Event Planning Contract Template

This Event Planning Agreement is made on [Contract Date] between [Company Name] ("Planner") and [Client Name] ("Client").

1. The Event and Services

Planner will plan and manage [the event, for example: Client's annual customer conference for about 150 guests] (the "Event") on [event date, for example: October 15, 2026] at [venue, or "a venue Client approves"]. Planner's services are those in the package Client selected in Planner's signed proposal, which is part of this agreement.

2. Fees and Payments

The planning fee is $[amount, for example: 20,000], paid as follows:

• Deposit on signing: 30%
• Payment 2, 90 days before the Event: 40%
• Final payment, 14 days before the Event: 30%

Invoices are due within 15 days. If a payment is more than 15 days late, Planner may pause work until it's paid.

3. Vendors

Client signs vendor contracts, such as for the venue, catering, AV, and entertainment, and pays those vendors directly. Planner will recommend vendors, review their contracts before Client signs, and coordinate them through the Event. Planner doesn't take commissions or referral fees from vendors without telling Client in writing.

4. Pass-Through Costs

Items Planner buys on Client's behalf, such as signage, badges, and supplies, are billed at cost with no markup. Any single purchase over $250 needs Client's approval first, by email or in writing.

5. Client Responsibilities

Client will name a point of contact who can make decisions, respond to Planner's requests within three business days, and provide the information the Event needs, such as speaker details and attendee lists. Decisions that come late may limit vendor availability or add costs.

6. Changes

Changes to the services, such as a second event day or a larger scope, are agreed in writing before the work, with any added fee. Added services outside the package are billed at $150 per hour with Client's approval.

7. Guest Count

Client will confirm the final guest count 10 business days before the Event, or by any earlier date a vendor's contract requires. Vendors may bill for the confirmed count even if fewer guests attend.

8. Cancellation and Postponement

• The deposit reserves Planner's team for the date and is non-refundable.
• If Client cancels 90 or more days before the Event, payments beyond the deposit are refunded.
• If Client cancels within 90 days of the Event, 50% of the planning fee is due, and within 30 days the full fee is due.
• Client may postpone the Event once to a date within 12 months, subject to Planner's availability, with payments made applied to the new date. Further postponements are treated as a cancellation and a new booking.

Vendor cancellation and postponement terms are set by each vendor's own contract.

9. Events Beyond Either Party's Control

If the Event can't take place because of severe weather, venue closure, public health orders, or other events beyond either party's control, neither party is liable to the other. Planner will apply payments to a rescheduled date within 12 months, or refund them less the value of work already done.

10. Limitation of Liability

Planner will perform its services with professional skill and care. Vendors are responsible for their own goods and services, and Planner isn't liable for a vendor's performance, delays, or failure to perform. Planner's total liability under this agreement is limited to the planning fees Client has paid.

11. Insurance

Planner carries general liability insurance and will provide a certificate on request. Client is responsible for any event insurance the venue requires of the host, and may want event cancellation insurance.

12. Photos and Publicity

Planner may photograph the Event setup and use the photos in its portfolio and marketing, without naming attendees or sharing confidential content, unless Client asks otherwise in writing.

13. Agreement

This agreement is governed by the laws of [state, for example: Illinois]. It and the proposal are the entire agreement between the parties, and may only be changed in writing. By signing below, both parties agree to these terms.