Event Planning Document Template

Event Planning Agreement

This Event Planning Agreement (the "Agreement") is entered into as of by and between Client Name: and Event Planner Name: .

WHEREAS

WHEREAS, Client desires to engage Planner to perform professional event planning and coordination services in connection with the event identified below; and

WHEREAS, Planner represents that it has the experience, personnel, and resources necessary to provide such services in a professional manner consistent with industry standards; and

WHEREAS, the parties desire to set forth the terms and conditions under which Planner will provide event planning, coordination, and related services.

Event Details

Event Date:   Start Time:   End Time:

Scope of Work

Planner will provide event planning and coordination services including but not limited to vendor selection and negotiation, timeline development, on-site coordination on the day of the event, and management of specified services as agreed. Specific tasks to be performed are set forth below and form an integral part of this Agreement.

Consultation & planning
Vendor selection and coordination
Timeline development and management
On-site coordination on event day
Budget management
Design / decor direction

Payment Terms

Total Fee: $. Client shall pay a non-refundable deposit of $ to secure Planner's services.

Late Payment: Any payment not received within days of the invoice due date shall incur a late fee equal to of the overdue amount or the maximum allowed by law, whichever is less.

Taxes and Pass-Through Costs: Client is responsible for applicable sales, use, or other taxes and for reimbursing Planner for any third-party vendor costs paid on behalf of Client.

Term and Termination

Term Commencement Date: . Term End Date: .

Either party may terminate this Agreement for convenience upon written notice delivered at least days prior to the intended termination date. Termination for cause may be immediate if a material breach is not cured within days after written notice. Upon termination, Client remains responsible for fees for services performed and non-cancellable vendor commitments incurred prior to termination.

Confidentiality

Each party agrees to maintain in confidence all proprietary or confidential information disclosed by the other party that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential information does not include information that is publicly available, independently developed without use of the other's confidential information, or rightfully received from a third party without restriction. These obligations survive termination of this Agreement for a period of two (2) years.

Insurance, Permits, and Compliance

Planner will maintain commercial general liability insurance as required for performance of services and will provide proof of insurance upon Client's reasonable request. Client is responsible for obtaining any permits, licenses, venue permissions, and insurance coverage required by venue or applicable law unless otherwise agreed in writing.

Indemnification and Liability

Each party shall indemnify, defend, and hold harmless the other party and its officers, agents, and employees from and against all claims, liabilities, damages, losses and expenses (including reasonable attorneys' fees) arising out of the indemnifying party's negligence, willful misconduct, or breach of this Agreement. Planner's liability to Client for any claim arising under this Agreement shall not exceed the total fees paid by Client to Planner under this Agreement.

Force Majeure

Neither party shall be liable for delays or failures in performance caused by circumstances beyond its reasonable control, including acts of God, governmental action, strikes, pandemics, or other events of force majeure. The party affected shall provide prompt written notice and the parties shall reasonably negotiate modifications to obligations and schedule.

Cancellation Policy

If Client cancels the event more than days before the event, Client will forfeit the deposit but is not otherwise liable for the balance except for non-cancellable third-party costs. If Client cancels within days of the event, Client is responsible for the full fee less any amounts not incurred or recoverable by Planner.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles.

Entire Agreement

This Agreement, together with any attachments and schedules referenced herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements, understandings, and communications, whether written or oral. Any amendment or modification must be in writing and signed by both parties.

Miscellaneous Provisions

Notices shall be in writing and delivered to the addresses set forth below or to such other address as either party may designate in writing. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

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