore, event planners utilize these free sample contracts to onboard new customers, investing less time and energy.

But, do keep in mind to turn your event contract into a pdf document, so that you ensure that no further modifications can be made.

To conclude, contract templates such as an event contract or even an entertainment contract are handy documents and help enhance the growth of a business.

What are the popular contracts used by event planners?

Most event planners have expertise in organizing different types of events. For example, wedding ceremonies, reception parties, and baby showers. However, many event planners prefer to focus on specific projects and organize their services accordingly. Some planners may specialize in wedding events while others might be keen on corporate events and conferences.

Hence, the document requirements for each event planner may vary.

The most popular event contracts used by event planners are:

All of the above contracts are used on a frequent basis by event planners, depending on the type of event they are planning for their clients.

How to create an event contract that safeguards your event planning business?

It is important to draft a digital contract and define the terms and conditions clearly to leave no room for misinterpretation.

Let’s elaborate on the primary clauses mentioned earlier:

  • Payment schedule: This section is crucial to ensure there is no ambiguity regarding the pricing or payment clearance. So, if the event date is finalized, mention the due date of paying the initial deposit, so the event planning for the chosen date can be started. You can consider making it a non-refundable deposit, which shall ensure you have some cushion money before planning the event. Mention your pricing rates and provide details regarding future payments. Make sure the schedule and pricing suit your business cash flow. Include any taxes and added fees.
  • Cancellation clause: Your event contract needs to have terms for event cancellation. This is an important clause, as it will protect both your business and the expected revenue from the event. Clearly mention in the contract the notice period for rescheduling, or canceling an upcoming event. Also, state that all due payments for your services shall be made until the date of such event cancellation.
  • Termination clause: This section determines the rules for termination when there is a need to nullify the contract before the original expiration date of the document. For example, if a client does not pay as per the mentioned payment schedule, it is a breach of the contract terms and hence may lead to the termination of the contract.
  • Indemnification clause: An indemnification clause establishes that you shall hold your client harmless from any loss, liabilities, or expenses. For example, if a guest gets ill due to the food they consumed at your organized event and decides to sue your client for damages. You shall indemnify and protect your client from such situations.

However, you can also get all of these terms, pre-formatted in Revv’s event contract template.

Uncomplicate event management - Use Revv’s editable event contract template

Revv's ready to use event contract template is legally vetted and will help event planners safeguard their business from disputes, defamation, and legal actions.

Nowadays, event planners are trying to shift from tools like ms word or google docs, to contract softwares, for a seamless documentation process.

Sign up with Revv to access its advanced document builder. The tool offers a wide range of features to assist you during your document creation process.

Customize this event contract sample, using electronic signatures, incorporating excel sheets, or integrating Stripe payment links.

Get started! Contracts shall no longer be your concern. Utilize these key insights to draft an ideal event contract.