This document can be used in any scenario where two parties want to have a document executed for renting a place. It doesn`t matter if the venue is big or small or the size of the event. You draft an event contract by entering into an agreement with your client on the services and obtaining these agreements in writing. The most important elements you should include in your event planning contracts are the services provided, the payment schedule, the cancellation and termination clauses, and any other liabilities or rights you wish to cover. Rental price and fees You need to create a rental plan. For example, you can charge in blocks of four, eight, or 24 hours. You can charge high prices for “seasonal” rentals. You need to decide what you could charge if they exceed the agreed time. Late fees and interest rates must also be included in the contract.
The planner obtains the written consent of the client before entering into binding contracts for the event and/or making non-refundable deposits. This is what I call the Bridezilla clause. This clause states that at no time and under no circumstances will you or any person who supports you tolerate unfair, violent, destructive, threatening or harassing conduct by the Customer or any party acting on behalf of the Customer. If such behavior occurs, you have the right to respectfully inform the customer and/or member and face the situation. If the abusive behavior persists, your event planning company will consider it a breach of contract and the event will be automatically canceled. No refunds will be given. It is possible for a customer to give up in the middle of the event planning process. What do you do if you have already planned part of the event? In general, you should require your client to present their own event insurance with you or your company called “additional insured”. Most policies start at one million per incident. You can ask for more if necessary.
If alcohol is served, you must also take out alcohol compensation insurance. Ask your customer to provide proof of this insurance. As a venue owner, you know that contracts are needed to hold both parties accountable for the stated terms. Clearly written contracts, without surprises, will lead to more transparent events and avoid frustration on both sides. We`ve compiled a list of things you should consider when drafting a contract. We all understand that life happens and things don`t always go as planned. In the event that your client may need to cancel their event, your contract must stipulate that the cancellation must be made in writing and received two weeks before the date of the event. Indicate which fees/charges will apply as a result of the cancellation. Establishing restrictions and restrictions in your contract will protect your location from damage and hazardous activities.
The points to consider are: rooms that are taboo for participants; the types of décor that are not allowed; where the décor cannot be placed; designated smoking areas; and restrictions, including when the music should end and when everyone (including cleaning crews) should leave the premises. A termination clause should not be confused with the cancellation policy. Termination refers to a cancellation due to unforeseeable events beyond the control of either party. The customer agrees to give you permission to take before/after photos or videos of the event for advertising purposes. You`d be surprised how often customers see photos of their event on the event planner`s website and demand that those images be removed. A contract can make all the difference between working for free or getting paid for the services you provide. Never be afraid to use a contract as a new event planner, it`s your shield against financial loss. Before you get into what a contract should contain, it`s important to know that you should never agree to provide event services without a contract. I love this clause because it allowed me to avoid a lot of bullets.
I had brides who knew they tended to behave like fools and not contract with me after reading this clause. I would later find out that they had signed a contract with another planner and given him a lot of trouble. Never be afraid not to sign a contract with a client who exhibits difficult behavior during the first meeting. As they say, “Not all money is good money.” This abuse clause will save you from trouble. We`ve all heard stories of event planners who ended up being the personal assistant to a bridesmaid in need because the full range of services provided to the client was not fully explained. Or worse, the event organizer, who was to serve as a concierge, simply cleaned the reception room because this service was not provided by the venue or catering company. Don`t worry, this article will help you create a basic event contract that includes clauses to protect your event business. Date and description of the event. The ___________ This is a topic that needs its own article. Your contract must indicate the payment methods you accept (cash, checks, credit cards, money order, Square, PayPal, CashApp, Venmo, cell).
Please research third party policies. I am part of an event network and we have found that there are brides who hire you for services and insist on paying you via PayPal or CashApp. These brides will later try to get all their money back by filing a dispute 30 days after their event. In many cases, brides received a full refund. So do your homework before listing the payment methods you receive from customers in your contract. Agreements and waivers of events are generally governed by the laws of each State, which govern general and customary contractual principles. Clients who retire halfway through are not uncommon. But what if it`s you, the event organizer, who wants to unsubscribe? It happens – maybe you`re getting a last-minute request from a more prominent customer, a supplier you`ve hired, they`re facing an unexpected health emergency. This type of clause is common in the hotel industry and is called a hotel cancellation clause. What do you always include in your event planning contract? Share it with us on LinkedIn! The purpose of the deposit is to save a date on your calendar. Deposits can vary from 25 to 50% of the total cost of the event. Always ask for a deposit for your services.
It sends a message to the customer that your time and services are valuable. Planners get burned when they don`t need a deposit. List the due dates and the amount due so that there is no confusion. Some planners charge a late fee for payments received after a certain date. In the event of an immediate need of 45 days or less prior to the contract date, all funds for this event must be paid in advance and the total amount paid must not be refundable. Also note that additional charges apply if the scheduling services exceed the agreed billing deadlines or the specified price offer. I`ve seen clients ask for everything from a taste test to a model of their wedding décor, only to turn around and hire another event planner to provide the same cheaper services. Without a deposit, there is no real obligation on the part of the customer to use your services. Event planning contracts protect both parties in a variety of ways. A legally valid contract obliges the parties to agree in writing on a number of conditions. Read 3 min In any case, it is important to communicate in printed form that after signing the contract, the deposit / advance will not be refunded.
Another advantage of non-refundable deposits is that you hunt down flaky brides who aren`t sure they want to get married at all. Then, learn more about legal issues and event requirements. Next, create an accurate event table with legal spacing using Social Tables` free event scheduling tools. This clause is not strictly necessary, but it is useful if you want to use photos from the event to promote your business. A photo release clause in your event planning agreement gives you permission to use and edit photos taken during the event for promotional purposes. Creating event contracts can be intimidating. For most, it is easier to entrust this task to a lawyer. .