7 Clauses to Include in Your Event Planning Contract
Most of the event planners think that verbal agreement is enough to cut a deal in the planning industry. Just because the client seems nice during the initial planning stages does not guarantee the same attitude when it comes to the actual event execution. Most of these clients turn to be different people especially if things did not turn out to be what they expected, which has nothing to do with the planner. To avoid and even protect yourself, these are some of the clauses you should never miss on your contract
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Scope of Services
Any agreement to provide services ought to have clear expectations set as to what those services are. If those services are laid out in general terms and not specifically defined, you open up the potential for lawsuits over “unmet” expectations. Be detailed on what services you will provide and if you are working with other vendors also indicate in detail who those vendors are and what services they will be contracted for by you. I would prefer to write the cope of services in bullets rather than a block of text.
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Payment schedule
When do you want clients to pay you for your work? Most event planning work includes an initial deposit, with the rest paid after the event. Others prefer everything to be paid prior to the event Make sure you set due date for the initial deposit. Put it in print that you will not begin work until the client pays that amount. The client can pay the remainder when the event ends, or in smaller increments for each milestone in the planning phase. Be sure to break down the line items (e.g. venue rental, equipment, catering) and include taxes and other added fees.
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Terms for cancellation
Events don’t always go as planned and sometimes the event host must cancel their plans. A cancellation clause will ensure that your company gets paid for the work you’ve already done, no matter what happens. In this case, your contract can protect you from monetary loss. Note that all payments that you received before the cancellation are non-refundable. Others contract states that a certain percentage will be deducted in case of a refund. Others still insist that the amount can be used for another event. Whichever the case make sure that it is well stipulated on the contract.
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Cancellation-by-you clause
A client backing out midway is not uncommon. But what if it’s you, the event planner, who wants to opt-out? It happens — maybe you get a last-minute request from a higher-profile client, a vendor you hired backed out, you face an unexpected health emergency. In the event planning contract, include the scenarios that allow you to opt-out. However, you also need to include provisions for the client you’re backing out on. This may include finding the client another third-party planner or reimbursing the client for the initial deposit.
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Termination clause
A termination clause should not be confused with the terms of cancellation. Termination pertains to cancellation due to unforeseeable events that are beyond either party’s control. This may include weather-related incidents, a government shutdown, or another disaster. A termination clause outlines the scenarios where neither party can be held liable. Of course, these scenarios are highly unlikely, but crazy things can happen out of the blue! You need to protect yourself in your contract.
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Indemnification clause
An indemnification clause protects you from liability if you’re sued by a third-party due to negligence on the client’s end. If an attendee is injured, for example, the clause ensures that the attendee cannot hold you legally responsible. Another example is damage to the venue. In this case, the venue operators need to hold the client responsible, not you. However, it is important to secure a Workers compensation in case your staff get inquired during such calamities or even compensation for your equipment etc
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Photo release clause
This clause isn’t essential, but it’s helpful if you want to use photos of the event to promote your business. A photo release clause in your event planning contract gives you permission to use and edit photos taken during the event for promotional purposes. This clause is common in wedding planning and photography contracts. Most clients should have no problem with this since it means additional exposure for their own company. Nevertheless, you need to cover it in writing.
CONCLUSION
There are the other most important basic elements of Event planning Contacts that includes Indicating:-
- full names of Clients
- Date of Event
- And signatures of the clients and the event planner
- Don’t forget to print out a copy to your client or email a copy
An event planner contract is your safety net. Never agree to any work on a verbal-only agreement. This is the case even when working with a loyal client whom you have developed a rapport with. The contract not only protects you financially but also prevents unnecessary disputes that can lead to eroded business relationships.
