Event Planning Agreement Template

This Event Planning Agreement (the “Agreement”) is made and entered into as of [Effective Date] (the “Effective Date”) by and between:

Client: [Client Name], [Entity Type], with an address at [Client Address] (“Client”).

Planner: [Planner Name / Company], [Entity Type], with an address at [Planner Address] (“Planner”).

Client and Planner may be referred to individually as a “Party” and together as the “Parties.”

1. Event Details

1.1 Event Name/Type. [Event Name/Type].

1.2 Event Date and Time. [Event Date] at [Start Time]–[End Time] (local time).

1.3 Location/Venue. [Venue Name and Address] (or “TBD”).

1.4 Estimated Guests. [Number].

1.5 Budget Range (Optional). $[Budget] (target), not including taxes and gratuities unless stated.

2. Scope of Planning Services

2.1 Service Level. Planner will provide:

☐ Full-service planning

☐ Partial planning

☐ Day-of coordination

☐ Other: [Describe]

2.2 Included Services. Included services may include:

• Venue research and booking support

• Budget planning and tracking

• Vendor sourcing and coordination (catering, AV, décor, entertainment, etc.)

• Timeline and run-of-show creation

• Guest communications support (optional)

• On-site coordination on event day

  2.3 Excluded Services. Services not included unless added in writing:

• Legal services, accounting, or permitting representation

• Security services

• Transportation services

• Cleaning services beyond what is contracted with venue/vendors

• Other: [Exclusions]

  2.4 Change Requests. Any expanded scope must be agreed in writing, including updated fees.

Venue research and booking support

Budget planning and tracking

Vendor sourcing and coordination (catering, AV, décor, entertainment, etc.)

Timeline and run-of-show creation

Guest communications support (optional)

On-site coordination on event day

2.3 Excluded Services. Services not included unless added in writing:

Legal services, accounting, or permitting representation

Security services

Transportation services

Cleaning services beyond what is contracted with venue/vendors

Other: [Exclusions]

2.4 Change Requests. Any expanded scope must be agreed in writing, including updated fees.

3. Client Responsibilities

3.1 Timely Decisions. Client will provide approvals, selections, and feedback in a timely manner to meet deadlines.

3.2 Payments to Vendors. Client is responsible for paying vendor deposits and balances unless stated otherwise in Section 6.

3.3 Accurate Information. Client will provide accurate guest counts, schedules, and preferences.

3.4 Venue Rules. Client will comply with venue rules and obtain any required permits, unless Planner agrees in writing to assist.

4. Timeline and Meetings

4.1 Planning Timeline. Planner will prepare a planning timeline and key milestone dates within [**] days after the Effective Date.

4.2 Meetings. The Parties will meet: ☐ Weekly ☐ Biweekly ☐ Monthly ☐ As needed, by ☐ Phone ☐ Video ☐ In-person.

4.3 Response Times. Standard response expectations: Planner will respond within [**] business days; Client will respond within [__] business days.

5. Vendor Selection and Contracts

5.1 Vendor Recommendations. Planner may recommend vendors, but Client makes final selections unless the Parties agree otherwise.

5.2 Vendor Contracts. Vendor agreements are between Client and each vendor unless: ☐ Planner is authorized to sign on Client’s behalf (requires written authorization).

5.3 No Vendor Guarantees. Planner does not guarantee vendor performance.

5.4 Vendor Changes. Vendor substitutions or changes require Client approval in writing.

6. Fees, Payments, and Expenses

6.1 Planning Fee. Client will pay Planner:

☐ Flat fee of $[**]

☐ Hourly rate of $[]/hour (estimated hours: [])

☐ Percentage of event spend: [**]% (define what spend includes)

☐ Other: [Fee terms]

6.2 Payment Schedule.

☐ Retainer of $[**] due upon signing

☐ [**]% due on [Date/Milestone]

☐ Final balance due by [Date]

6.3 Non-Refundable Retainer. Retainer is: ☐ Non-refundable ☐ Refundable under conditions: [Conditions].

6.4 Expenses. Expenses are:

☐ Included in the fee

☐ Reimbursable with prior written approval (cap: $[**])

☐ Not reimbursable

6.5 Late Payments. Late amounts may accrue: ☐ No late fee ☐ [**]% per month ☐ $[__] flat fee, as allowed by law.

7. Cancellations, Postponements, and Rescheduling

7.1 Client Cancellation. If Client cancels, Client will pay:

☐ Retainer only

☐ Retainer + []% of remaining fee if canceled within [] days

☐ Fixed cancellation fee of $[**]

☐ Other: [Terms]

7.2 Rescheduling. Rescheduling is: ☐ Allowed if Planner is available ☐ Subject to rescheduling fee of $[**] ☐ Not allowed.

