6 Things You Need in Every Event Planning Contract

2. Terms for if you cancel

Since we’ve already discussed what to do if the client cancels, what about if you cancel as the event planner? It’s certainly possible that something can come up at the last minute that you could never have predicted, whether it’s a medical issue or a family emergency of some kind. In this case, you’ll want to be protected from extremely negative consequences. So, in your event planning contract, describe what you’ll do if you end up having to stop working on this event.

Perhaps you’ll refund the client to make up for inconveniencing them. Or maybe you’ll be responsible for locating another event planner to replace you so that the client is not left high and dry at the last minute. You and the client must come to an agreement about what would be satisfactory in this situation, and that agreement will vary with different event planning contracts.

3. Payment details and schedule

How much will the client pay you, and when will they do so? This includes deposits, various fees relating to vendors and other costs, and the entire amount that the client will end up paying you, among other fees depending on the event you’re planning. Don’t just say how much they’ll give you, and for what. Be sure to include a payment schedule as well — are they paying you for everything at the beginning or throughout the course of the planning process?

Additionally, as part of these details, you should include a budget for the event. You can’t predict how much everything will cost, but you can have a reasonable sense of an estimate so that no enormous costs come up at the last minute. The client should be able to predict roughly how much they’ll pay for everything, including costs you incur for vendors and other third-party services, as well as for your hours of event planning prowess. 

4. Which event planning services you’ll provide

Don’t just say that you’ll act as an event planner. What event planners do varies enormously, depending on the kind of event and the planner’s particular expertise. You don’t want to be on the hook for doing tons of extra work that you never expected to do. That’s why you and the client should establish clear parameters for what they expect you to be responsible for.

For instance, will you be in charge of marketing, or will the client have to hire another professional to oversee this element? Do you know enough about audio/video technology to figure this aspect out yourself, or will you expect that aspect of the event to be dealt with by someone else? Not only should you list what planning services you’ll provide — you should also mention any significant tasks that you won’t be doing. This way, the client has a clear sense from the beginning — and in writing — of what to expect.