When planning for an event, an event planner has a lot of things to do from securing a location, hiring caterers, finalizing the guest list, decorations, and many more. Bigger and multi-events tend to be more complicated to plan which would mean coordinating with a lot of suppliers and other business partners. The success of an event is not a one-man show but series coordination and careful organization with other business entities. Clients tend to have different perspectives and visions they have for an event, like a couple who wants to hold a beach-type wedding or a private yacht party. And it is the responsibility of the hired event planner to see to it that this would all be carried out. And one important part of event planning is looking for the right event supplier, in terms of decorations, entertainment, food and etc. After making an agreement with the supplier, the next step is to finalize the deal with an event supplier contract. Learn and read more about this below and if you need any help preparing a supplier contract, check out our free event supplier contract samples that are available for download on this page.
10+ Event Supplier Contract Samples
1. Corporate Event Supplier Contract
2. Event Supplier Agreement Contract
3. Event Supplier Goods Contract
4. Workday Event Supplier Contract
5. General Event Supplier Contract
6. Event Management Supplier Contract
7. Sample Event Supplier Contract
8. Business Event Supplier Contract
9. Event Inspection Supplier Contract
10. Standard Event Supplier Contract
11. Event Security Supplier Contract
What Is an Event Supplier Contract?
Event suppliers can be seen anywhere whenever there are events, these individuals are photographers, party rental suppliers, caterers, florists and etc. Event planning companies who have been in the businesses for quite a while have several reliable suppliers that can be hired for different types of projects. So preparing an event supplier contract is something that has been done before. But why the need for a contract? No matter how long you’ve known your business partners, unexpected circumstances are bound to happen, and to protect your own event planning company you will need a document that is legally enforceable if the agreed obligations and responsibilities aren’t met. Not only will you compromise your business but you will end up losing clients if your own event suppliers are not able to fulfill their tasks. The event supplier contract must contain all important information such as the obligations, terms, and conditions that the supplier must deliver to its client and what is expected from the client as well.
How To Create an Event Supplier Contract?
In a supplier contract, both parties have agreed to the services to be rendered and everything written on the piece of paper should be followed or executed, if not, legal actions can be taken. Take note, that all suppliers can provide an invoice or receipt whenever a deposit or payment has been made, so the contract can serve as a legal document that will bind both parties. The contents of an event supplier contract will depend on what was initially agreed between you and the supplier. So to start creating this document, here are several important elements you must include.
I. Event Supplier and Client Information
Basic information from both the client and the event supplier must be included in the contract which includes their names, addresses, contact information, and other relevant details.
II. Event Details
Describe the specific event that will take place, which includes the time, location(s), date(s), theme, and the tentative number of attendees.
List down in full detail the services that the supplier will be providing to the client, state the inclusions and exclusions.
IV. Pricing And Payment Terms
This should include pricing and payment details, including the schedule and the invoicing process.
If a deposit or down payment is required, include this in the contract with the amount and the refundability terms.
Provide the schedules when the services will be rendered which are the dates and times. You may opt to go into more detail.
VII. Cancellation Clause
This will include the terms and conditions in case the client or the supplier cancels. As well as the refund clause, how much percent will be refunded in case of the following reasons:
- incapacity to perform the duty
- force majeure
- personal circumstances
- inability to provide services or specified products
VIII. Other Important Details
Depending on which type of services or goods are provided by the supplier, all these must be included in the contract such as confidentiality clause, other applicable fees, limitation or restriction clause, and lastly and more importantly the contract must contain signatures of the parties involved.
What Is the Difference Between a Supplier and Vendor?
A supplier is engaged in providing goods and services who want it, whereas a vendor has a wide variety of products for sale, which the end-user generally buys in small quantities. They are the last link of the process economic production chain.
What Is an Event Planner?
Or also known as an event coordinator is responsible for organizing and managing events.
How Do You Measure a Supplier’s Performance?
This is done by using various metrics such as price-based metrics, cost-based metrics, and quality-based metrics.
An event owes its success to the meticulous planning of its host, the event planner, and its suppliers. An event supplier contract will ensure that you are able to maintain a strong and fruitful business relationship with your suppliers.
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