7.3 Vendor Deposits. Client acknowledges that vendor deposits and cancellation fees may be non-refundable and are controlled by vendor contracts.

7.4 Planner Cancellation. If Planner cannot perform due to illness/emergency, Planner will: ☐ Provide a qualified substitute ☐ Refund unused fees ☐ Other: [Plan].

7.5 Force Majeure. Neither Party is liable for failure to perform due to events outside reasonable control, provided notice is given.

8. Communications, Approvals, and Authority

8.1 Primary Contacts.

• Client Contact: [Name, Email, Phone]

• Planner Contact: [Name, Email, Phone]

  8.2 Approval Method. Approvals may be given by: ☐ Email ☐ Signature ☐ Project management tool ☐ Other: [Method].

  8.3 Budget Approvals. Planner will not commit Client to expenses over $[__] without written approval.

  8.4 Authority Limits. Planner may not sign vendor contracts or make financial commitments for Client unless expressly authorized in writing.

Client Contact: [Name, Email, Phone]

Planner Contact: [Name, Email, Phone]

8.2 Approval Method. Approvals may be given by: ☐ Email ☐ Signature ☐ Project management tool ☐ Other: [Method].

8.3 Budget Approvals. Planner will not commit Client to expenses over $[__] without written approval.

8.4 Authority Limits. Planner may not sign vendor contracts or make financial commitments for Client unless expressly authorized in writing.

9. Liability and Risk Allocation

9.1 Standard of Care. Planner will use commercially reasonable efforts and professional care.

9.2 No Guarantee of Outcome. Planner does not guarantee event outcomes, attendance, revenue, or vendor performance.

9.3 Limitation of Liability. To the extent permitted by law, Planner is not liable for indirect or consequential damages.

9.4 Liability Cap (Optional). Planner’s total liability is capped at: ☐ Fees paid to Planner ☐ $[__] ☐ Other: [Cap].

9.5 Indemnification (Optional). Each Party will indemnify the other for third-party claims arising from its breach, negligence, or misconduct, to the extent permitted by law.

9.6 Insurance (Optional). Insurance requirements: ☐ None ☐ Event insurance by Client ☐ Planner insurance: [Details].

10. Confidentiality (Optional)

10.1 Confidential Information. Non-public event plans, budgets, and vendor terms are confidential.

10.2 Use and Disclosure. Confidential Information may be used only for the event and not disclosed except to those who need to know and are bound by confidentiality obligations.

10.3 Exclusions. Confidential Information does not include information that is public through no breach, independently developed, or received lawfully without restriction.

11. Notices

11.1 Notice Method. Notices must be sent by: ☐ Email ☐ Certified mail ☐ Courier ☐ Other: [Method].

11.2 Notice Contacts.

• Client Email: [Email]

• Planner Email: [Email]

Client Email: [Email]

Planner Email: [Email]

12. Governing Law and Dispute Resolution

12.1 Governing Law. This Agreement is governed by the laws of [State].

12.2 Dispute Resolution. Disputes will be resolved by:

☐ Informal negotiation

☐ Mediation

☐ Arbitration

☐ Court litigation in [County, State]

12.3 Attorneys’ Fees (Optional). Prevailing party attorneys’ fees: ☐ Yes ☐ No ☐ Limited to: [Details].

13. Miscellaneous

13.1 Entire Agreement. This Agreement is the entire agreement and supersedes prior discussions.

13.2 Amendments. Amendments must be in writing and signed by both Parties.

13.3 Assignment. Neither Party may assign without the other Party’s written consent.

13.4 Severability. If any provision is unenforceable, the rest remains effective.

13.5 Counterparts; Electronic Signatures. This Agreement may be signed in counterparts and by electronic signature.

Signatures

By signing below, the Parties agree to be bound by this Event Planning Agreement as of the Effective Date.

Client: [Client Name]

Title/Role: [Title]

Date: [Date]

Signature: ___________________________

Planner: [Planner Name / Company]

Title/Role: [Title]

Date: [Date]

Signature: ___________________________