5 Elements To Include In Your Event Planner Contract Agreement

There are several elements to include in your event planner contract agreement. This written document keeps the event on track and establishes boundaries of offered services. Your contract should include general information, a payment policy, a cancellation policy and clauses. As an event planner, you should create a contract that will protect your time, money and online reputation. Here are a few elements to include in your event planner contract agreement.

Specify Services

Definitely specify services in your event planner contract agreement. Clearly define the services your business is willing to provide. Emphasize the tasks your business manages such as floral arrangements, guest transportation/refreshments, venue selection, and decorations. Additionally, you may want to include the number of team members available for the date of the event and their service roles. Cover the event breakdown and clean up. In some cases, provide a list of services that will not be provided to avoid misunderstandings. This part of the contract protects you from repercussions when you decline to perform certain tasks. Of course, specify services for a clear event planner contract agreement.

Payment Schedule and Agreements

Address your payment schedule and agreements in your event planner contract. First, set a due date for the initial deposit. Generally, event planners start working on the events after the start deposit is paid. Next, detail how the rest of the payment should be handled. Typically, payments are made in smaller increments or a lump sum at the end of the event. Additionally, estimate how much labor, venue rentals, catering and decorations will cost. This gives your client a clear understanding of where their money is going. Certainly, address your payment schedule and agreements in your event planner contract.

Indemnification Clause

Within the document, state an indemnification clause in your event planner contract agreement. This clause states that you and your business are not responsible for injuries, damages and potential financial lawsuits. The clause indicates that you are not liable if the client, guests, or suppliers are at fault. This ensures that if something unfortunate occurs, that the correct party is held legally accountable. Of course, you can add a mutual indemnification clause. This creates an understanding between you and your vendors that neither will be held responsible for losses or damages due to negligence. Craft this section very clearly with the help of an attorney. The proper wording can save you from losing your business to unforeseen circumstances. Definitely add an indemnification clause in your event planner contract agreement.

Cancellation Policy

Of course, write a cancellation policy in your event planner contract agreement. Clearly state that any deposits or fees paid before cancellation are non-refundable. This deters clients from cancelling and protects your income for the services already completed. Include what constitutes a valid reason for cancellation such as low attendance, medical reasons or lack of funds. Additionally, specify how long your client has to cancel before being charged the full amount for the event. Certainly include a cancellation policy in your event planner contract agreement.

Address Risks

Certainly, address risks in your event planner contract agreement. Due to potential unforeseen problems, you should state how these hiccups will be managed. If the event is disrupted for any reason, this section protects you against losing money or acquiring legal repercussions. Clearly state that if there is an unpredictable circumstance that you are not required to hold the event. Make it a priority to keep your client and guests safe. For complete coverage, set a make up date in case the event is forced to change. This can save your hard work from going to waste. Surely address risks in your event planner contract agreement for business protection.

Of course, there are several elements to include in your event planner contract agreement. It can be difficult to write a contract for business. Start off by specifying the services your business will and will not provide for total client/planner understanding. Additionally, include a payment schedule and agreement to ensure that you are getting paid correctly and on time. Certainly, add an indemnification clause to protect your business from all injuries, damage and potential lawsuits that are not your fault. Make sure to include a cancellation policy so if a client does cancel, you don’t lose money for the services you already completed. Finally, address certain risks that can affect the event so you are not held responsible if the event cannot be held. Read above for a few elements you should include in your event planner contract agreement.