Event Planning Pre Event Checklist

EVENT PLANNING PRE-EVENT CHECKLIST AND SERVICES AGREEMENT

This Event Planning Pre-Event Checklist and Services Agreement (the Agreement) is entered into by the parties identified below for the planning and coordination of the event described herein. Client Name: Planner / Agency Name:

RECITALS

WHEREAS, Client desires to engage Planner to provide event planning, coordination, and related services for the event known as: scheduled on ; and

WHEREAS, Planner represents that it has the experience, personnel and resources necessary to perform the services described in this Agreement; and

WHEREAS, the parties wish to document a pre-event checklist of tasks and responsibilities and to set forth the material terms governing Planner’s performance and Client’s payment obligations.

SCOPE OF WORK

PRE-EVENT CHECKLIST (RESPONSIBILITIES & DUE DATES)

Instructions: For each item, check when complete, identify the Responsible Party and enter the target completion date.

Permits & Legal

Permits obtained and filed    Responsible:    Due:

Contracts with venue and primary vendors executed    Responsible:    Due:

Venue & Logistics

Site visit completed and floor plan approved    Responsible:    Due:

Load-in / load-out schedule finalized    Responsible:    Due:

Vendors & Catering

Vendor confirmations received (caterer, AV, florist, rentals)    Responsible:    Due:

Audio-Visual & Lighting

AV technical rider and cue sheet prepared    Responsible:    Due:

Security & Medical

Security plan and on-site medical resources confirmed    Responsible:    Due:

Staffing & Volunteers

Staffing rosters and volunteer assignments completed    Responsible:    Due:

Marketing & Communications

Attendee communications and signage finalized    Responsible:    Due:

Rehearsals & Final Timeline

Rehearsal scheduled and final run sheet distributed    Responsible:    Due:

Contingency & Insurance

Insurance certificates received and contingency plan documented    Responsible:    Due:

PAYMENT TERMS

TERM AND TERMINATION

Term Commencement Date:    Term End Date:

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within days after written notice. Termination by Client without cause prior to the event may forfeit deposits as set forth in Payment Terms.

CONFIDENTIALITY

The parties acknowledge that confidential information may be exchanged in connection with the services. Each party agrees to keep confidential and not disclose proprietary or sensitive information received from the other party for a period of years following termination, except as required by law or with prior written consent. Confidential information does not include information that is publicly known through no fault of the receiving party.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction of: without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement, together with any attached checklists, schedules, and vendor contracts expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations and understandings. Any amendment must be in writing and signed by both parties.

ADDITIONAL NOTICES

Client represents that it has authority to enter into this Agreement and to authorize Planner to perform the services described. Planner shall perform services in a professional manner consistent with industry standards. Neither party shall assign this Agreement without the prior written consent of the other, except that Planner may subcontract portions of the work while remaining responsible for overall performance.

Sign Now