Event Plannerfreelance

Day-Of Coordination Agreement

Focused contract for day-of coordination services only - not full planning.

What's included

Limited Day-Of Coordination Scope

Defines the agreement as limited coordination for the event day and related handover preparation, not full-service planning or event design.

Coordination Hours and Event Timeline

States the included coordination hours, expected schedule, overtime requirements, and the coordinator's role in managing the agreed timeline.

Client Handover and Cooperation

Requires the client to provide vendor information, contracts, floor plans, timelines, contact lists, and final decisions by a stated lead-time deadline.

Fees, Retainer, and Payment Terms

Sets the total coordination fee, non-refundable retainer, payment deadlines, late payment consequences, and reimbursable expense rules.

Excluded Services and Vendor Responsibility

Clarifies that the coordinator is not responsible for full planning, vendor selection, vendor performance, setup labor, teardown, or services not expressly listed.

Confidentiality and Event Information

Protects private client information, guest details, budgets, vendor contracts, and event logistics disclosed during the coordination engagement.

Cancellation, Postponement, and Termination

Addresses client cancellation, event postponement, coordinator termination rights, non-refundable payments, and amounts due for work already performed.

Risk Allocation, Force Majeure, and Disputes

Limits liability for circumstances beyond the coordinator's control, addresses venue or vendor failures, and establishes a process for resolving disputes.

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Frequently asked questions

What is a day-of coordination agreement?

A day-of coordination agreement is a contract for limited event coordination services focused on executing an existing event plan, managing the event-day timeline, and serving as a point of contact for vendors and the client.

How is this different from a full-service planning contract?

This agreement is narrower than a full-service planning contract. It should state that the coordinator is not responsible for designing the event, sourcing vendors, negotiating contracts, managing the budget, or making major planning decisions unless those services are expressly added.

Why is a client handover deadline important?

A handover deadline ensures the coordinator receives final timelines, vendor contacts, venue rules, floor plans, and contracts early enough to prepare. Without timely handover, the coordinator may not be able to identify problems or manage the event effectively.

Should the retainer be non-refundable?

Many coordinators use a non-refundable retainer to reserve the event date and compensate for turning away other work. The agreement should clearly explain whether the retainer is non-refundable, when remaining payments are due, and what happens if the event is cancelled or postponed.

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Templates/Day-Of Coordination Agreement