Event Planning Guidelines

EVENT PLANNING GUIDELINES

Client Name:    Event Planner:

Event Name:    Event Date:

RECITALS

WHEREAS, Client Name: desires to host the event described above and requires planning, coordination and on-site management services; and

WHEREAS, Event Planner: has represented that it possesses the experience, staff and resources to provide the services set forth in these Guidelines; now, therefore, the parties agree as follows.

SCOPE OF WORK

The Planner shall provide professional event planning and coordination services in accordance with the specifications below. Services shall include, but are not limited to, venue coordination, vendor management, logistics, timeline development, on-site management, and post-event wrap-up. The detailed scope is:

RESPONSIBILITIES

The parties acknowledge the allocation of duties as follows. Client is responsible for securing the venue contract and approving all vendor engagement. Planner is responsible for coordinating vendors, preparing event timelines, and providing on-site management. Specific client responsibilities checked below shall apply:

Confirm and execute venue contract within required timelines
Timely sponsor and client payments as required by Payment Terms
Obtain event-specific permits and approvals (where applicable)

Vendor selection, contracting recommendations, and coordination
On-site management during event hours
Preparation and distribution of event run-of-show and timelines

PAYMENT TERMS

Total Contract Amount:

Deposit Amount (due upon execution):

Late payments shall accrue interest at on unpaid balances, accruing daily from the date due until paid in full. Client shall also be responsible for reasonable collection costs and attorney fees incurred to collect overdue amounts.

TERM AND TERMINATION

This Agreement commences on Start Date: and terminates on End Date: unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon providing Notice Period: days' prior written notice to the other party. Termination for cause may be effected where a material breach remains uncured for a period of thirty (30) days following written notice specifying the breach.

CONFIDENTIALITY

"Confidential Information" means non-public business, financial, attendee and planning details exchanged between the parties in connection with the services. Each party shall (i) hold Confidential Information in strict confidence, (ii) not disclose it to third parties except to its employees, contractors or vendors who have a legitimate need to know and who are bound by confidentiality obligations at least as protective as those herein, and (iii) use Confidential Information solely for performance under this Agreement. Confidential Information does not include information that is or becomes publicly available without breach, or that is independently developed or rightfully obtained from a third party.

Acknowledgement: I acknowledge and agree to the confidentiality obligations set forth above.

INSURANCE, PERMITS AND COMPLIANCE

The Planner shall maintain commercial general liability insurance in an amount not less than: per occurrence and shall provide evidence of such insurance upon request. Client shall secure any venue-specific permits or licenses required by law. Both parties shall comply with applicable laws, codes, and venue rules.

HEALTH, SAFETY AND ACCESSIBILITY

Planner will use commercially reasonable efforts to incorporate health and safety protocols and reasonable accessibility accommodations. Client retains responsibility for decisions regarding health and safety measures that are mandated by governmental authorities. Any additional costs to implement required measures shall be invoiced in accordance with Payment Terms.

CANCELLATION, REFUNDS AND FORCE MAJEURE

If Client cancels the event more than thirty (30) days prior to the Event Date, Client shall forfeit the deposit but will not be liable for the remaining balance except as provided in the payment schedule. If cancellation occurs within thirty (30) days of the Event Date, Client shall remain responsible for the full contract amount less reasonable mitigation of costs by Planner. For any delay, cancellation or failure to perform due to acts beyond a party's reasonable control, including natural disasters, epidemics, labor disputes, governmental orders or similar events (Force Majeure), performance obligations shall be suspended to the extent directly affected and the parties shall promptly attempt to agree on modifications to minimize loss.

INTELLECTUAL PROPERTY AND PUBLICITY

Planner retains all intellectual property rights in materials, templates and methodologies developed independently of the Event. Any custom materials created specifically for Client will be owned as expressly agreed in writing. Client consents to Planner's reasonable use of Client and event name, logo and photographs for Planner's promotional purposes only where Client has given prior written consent: Client grants consent

INDEMNIFICATION AND LIMITATION OF LIABILITY

Each party agrees to indemnify, defend and hold the other harmless from any third-party claims, damages or liabilities arising out of its negligence or willful misconduct in connection with the event. Except for willful misconduct or gross negligence, Planner's aggregate liability for any claim arising out of or relating to these Guidelines shall not exceed the total fees actually paid by Client to Planner under this Agreement.

CHANGE ORDERS

Any changes to the Scope of Work shall be documented in a written change order signed by both parties specifying the change, cost impact and schedule impact. Planner shall not be obligated to perform work outside the original scope absent a signed change order.

GOVERNING LAW

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

ENTIRE AGREEMENT

These Guidelines, together with any executed change orders and attachments specifically incorporated by reference, constitute the entire agreement between the parties with respect to the subject matter herein and supersede all prior and contemporaneous agreements, proposals, negotiations and communications, whether written or oral. No amendment shall be effective unless in writing and signed by both parties.

NOTICES

All notices required under this Agreement shall be in writing and delivered to the addresses designated by the parties. Notices shall be effective upon delivery by hand, by confirmed electronic transmission, or three (3) days after deposit in the mail with first-class postage prepaid.

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