Wedding and event planning agreement template

Wedding and Event Planning Agreement

Parties: Planner · Client

1. Purpose

This agreement sets out the terms on which the Planner plans and coordinates the wedding or event described below for the Client. The Client is the person or people who engage the Planner and decide for the event.

2. The event

Event: [[Type of event, e.g. wedding, birthday, corporate event]]

Date: [[Date]]. Backup date, if any: [[Backup date, or none]]

Place: [[Venue or area]]

Number of guests: about [[100]]

Style and wishes: [[Style, theme and main wishes of the Client]]

Budget for the event (vendors and costs, not the Planner’s fee): [[Amount]]

3. The Planner’s services

The Planner provides the following planning and coordination services:

[[Describe the services and deliverables]]

Scope: [[planning only / planning and a search for vendors / full planning with coordination on the day]]. Anything not listed, such as extra meetings, further events (a rehearsal dinner, a welcome party) or last-minute changes after the final plan is approved, is extra work, agreed in advance and charged at the rate in the price schedule.

The Planner works as an independent business, decides how to carry out the services and has no authority to bind the Client unless the Client gives it in writing or in electronic form.

4. The Client’s responsibilities

The Client gives the Planner the information, wishes and decisions it needs on time, names one contact for decisions, and answers the Planner within [[3]] business days where a decision is needed. The Client keeps its guest list up to date and tells the Planner about guests’ special needs, such as access or diet, as far as it knows them.

If the Client delays a decision or changes its mind and a choice, a price or an availability is lost as a result, the Planner is not responsible for that.

5. Vendors

The Planner looks for and recommends vendors such as the venue, caterer, photographer, florist and musicians and, where agreed, negotiates with them. Contracts with vendors are made [[directly between the Client and the vendor / by the Planner as the Client’s agent, in the Client’s name, with the Client’s approval of each contract]]. The Client decides which vendors to use.

Each vendor is responsible for its own performance. The Planner is not liable for a vendor’s failure but coordinates, tells the Client at once of any problem it learns of and helps to find a solution.

Any commission, discount or fee that the Planner receives from a vendor for work for the Client is [[disclosed to the Client and passed on to the Client / disclosed to the Client and kept by the Planner as part of its fee]].

6. Budget and vendor payments

The Planner works within the budget and does not commit the Client to a cost above it, or above what the Client has approved, without the Client’s approval in writing or in electronic form. The Planner gives the Client an overview of the costs and keeps it up to date.

Vendors are paid [[by the Client directly / by the Planner from money that the Client has given it in advance for this purpose]]. Where the Planner pays vendors from the Client’s money, it keeps that money apart from its own as far as practicable, pays only what the Client approved, gives the Client the receipts and accounts for any money left over.

7. Fees, deposit and payment

The Client pays the Planner’s fee and other charges shown in the price schedule of this contract. A deposit of [[30]]% of the fee is due on signing, and the rest [[in instalments as the price schedule states / in full 30 days before the event]]. The deposit secures the date and the Planner’s work and is treated as the clause on cancellation or postponement by the Client says.

The Planner’s travel, accommodation and other costs are charged only if the price schedule lists them or the Client approved them in advance, against receipts.

If a payment is more than [[7]] days late, the Planner may pause its work after telling the Client; the date of the event is not held while a payment is overdue. Where taxes apply, they are added.

8. Changes to the plan

The Client may ask for changes to the plan, such as another venue, more guests or a different style. The Planner tells the Client what a change means for cost, time and availability and makes it once the Client approves it in writing or in electronic form. A change that needs more work than the services include is extra work. Changes close to the event may no longer be possible.

9. Cancellation or postponement by the Client

The Client may cancel or postpone the event by notice to the Planner in writing or in electronic form. The Client then pays for the work done and the costs already committed, and a share of the Planner’s fee as follows:

Notice more than [[180]] days before the event: [[the deposit is kept]].

Notice from [[90]] to [[180]] days before the event: [[50]]% of the fee.

Notice less than [[90]] days before the event: [[100]]% of the fee.

If the Client postpones the event once to a new date within [[12]] months that the Planner can serve, this is not treated as a cancellation, and the deposit carries over.

Costs that vendors charge for a cancellation are the Client’s, as the vendor contracts say. This clause does not limit rights that the law gives the Client as a consumer, and the shares above apply only as far as the law allows.

10. Cancellation by the Planner

If the Planner cannot carry out the services, for example because of illness or an accident, it tells the Client without delay and, where it can, offers a replacement planner whom the Client accepts. If no replacement is found, the Planner refunds the fees paid for services not yet performed and gives the Client the plans, contacts and vendor information prepared so far.

11. Events beyond control

If an event beyond either party’s reasonable control, such as severe weather, the closure of the venue, an official order, an epidemic restriction, a fire or a failure of travel, prevents the event or changes it substantially, the Planner tells the Client at once, and the parties look in good faith for a new date, another venue or another solution. Costs of work already done and costs that vendors charge are dealt with as the vendor contracts and the law that applies provide; the Planner’s fee for services not yet performed is [[refunded / carried over to the new date]]. The Planner does not promise particular weather or that every vendor will perform.

12. The day of the event

On the day, the Planner coordinates the vendors and the schedule. It may make small decisions to keep the event on track without asking first, up to [[Amount]] in total, and tells the Client afterwards. In an emergency, such as a risk to safety, the Planner acts as it reasonably thinks best.

The Planner is not responsible for the conduct of guests or for things that the Client or the vendors control.

The Client’s emergency contact on the day: [[Name and phone number]]

13. Photos, confidentiality and personal data

The Planner keeps the Client’s private information, including the guest list, budget and personal wishes, confidential, uses it only for the event, shares it only with vendors who need it, keeps it only as long as needed and handles personal data as the law that applies requires.

The Planner may use photos or descriptions of the event in its portfolio only with the Client’s permission. Permission given: [[none / the permission given and where it may be shown]]

14. Liability

The Planner provides the services with reasonable care and skill; it does not promise that the event will go as the Client hopes or that every vendor will perform. Where the law allows a limitation, the Planner’s liability for ordinary negligence is limited to the fees paid to the Planner under this agreement. This never limits liability for intent, gross negligence or injury to life, body or health, or any right that the law gives a consumer and that cannot be waived.

The Planner is not liable for the acts of vendors or guests, except where it chose a vendor without reasonable care.

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

The deposit on signing and the balance as the price schedule states, each within [[7]] days of receiving the invoice, by [[bank transfer / card]]. Vendor costs are paid as the clause on budget and vendor payments says.

Governing law

[[Country or state whose law applies]]

Jurisdiction

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