Events are a great way to gather people from all walks of life and socialize or do business deals or make a profit. Organizing events are more than just planning and executing how the event will take place, who will be the people involved in it, and how to make a profit from it. Before organizers can proceed to do that, they need to prepare a contract first to make the event official. A contract is essential whenever there are work and collaboration taking place to give legal protection to both parties from shady deals and flaky parties. This article will show you how to create an event contract proposal.
3+ Event Contract Proposal Samples
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The Different Types of Events
There are several different types of events. Some examples of common events are:
- Guest speaker event
- Networking event sessions
- Dinner events
- Event sponsorships
- Trade shows
- Product launching
How to Make an Event Contract Proposal
1. Name the Parties Involved In The Contract
Include the names of both yours and the client’s names and business address to state that the agreement is made between you two. Don’t forget to state the date of when the contract is written.
2. Establish a Timeline
Make a timeline of the seminar event beginning from the planning process, to the preparation process, and to the day of the event itself. Make sure to attach a calendar and point out relevant dates that may serve as deadlines.
3. State the Logistics
List all the tasks needed to do when planning, preparing, executing, and post-event clean-up that you need to do for the event to happen. List down everyone involved in the event and their roles and responsibilities. Include also all the equipment, materials, decors, food and beverage, furniture, etc. that you will use for the event.
4. List Down Your Marketing Strategies
List down all the marketing strategies you’d agreed with your client to advertise and promote the event. Be specific in all the marketing tasks you and your team will do.
5. State the Costs of the Whole Project
State the entire budget needed for the event. Provide a complete list of the cost breakdown of the event. Every detail must be included such as the costs of hiring staff and contractors, the equipment, tools, and materials you used, the marketing and production of merchandise costs, venue costs, food and beverage costs, and labor costs for you and your staff.
Include here your payment policy such as the amount of the deposit, the deadline of the rest of the payment to be given, how the payment will be given, etc.
6. Include Your Cancellation Terms
To protect yourself from the hassle of clients canceling at the last minute where you’ve done a lot of work to prepare for the event, your cancellation policy will help you from dealing with profit (and not to mention the effort and time) loss; state what reasons will be eligible for cancellation and the amount of the payment the client will pay you for canceling the event.
7. Finalize Your Contract
Conclude the contract by providing signature lines where you and your client can write your name and signature and the date when the contract is signed by both parties.
Why is a contract important for an event?
A contract is important to have for events because it states all the rights and responsibilities of both the event organizer and the client. Furthermore, it’s also a common starting point for negotiations to take place.
How does an event planner create a profitable event?
Below are some tips for event planners to organize events that generate high profits:
- Start the event early
- Create an event budget and make sure to stick to it. Avoid going over budget
- Look for sponsors
- Provide a VIP ticket option
- Create a raffle game where eventgoers can buy tickets
- Sell brand merchandise
- Provide post-event opportunities
How much do event planners charge per hour?
Rates of event planners vary on what type of event they’re organizing. Usually, they charge higher for corporate events rather than social ones. Amateur planners start their rate around $25/hr while experienced planners charge higher; their rates can go up around $100+/hr.
Once you’re done writing the contract, make sure to review it and revise any errors or inaccurate information you’ve spotted. Once the contract is free from errors, present the contract to your clients and give them the time to review it and discuss any changes or recommendations they want to do before they sign the contract. To help you get started on writing the contract, download our free sample templates above to use as your reference!
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