Event Planning Services Agreement
This Event Planning Services Agreement sets forth all the
relevant terms for hiring a company to hold an event or series of
events. This document can be easily adjusted to fit the specific
event/s being contemplated by the parties. Further, it includes all
relevant terms such as quality control, supervision,
indemnification, and payment.
ALL INFORMATION AND FORMS ARE PROVIDED “AS IS” WITHOUT ANY WARRANTY,
EXPRESS, IMPLIED, OR OTHERWISE, INCLUDING AS TO THEIR LEGAL EFFECT AND
COMPLETENESS. They are for guidance and should be modified to meet your needs and the
laws of your state. Use at your own risk. Docstoc and anyone who participated in providing or
modifying any form is not creating or entering into an Attorney-Client relationship. Docstoc
does not provide legal advice. The information and forms are not a substitute for the advice of
your own attorney.
Event Planning Services Agreement
This AGREEMENT made on _______________ [Instructions: insert date], between
____________________ [Instructions: insert name of person or entity that is performing
the event planning services] (the "Contractor"), with its principal place of business at
____________________ [Instructions: insert address], and ____________________
[Instructions: insert name of client] of ____________________ [Instructions: insert
residence or location of business] ("Client").
I. General Requirements
1. Contractor is to furnish high-quality event planning services for ______________
[Instruction: insert name, description and location of event] (“Event”), outlined in the
attached Schedule "A", in a professional and consistent manner.
2. Contractor will provide trained labor and supervision as described in the following pages.
3. All labor and supervision will be employees of the Contractor and Contractor will pay all
salaries, wages, expenses, and related federal taxes, social security taxes, state and local
taxes, unemployment taxes, and other similar taxes which apply to such Contractors.
4. The Event shall adhere to a schedule established between the Contractor and Client.
5. Contractor shall at all times during the term of this agreement, obtain and maintain in effect
the following insurance:______________________ [Instruction: insert required
insurance, if applicable] [Comment: this is not provided for by law, but should reflect
the agreement of the parties]
6. Contractor shall comply with all applicable laws and rules of federal, state and local
governments.
7. No experimentation with products or supplies shall be performed at the Event without prior
written approval of Client.
8. A list of products and supplies to be used shall be furnished to the Client prior to Contractor
selection.
9. _____________________________________ [Instruction: Set forth any additional
general requirements]
II. Supervision and Quality Control
1. Contractor is solely responsible for supervising the maintenance services and ensuring
quality control.
2. Prior to performing any maintenance, Contractor's employees will be adequately trained at
Contractor's expense.
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3. _____________________________________ [Instruction: insert any additional quality
control measures]
III. Supplies
1. Contractor shall supply all supplies necessary to perform services set forth in this agreement.
Supplies excluded are: _______________ [Instruction: insert any excluded supplies].
These supplies will be supplied by the Client.
2. The Client reserves the right to require Contractor to change products used, if in the Client’s
opinion the products used do not achieve quality results.
3. The Client may also provide supplies to Contractor. In the event the Client provides the
supplies, Contractor will reimburse the Client.
4. _____________________________________ [Instruction: set forth any additional terms
related to supplies and Event].
IV. Indemnification
1. In addition to the liability imposed by law upon Contractor due to other damage to property
or personal injury (including death) arising from its assumption of operations under this
Agreement, Contractor hereby agrees to defend, indemnify and save the Client, its agents,
officers and directors harmless against any and all loss, damage, liability, claims, demands or
costs (including attorney fees) resulting from injury or harm to persons or property
(including, without limitation, Contractor's Contractors or property), excepting only such
injury or harm as may have been caused solely by the willful misconduct or gross negligence
of the Client or its agents, officers, directors or employees. Contractor's activities shall be
deemed to include those of subcontractors.
2. Without limiting the generality of the foregoing, the defense and indemnify provisions of this
section include:
A. Claims due to the use, misuse or failure of any vehicle even though such vehicle
may be rented, loaned or furnished to Contractor by the Client. This includes
claims for damage to the Client's property.
B. _____________________________________ [Instruction: set forth any
additional areas for indemnification].
V. Assignment
1. The Client shall have the right to assign this Agreement to any successor, or to any
associated or affiliated entity of the Client without securing the consent of the Contractor,
and may grant to such assignee the same rights and privileges it enjoys pursuant to this
Agreement.
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2. The Contractor shall not assign or otherwise transfer its rights or obligations under this
Agreement without the prior written consent of the Client. Consent will not be unreasonably
withheld. Any attempted assignment not consented to in the manner as prescribed herein
shall, at the option of the Client, be null and void.
VI. Payments
1. ____% [fifteen (15)] [Comment: This number is not provided for by law, but can be any
number the user chooses] deposit due upon signing this contract
2. ____% [fifteen (15)] [Comment: This number is not provided for by law, but can be any
number the user chooses] of the remaining balance is due 3 months from signing this
contract.
3. ____% [fifteen (15)] [Comment: This number is not provided for by law, but can be any
number the user chooses] of the remaining balance is due 2 months before Event.
4. Remainder of balance is due 2 weeks before scheduled Event.
VII. Cancellation
If for any reason the services of Contractor are no longer needed, Client agrees to pay the
percentage of the total agreed upon fee as shown below.
____% [fifteen (15)] of the total fee is due if the event is cancelled within ____ [fifteen (15)]
days of signing this agreement.
____% [thirty (30)] of the total fee is due if the event is cancelled within ____ [forty five (45)]
days of signing this agreement.
____% [ninety (90)] of the total fee is due if the event is cancelled within ____ [ten (10)]
[Comment: This number is not provided for by law, but can be any number the user chooses]
days before the Event.
VIII. Non-Waiver
Forbearance or neglect on the part of the Client to insist upon compliance by the Contractor with
the terms of the Agreement shall not be construed or constitute a waiver of its rights hereunder.
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Owner
___________________
By ___________________
Name ___________________
Title ___________________
Contractor
___________________
By ___________________
Name ___________________
Title ___________________
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Schedule A
Contractor shall provide the following services:
Free initial meeting
Unlimited phone consultations and advice
Budget preparation and help with staying within budget
Schedule and timeline preparation
Negotiating and booking for all vendors
Helping to comply with codes
Ceremony preparation and planning
Preparing itineraries, programs, menus and place cards
Directing and supervising the Event
Notifying all attendees of their responsibilities and helping to fulfill them
Formalwear
Menu and drink selection and style
Planning reception
Helping to find and book:
Venues
Decorations and flowers
Color scheme
Music
Attendant’s gifts
Invitations (as well as keeping track of guests attending)
Making the event as stress free and enjoyable as possible
_______________________ [Instruction: insert any additional services]
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[Comment: remove any unneeded services].
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