Event services agreement template

Event Services Agreement

Parties: Event Planner · Client

1. Purpose

This agreement sets out the terms on which the Event Planner plans, organises and runs the event described below for the Client.

2. Event details

Event: [[Name or working title of the event]]

Date: [[Event date]], from [[start time]] to [[end time]]

Venue: [[Venue name and address, or “to be selected”]]

Expected attendance: about [[100]] guests.

Changes to the date, venue or attendance take effect only when both parties have agreed to them in writing or in electronic form, including any effect on fees and vendor bookings.

3. Scope of planning services

The Event Planner will provide the following services:

[[Describe the services and deliverables]]

Unless listed above, the following are outside the scope: [[e.g. travel and accommodation for guests, printing, speaker fees]]. Work outside the scope is provided only if the parties agree on it in writing or in electronic form, at the rates in the price schedule or as otherwise agreed.

4. Venue and vendor bookings

The Event Planner proposes venues and vendors (such as caterers, technical suppliers and decorators) and compares offers. Contracts with the venue and with vendors are made in the Client’s name and paid by the Client directly, unless the parties agree in writing or in electronic form that the Event Planner books a specific vendor in its own name and passes the cost on at cost plus the handling fee in the price schedule. The Event Planner books nothing before the Client has approved the offer.

5. Budget and approvals

The budget for the event, excluding the Event Planner’s fee, is [[Budget amount]]. The Event Planner keeps a budget overview, updates it at least [[every two weeks]] and tells the Client as soon as a cost is expected to exceed the approved amount. The Event Planner obtains the Client’s approval in writing or in electronic form before any commitment above [[Amount]] and before any change that increases the budget.

6. Client cooperation

The Client names one person who can make decisions for the Client and provides on time the information, content, guest list, branding materials and decisions the Event Planner needs. Decisions requested with a stated deadline that are not made by then may delay the schedule or cause vendors’ prices to change, and the Event Planner is not responsible for the consequences.

7. Fees and payment

The Client pays the Event Planner’s fee shown in the price schedule of this contract, on the payment terms stated in it. A deposit of [[30]]% of the fee is payable when this agreement is signed and is credited against the final invoice. The balance is payable [[14]] days before the event. Expenses are reimbursed only if the Client approved them in advance, against receipts.

8. Cancellation and postponement

The Client may cancel the event by notice in writing or in electronic form. If the notice reaches the Event Planner more than [[90]] days before the event, the deposit is retained for the work done; between [[90]] and [[30]] days before, [[50]]% of the fee is payable; less than [[30]] days before, the full fee is payable. In every case the Client also pays the costs the Event Planner has incurred or committed to with the Client’s approval and cannot cancel. Venue and vendor contracts follow their own cancellation terms, which the Event Planner shows the Client before each booking. The Client may postpone the event once, to a date within [[12]] months, without a cancellation charge if the Event Planner is available; additional planning work for the new date is charged at the rates in the price schedule.

9. Force majeure

If the event cannot be held as planned because of an event beyond the reasonable control of both parties, such as a natural disaster, epidemic, official order or a failure of the venue that is not the Client’s or the Event Planner’s fault, the parties will first try to reschedule. If the event is rescheduled, this agreement continues for the new date. If it cannot be rescheduled within [[6]] months, either party may terminate by notice in writing or in electronic form; the Client then pays for the work done until then and the costs that cannot be recovered, and the Event Planner returns any remaining part of the deposit.

10. Third-party vendors and liability

The Event Planner selects and coordinates vendors with reasonable care but is not responsible for a vendor’s own performance, delay or failure, unless the Event Planner caused it. Claims about a vendor’s performance are made against that vendor under its contract, and the Event Planner assists the Client in pursuing them. Except for intent, gross negligence, personal injury or where the law does not allow a limitation, each party’s total liability under this agreement is limited to the Event Planner’s fee under it.

11. On-site responsibilities

On the event day the Event Planner is present with [[2]] members of its team from [[time]] until the end of the dismantling, runs the event schedule, briefs and coordinates the vendors and acts as the first contact for the venue. The Client is responsible for the conduct of its guests and speakers, for its own property and exhibits, and for complying with the venue’s house rules it was given. Each party keeps the insurance usual for its role, and the Client arranges event liability insurance where the venue requires it.

12. Confidentiality and publicity

Each party keeps the other party’s non-public information, including the guest list, attendee details and budget, confidential and uses it only for this agreement, during the agreement and for [[2]] years after it ends. Attendee details are used only to run the event and are deleted or returned after it, unless the Client asks otherwise. The Event Planner may name the Client and show photographs of the event that contain no confidential content in its portfolio unless the Client objects in writing or in electronic form.

13. Term and termination

This agreement starts on the effective date and ends when the final invoice has been paid and the post-event tasks listed in the scope are complete. Either party may terminate it by notice in writing or in electronic form if the other party seriously breaches it and does not remedy the breach within [[14]] days of being asked to. On termination the Client pays for the work done until then and for committed costs that cannot be cancelled, and the Event Planner hands over the bookings, contacts and plans so the Client can continue.

14. Independent parties

The parties are independent businesses. This agreement does not create an employment, partnership, joint venture or agency relationship, and the Event Planner may act for the Client towards vendors only within a written authority the Client has given.

15. Governing law and disputes

This agreement is governed by the law stated under Governing law. The parties will first try to settle any dispute in good faith. Otherwise the courts stated under Jurisdiction decide, unless mandatory law provides otherwise.

Payment terms

Deposit of [[30]]% on signing; the balance [[14]] days before the event; approved expenses within [[14]] days of receiving the invoice, by bank transfer to the account stated on the invoice.

Governing law

[[Country or state whose law applies]]

Jurisdiction

[[Courts that decide disputes, e.g. the courts of your city]]