Event planners know how big of a responsibility event planning is, and that is why they do their best to give their clients excellent results to get their trust. However, despite how careful an event management team is when it comes to getting reliable clients to work with, there are still those who are unknowingly getting scammed. Some are even ridiculed for bad service when in fact, any mistakes could have been the client’s fault because of various reasons. This is why it is essential to have a contract agreement to seal the deal and that any and all responsibilities by both parties are accomplished.
10+ Event Contract Samples
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What Is an Event Contract?
An event contract is a legally binding agreement between an event planner/organizer and their clients. The contract includes vital information about the terms and conditions thereto agreed upon by both parties after a discussion such as the scope of work, payment terms, cancellation or termination rights, marketing strategy, collaterals, budget, payment schedule, facility fees, rental fees, and other details pertaining to the event. An event contract also ensures the planner that the client won’t back out or cancel at the last minute without a valid reason.
How To Write an Event Contract?
Before writing a contract, you need to have a discussion with your client. Knowing what you can do and what they want will help you create a contract that works for both parties. Also, if you are not sure how to start your contract, you can consult with a lawyer first for advice. If you are ready, you can follow the steps below to kickstart your task.
1. Download a Template
If you are heavy on time management, we strongly recommend that you get a template. When you have a template, you won’t have to create everything from scratch. Furthermore, it has a premade graphic design, so if you want to make your event contract look professional, then a template’s got your back on that. In addition, it is preformatted, so all you need to do is fill in the information on the correct column, row, or space.
2. Include The Details
Next, focus on writing specific details about you and other parties. If you are the event planner, then write down your complete name and other contact information such as your home or company address. Right after that, jot down the details of the client including their company name, e-mail address, phone number, and their designation in the company (especially if they are performing services under company orders).
In the case that you are writing the contract to service providers such as caterers, florists, photographers, musicians, and hosts, do not forget to write down their professional descriptions to let you know who’s who especially when you have several of them you are contracting for the event. Then, write down the event venue location, date, as well as the start and end time so they can also calculate the fees for their services. If it is applicable, you can also write down the estimated number of guests.
3. Provide The Scope of Work
In the next section of your contract, you should write down your scope of work, including your deliverables, timelines, and expected outcomes. Set clear objectives, make concise statements, and discuss constraints.
4. Indicate Professional Fee
If a client hires you for a certain event, it would be best that you know the scale of the event they want you to organize so you can calculate how much you want to charge them. If you are working with a team of event planners or an event management company, they will do the maths for you but most of the time they charge more since there are other fees such as cancellation, penalties, and reimbursement. It’s best to know that you talk to your higher-ups about how much you can charge per client before writing it on your contract.
Why should I write an event contract?
There are various reasons why you should write an event contract. One is to ensure that you are given the rightful compensation and payment that you need for your services. Two, you can set your client’s expectations straight so that there are fewer misunderstandings and that there’ll be no breaching of boundaries. Lastly, it helps you focus on your priorities and deadlines.
What to do when the client does not honor the contract?
If a client refuses to honor the contract between the two of you, there are various solutions that you can do to remedy the situation. One, you can contact the client and discuss why they have suddenly backed out of their obligations. If the talk does not solve the problem, you can escalate this to the higher court so they are forced to face their obligations towards you and your company.
What other terms should I write in my contract?
Other terms that you can write on your contract may include a non-disclosure agreement (if the event is private), but this is optional and will depend on the decision of your client. If they do not require such, then you can also skip this section on the contract.
Making an event contract is really important especially if you want to build your event management business better and stronger. Plus, the contract will ensure that no clients will cancel out on you and waste both your time and effort. Download your own event contract template today which you can find in this article or on our website’s gallery.
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