This is an agreement between an event planner and a company for the planning,
organization, and management of an event. This document allows the company to
attach a description of the event under Schedule A. As drafted, the dispute resolution
provision contains an attorneys’ fee clause. This form contains both standard clauses
and opportunities for the use of optional terms and conditions making it fully
customizable to fit the needs of the contracting parties. Companies should use this form
when hiring an event planner for a large company event.
EVENT PLANNER AGREEMENT
THIS AGREEMENT (hereinafter referred to as the “Agreement”) is made as of the ____ day of
__________________, 20____ between __________________, located at
___________________, (hereinafter referred to as the “Company”)
and_______________________, located at _____________________, (hereinafter referred to as
the “Event Planner”) at times referred to as “The Parties”.
WHEREAS, the Company is organizing a ________________ (the “Event”) to be held on or
about the ___ day of __________, 20____, in __________ (City), ___________ (State).
Company seeks to hire the Event Planner as the principal planner of the Event and to provide
Company ______________________________ (insert a general description of services to be
provided by the Event Planner).
NOW THEREFORE in consideration of the mutual covenants and agreements contained
herein, the receipt and adequacy of which is hereby acknowledged, the Company and the Event
Planner agree as follows:
1.1 The Event Planner will act as planner of the Event and will provide the services described in
Schedule A attached hereto. [Instruction: Schedule A should be a detailed description of all
services to be performed by Event Planner]
1.2 The Event Planner will be responsible for the planning, organization and management of all
details necessary for the performance of the services outlined in Schedule A, including but not
limited to the Event site, negotiating any leases or obtaining any permits or licenses, parking,
insurance, the rental or leasing of any equipment and the negotiating of fees and services to be
provided by any contractor, vendor or other service provider.
1.3 The Event Planner agrees to use the Company’s name, logo or trademark in any material
used by the Event Planner in promotion of the Event, including but not limited to any public
announcements in newspapers, magazines, billboards, tickets or television or radio
announcements. The Event Planner further agrees to only use the Company’s name, logo or
trademark in connection with the Event and for no other purpose or purposes without the prior
written consent of the Company.
1.4 The Company agrees to use the Event Planner’s name, logo or trademark to provide
recognition of the Event Planner as the planner of the Event.
1.5 The Event Planner agrees that any promotional material it uses to promote the Event will be
paid for and prepared by ______________________ unless otherwise agreed to in writing by the
Parties. Any promotional material used by the Event Planner will be pre-approved by the
Company at least _______ (___) business days prior to the distribution of such promotional
material by the Event Planner.
1.6 The Parties agree that should the Event be cancelled after promotional material has been
distributed, then ______________ agrees to purchase advertising space to announce the
cancellation of the Event.[Applicable if this is a public event] These terms and conditions do
not apply should the Event be cancelled for reasons of force majeure as described in Paragraph
1.7 The Event Planner hereby agrees that any and all work conducted at the Event site shall be
performed in accordance with all applicable laws of the governing jurisdiction to provide a safe
working environment for the Event workers and the general public.
1.8 The Parties acknowledge that the Event Planner is an independent contractor with respect to
the Company and has no authority or power to incur debts, obligations or commitments of any
kind whatsoever for or on behalf of the Company, or to bind the Company to any contract,
agreement or employment agreement, unless specifically requested in writing by Company.
1.9 The Event Planner acknowledges that any person or persons retained by the Event Planner to
work on or at the Event, will be employees of the Event Planner and the Event Planner will be
solely responsible for any and all salary, wages, insurance and other benefits to which such
employee(s) would be entitled under applicable laws, including but not limited to worker’s
compensation insurance, employment taxes and other deductions as may be required under law.
1.10 Unless noted herein, Company will pay all third party vendors and service providers
directly for any services or products purchased by Company for the Event, regardless of the fact
that the Event Planner arranged, hired, or ordered the services or products at Company’s request.
The Event Planner agrees to submit written estimates for any services or products requested by
Company that exceed____________Dollars ($_______). If Company does not object to a written
estimate in a timely manner, it shall be deemed approved.
PAYMENT OF SERVICES
2.1 Company shall pay the Event Planner for the Services rendered as follows:
A. [Insert payment terms, including whether the project will be based on an
hourly rate, a flat project fee, or a combination of the two]
B. [If applicable, insert deposit terms, for example 25% due upon signing, an
additional 25% two weeks prior to the Event, etc.]
C. [Insert markups Event Planner will be charging, including what specific
items are subject to markup and the corresponding % of the markup]
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D. [In the event that the Parties agree that Company will advance costs for
third party services and products, then set forth the manner in which the
costs will be advanced and the procedure for the Event Planner to pay the
third party invoices directly]
E. In the event that the Event Planner receives funds from Company as payment
for third party services and products, said funds will be deposited in a separate
trust account pending payment by Event Planner.
2.2 Event Planner will submit weekly invoices to Company for the Services performed. If Event
Planner has incurred any third party costs, copies of the receipt, invoice, or statement reflecting
the charges will be provided to Company along with the weekly invoices.
