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A professional promise in the form of an enforceable contract with your client is important for any freelancer. However, when it comes to an event planner contract, this step is essential.

As an event planner, it’s your job to ensure event success through your services, creativity, organization, and guidance. Before you jump right in, however, the expectations of you and your client must be clearly defined. This not only strengthens your professional relationship, but it also protects you from any unforeseen issues. 

No matter what event planning project you take on, a verbal agreement doesn’t cut it. A written event contract outlining the terms and conditions of your services is a must for each project. This contract will then become your go-to if any unfortunate situations may arise, creating a smooth, hassle-free project from beginning to end. 

Event Planner Contract Template
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Here are eight must-have clauses for your event planner contract. 

1. Event date and description in the event planner contract template

Let’s start with the basics. Make sure your contract clearly outlines the event date and an agreed description of the event. This information can then be referred to throughout your contract. Make sure the description is as detailed as possible to ensure both parties are clear on what the event will entail. 

2. Scope of services in the event planner contract template

Any agreement that outlines a set of services must come with clear expectations around what those services exactly are. 

If the services are described in general terms without specific definitions, you create the risk of running into arguments – or even lawsuits – based on unmet expectations. 

So, when creating your scope of services, ask yourself a series of questions to jumpstart your detailed description. 

Through your services, do you:

  • Provide catering?
  • Research and book the event’s venue?
  • Provide the venue yourself?
  • Run your clients’ marketing channels?
  • Provide visual or audio equipment?
  • Offer on-site events for staff?

If your event planning client chooses to work with outside vendors for these services, the contract must clearly explain who the vendors are and what they’re responsible for. 

3. Use an event planner contract sample to schedule payments

This is an important clause for a lot of freelancers. First, decide when you prefer to get paid. Typically, event planners will be paid an upfront deposit and receive the rest of the payment upon event completion. 

If you decide on this payment plan, make sure your event planner contract and timeline provides a due date for the first deposit. Include in writing that you’ll only begin working once the amount has been paid. 

Clients can also pay in smaller increments for certain milestones you outline. If you choose this payment plan, make sure you break down the milestones and any line items they may include (equipment, venue rental, etc.) including fees and taxes. 

4. Terms for event cancellation in your event planner contract

What happens if the event is canceled after you’ve already planned part of the event? If your client pulls out halfway through, your contract can protect you. 

This is where milestone payments come in handy. Make sure your contract clearly outlines that all upfront payments received are non-refundable and that clients are 100% responsible for any event costs made since the last payment. This ensures compensation for the work you’ve completed since the initial deposit. 

Event Planner Contract Template Sample
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5. Add termination clause in the event planner contract template

This clause is for any cancellation that may occur due to unforeseeable events.

These events are out of both party’s hands, and may include:

  • Weather incidents
  • Personal disaster
  • Government shutdown
  • Serious outside disturbances (rallies)

This clause outlines all situations that could happen where neither party will be held liable. Clearly, the chances of these scenarios actually happening are fairly slim, however, contracts are all about protecting yourself in any case. 

Make sure to cover these points in the termination clause:

  • Which party member holds the authority to cancel certain services.
  • Detailed description of covered scenarios/cirumstances. 
  • What happens if certain events occur (payments, rescheduling, etc.)

6. Indemnification clause in the event planner contract

This clause protects you from any legal action caused by client negligence. Including this clause in your event planner contract makes it so that your client can’t hold you legally responsible for any damages, injuries or losses that happen based on actions they commit. 

As Forbes explains, “Often overlooked, indemnification creates important, business-ending responsibilities that only become clear once it’s too late.” and refers to compensating for any loss, liability or damage incurred by another. 

7. Photo release clause in your event planner contract example

This clause is more helpful than essential – especially for event planners looking to enhance their portfolio website. 

 If you would like to use event photos to promote your online business, you should consider adding a photo release clause as a professional and safe way of receiving permission to edit and use event photos. 

You’ll find this clause more often in photography and wedding planning contracts. Many clients shouldn’t have a problem with this as it creates free exposure for them as well. However, just in case, you should include it in your contract.

8. Client notes in the event planner contract template

This is another “helpful yet not necessary” clause in your event planner contract. While contracts are usually paired with verbal conversations about what’s required and desired during event planning, it’s always helpful to include a “comments” section in your contract in case your client wants to remind you of details or requests.

This will not only help your client feel more confident moving forward with the project but will also save yourself time from any last-minute client phone calls, reminding you of concerns of needs. 

Together with meetings, events are responsible for more than $325 billion that firms spend directly. With that bit of information, you should rush to learn everything you can about event design. More importantly, you need a legally binding and full-proof event design contract template to use in drafting the agreement with your clients to get a tiny share of the money.

A good template is a tool you can use to sharpen your skills. Freelancing is not all about the money, though. Remember, you are helping people. Your clients need solutions that you and a billion freelancers can provide. Clients are only more likely to trust you if you take the time to cultivate meaningful and mutually beneficial relationships with them, and the contract can help.

Event Design Contract Template
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1. An event design contract template promotes clear communication on both sides

One of the fastest ways of building and strengthening relationships with your clients is through clear communication. Fortunately, that is where the event design contract template can come in quite handy. Therefore, set the ball rolling by ensuring that the language used on the contract is easily understandable. However, it is worth mentioning that the contract is just a tool. You need more than the contract.

For example, you have to improve your communication skills to make sure that you are passing the right message across to clients. How you communicate is just as crucial as the tools you use. Remember, excellent communication provides clarity of explanations, which makes you most likely to do a superb job.

2. An event design contract template assure clients of quality and useful resources

Secondly, it is possible to earn the trust of your freelance clients by ensuring that your event design contract template lists all the quality and most useful resources needed for the job. Some clients already have a list of the types of tools and equipment they need at the event. Remember, the event is your project. Regardless of its size and budget, you need the right tools and resources to design it perfectly to the satisfaction of your clients.

Other clients care less about the technical details of the project. Nevertheless, you owe it to them to do a stunning job that they would be proud to share with or show their loved ones, friends, and colleagues. What’s more, you would be marketing yourself better by using excellent resources.

3. Provide room for flexibility with the event design contract sample

One of the major attractions of freelancing as an event designer is the flexibility that you have for doing your job and improving relationships with clients. Here, flexibility refers to your choice of clients and the workload. More than that, you have to prepare an event design contract template that screams the fact that you are a flexible freelancer.

All relationships, whether with your clients, fellow workers, or friends, and loved ones, require a measure of flexibility. Without it, you would struggle to improve your relationships with clients. To paraphrase the words of the legendary reggae artist Bob Marley in his song titled Stiff Necked Fools, only a stiff-necked fool thinks his point of view is the best.  Flexibility also boosts productivity!

Event Design Contract Template Sample
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Are you now ready to face the world by providing the best freelance event design services? Get your house in order first. The number one step to take is to ensure that you have a well-drafted contract template to help prepare a foolproof agreement with the clients. You need the contract to promote clear and effective communication with clients. It also helps to inform and reassure them that you would be using nothing than the best resources and tools.

Lastly, it also demonstrates your flexibility. Therefore, prepare the contract basing it on the best template you can find. That way, you would be enhancing relationships with your clients and pushing your name as one of the best freelancers. Get your event design contract template today!

Your event planner contract takeaway

When properly drafted, contracts solve problems and create freelance confidence. While many freelancers think clients may negatively react to receiving a contract, they’re more commonly used than you think. 

A proper event planner contract is the cornerstone for a healthy working relationship with clients, customers, partners, vendors or providers. As a budding or experienced event planner, adding to your professionalism and freelance protection is always a key way forward. 

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