Event Plannerservices

Event Planning Agreement

Full-service planning contract covering weddings, corporate events, and private celebrations.

What's included

Scope of Planning Services

Defines the planning, coordination, design, budgeting, vendor management, and event-day services included in the engagement, along with any exclusions.

Client Responsibilities and Approvals

Requires the client to provide timely information, decisions, payments, guest counts, venue access, and approvals needed for the planner to perform services.

Fees, Deposit, and Payment Schedule

Sets the total planning fee, non-refundable deposit or retainer, invoice timing, late fees, and consequences for missed payments.

Budget Management and Vendor Payments

Clarifies whether the client or planner is responsible for third-party vendor payments, budget approvals, reimbursable expenses, and cost overruns.

Cancellation and Rescheduling

Establishes notice requirements, retained fees, rescheduling procedures, and amounts due if the client cancels, postpones, or materially changes the event.

Confidentiality and Event Information

Protects private client information, guest information, budgets, vendor pricing, and sensitive event details disclosed during the engagement.

Risk Allocation, Force Majeure, and Disputes

Addresses unforeseeable events, third-party vendor failures, venue issues, limitation of liability, indemnification, governing law, and dispute resolution procedures.

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Frequently asked questions

What should an event planning agreement include?

It should identify the planner and client, describe the event, define the planning services, set fees and deposit terms, allocate vendor payment responsibility, and address cancellation, rescheduling, confidentiality, liability, and dispute resolution.

Can an event planner keep a deposit if the client cancels?

A planner may be able to retain a deposit if the agreement clearly states that it is non-refundable or earned upon receipt, subject to applicable law and the reasonableness of the cancellation terms.

Who is responsible for paying event vendors?

The agreement should specify whether the client pays vendors directly, the planner pays vendors using client-funded amounts, or responsibility is shared based on written approvals and budget authorizations.

How should rescheduling be handled in the contract?

The contract should require written notice, state whether fees transfer to the new date, identify any rescheduling charges, and clarify that availability of the planner and vendors is not guaranteed unless confirmed in writing.

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Use this template

Templates/Event Planning Agreement