2.3 Company agrees to pay any all invoices submitted by the Event Planner within ______
(____) days of receipt of such invoices.
3.1 Insurance. The Event Planner agrees to provide Event insurance in the minimum amount of
_______________________ ($_______) Dollars and further agrees to provide to Company a
Certificate of Insurance or Insurance Binder from the Event insurer within _____________
(______) days prior to the commencement of the Event. [Instruction: If Company requires
specific insurance coverage, for example, host and commercial liquor liability, additional
insureds, failure to provide first aid, event cancellation, rented equipment, etc. list all
insurance coverages on Schedule B]
3.2 Indemnification. The Event Planner agrees to indemnify and hold harmless the Company and
its directors, officer, agents and employees from and against any and all claims, demands,
actions, causes of action and other liabilities and expenses, including but not limited to attorney’s
fees, arising out of or in connection with the Event, including but not limited to any such claims
that may be asserted by any employees of the Event Planner, any contractor, vendor or other
service provider for the Event, with the exception of any payments due for services or products
for which Company has approved pursuant to Paragraph 1.10. This indemnification provision
shall survive the term of this Agreement or any cancellation or abandonment of the terms and
conditions contemplated herein.
3.3 Force Majeure. The Parties shall be excused from performance if the Event is canceled due
in whole or in part to any cause beyond their reasonable control, including but not limited to,
action or inaction of any government, war, civil disturbance, insurrection, sabotage, act of
public enemy, labor strike, accident, fire, flood, storm or other act of God.
3.4 Successors and Assigns. The Parties agree that this Agreement shall be binding upon each of
its successors and assigns and that this Agreement may not be assigned to a third party, without
the written consent of the Company.
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3.5 Confidentiality. The Parties agree that neither party shall without prior written consent
authorize the other to disclose to any third party the terms and conditions of this Agreement,
except as may be necessary to establish or assert rights hereunder, as required by the laws of the
applicable jurisdiction or by court order. The Parties further agree that each of them may
disclose any and all relevant information, on a confidential basis to the Company’s or the Event
Planner’s attorneys, accounts or financial institutions.
3.6 Amendments. No modification, supplement, termination, or amendment to this Agreement may
be made unless agreed to by the Parties in writing.
3.7 Notices. Any notice required or permitted to be given hereunder may be effectively given by letter
delivered either by personal delivery, registered mail or by electronic means, addressed to the recipient
In the case of the Company:
Tel: (_____) __________________
Fax: (_____) __________________
in the case of the Event Planner:
Tel: (_____) __________________
Fax: (_____) __________________
3.8 Waiver. Any party which is entitled to the benefits of this Agreement may, and has the right to,
waive any term or condition hereof at any time on or prior to the time when such term or condition is
required to be fulfilled under this Agreement; provided, however, that such waiver shall be evidenced
by written instrument duly executed on behalf of such party. The waiver by a party of any term or
condition hereof shall not operate as a waiver of that party's rights under this Agreement in respect of
any other term and condition (whether of the same or any other nature).
3.9 Governing Law and Dispute Resolution. This Agreement shall be governed by and construed in
accordance with the laws of the State of ___________________. Each of the Parties in any suit,
action or proceeding arising out of or relating to this Agreement, irrevocably (i) submits to the
jurisdiction of the State Courts of the State of _______ and the United States District Court for
the district of ______________over any suit, action or proceeding arising out of or relating to
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this Agreement, (ii) waives to the fullest extent enforceable under applicable law any objection
which it may now or hereafter have to the above venue of any such suit, action or proceeding and
any claim that any such suit, action or proceeding brought in such Court has been brought in an
inconvenient forum, (iii) waives to the fullest extent enforceable under applicable law any
objection which it may now or hereafter have to the above mentioned Court having jurisdiction
of the Parties hereto and to the subject matter of this Agreement, and (iv) acknowledges that a
final judgment in any such suit, action or proceeding brought in such Court, after all appropriate
appeals, shall be conclusive and binding upon it. In any suit or arbitration regarding the
Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees and costs. In any
suit or arbitration regarding the Agreement, the prevailing party shall be entitled to reasonable
attorneys’ fees and costs.
3.10 Severability of Agreement. To the extent that any provision hereof is deemed
unenforceable, all remaining provisions of this Agreement shall not be affected thereby and shall
remain in full force and effect.
3.11 Entire Agreement. This Agreement shall constitute the entire agreement between the Company
and the Event Planner and will supersede all prior agreements, representations, warranties, statements,
promises, information, arrangements and understandings, whether oral or written, express or implied,
with respect to the subject matter hereof . The Company and the Event Planner shall not be bound or
charged with any oral or written agreements, representations, warranties, statements, promises,
information, arrangements or understandings not specifically set forth in this Agreement.
IN WITNESS WHEREOF, the Parties hereto have duly executed this Agreement as of the
day and year first written above.
(Company Name) (Event Planner Name)
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