SAMPLE EVENT CONTRACT
It is our understanding that, you will retain us as a Professional event Consultant and event Day Coordinator for your event scheduled on [event Date].
Description of Services
As event planners, our role includes:
− [# of] consultations with you via telephone/email
− Assistance in budget determination and breakdown as needed
− Discussion of theme, color, style and complete event design
− Research of event professionals in each category that fit your event style and budget and to provide you with suggestions and guidance in making the final selections
− Attendance at [# of] vendor appointments of your choice
− Up to [# of] hours of professional in-person consultation time throughout the planning process As event Day Coordinator our duties include:
− Visit to both ceremony and reception sites prior to event
− Development of a detailed event timeline and floor plan for contracted vendors and bridal party
− Follow up telephone calls to all contracted vendors 1 – 2 weeks before event day
− event Rehearsal Supervision ([#of] hours maximum)
− On-site coordination and supervision at the ceremony site and during the reception for up to [# of] hours on the day of your event
− An additional event manager, on site, the day of the event
Please note that the services listed above do not include running any event related errands such as picking up or delivering attire, supplies or equipment, documents, etc. As the client, you will rely on us to work as many hours as may be reasonably necessary to fulfill our obligations under this agreement.
Conditions
− We understand that our role will be that of advisor and coordinator. You will make the actual selections of service providers and we will implement those selections.
− You will make payments directly to the service providers/vendors and not to us. We do not accept any commissions from recommended vendors and cannot guarantee any service provider’s performance or product. If litigation occurs, it occurs in the jurisdiction where our office is located and the winning party will be reimbursed for attorney and legal fees and court costs.
− It is your responsibility to provide us with contact names, telephone numbers and any scheduled timetables for all service providers involved in the event ceremony/reception no later than 14 days prior to the event or upon the signing of this letter.
− It is also your responsibility to notify us of any changes in a timely manner. We shall not be held liable for any changes made by you or your selected service providers.
− We will use our professional judgment when taking action in regard to changes, weather, tardiness, nonperformance, etc. based on the situation, time limitations and/or your wishes.
− In the event a venue coordinator is on site we will work with you and the coordinator as needed.
Fees & Payment Schedule
For our services you will pay a total of $_________. Payment will be made as follows:
A non-refundable retainer in the amount of $________ – upon signature of this letter of agreement
$________ due on _______________ (Date)
$________ due on ________________ (Date) (ten days prior to your event date)
Term/Termination
This agreement will terminate automatically upon completion of the services required by this letter of agreement.
Changes/Cancellations
Any changes made to this letter of agreement must be made in writing and signed by all parties. You may cancel this agreement, in writing, for any reason. If the event is canceled, refunds are limited to unearned fees, funds in excess of unused or non-refundable fees and out-of-pocket expenses. If you cancel less than [#] days before the event – except for the death of a member of your immediate family – there will be no refund. If the event is not canceled, there will be no refund.
Acts of God
If an act of God, such as a fire, flood, earthquake or other natural calamity shall cause you to cancel your event; I will require payment only for the time actually spent planning your event.
