Event Planning Contract

Knowing how to create a solid event planning contract is one of the most important steps you can take in protecting you and your event.  In "the good ole' days," a person could be held accountable by his or her word and a handshake. Unfortunately, those days are gone; and if you don't have a legally binding event planning contract to back you up when things go wrong, then you don't have a leg to stand on. 

You might have noticed that I said "for when things go wrong," not if things go wrong. Because "events" were given that name for a reason; they are live gatherings where eventful things occur....in other words, something ALWAYS goes wrong! 

For this reason, having a solid, legally-binding event planning contract is absolutely necessary in the event business. 

Types of Event Planning Contracts

In the world of events, just about everyone needs a contract to "CYB" (cover your bum). Here are some examples of the contracts that are needed for any given event:

  • The event planner and the client need a contract to outline the terms of service; including fees, payment schedules, cancellation clauses, time-lines, and overall expectations.
  • The event planner and the venue need a client to solidify dates, fees, cancellation clauses, and overall expectations.
  • The venue, in turn, needs contracts with every vendor that helps them out; including food vendors, security companies, staging and audio visual companies, parking services, and so on.
  • The event planner needs a contract with any supplemental staff, including on-site coordinators or other contractors she has hired to help her out.
  • The event planner needs a contract with every vendor that will be a part of her event; including catering companies, audio visual companies, production companies, keynote speakers, decor companies, DMC or transportation companies, entertainment, disc jockeys, and so on. 
  • When dealing with entertainment, especially big-name entertainment, you will contract either with the agency that is providing the entertainer, or with the production company, or with the entertainer directly.  Additionally, the entertainer usually provides a rider, which is an additional contract that outlines other requirements that you must provide for the entertainer.  

It is important to note that different representatives enter into different contracts with various vendors. For example, a concert venue will contract with a food supplier to order the food for an event and the security needed to control traffic and manage crowd control. The event planner, on the other hand, has a contract with the venue, and perhaps a separate security company that is hired to protect her high-profile keynote speaker. The venue is in charge of anything as it relates to the venue; the planner is in charge of anything as it relates to her event. 

So, as you can see, contracts are a necessary way of life for anyone that hopes to plan an event of any kind!

How Can I Get a Sample Event Planning Contract?

Another legal element that is necessary to protect you and your event involves insurance, permits, and licenses.  Each event involves different legal requirements depending on the type of event, where it is hosted, what the content is all about, etc.  

As you can see, there are a lot different types of legal elements in the event planning business, and each one is vitally important.  So important, in fact, that I can't cover it all in one webpage.  This is one area that you can not afford to mess up; without a legally binding event planning contract and the correct insurance, licenses, and permits for every area of your event, you are leaving yourself wide open for lawsuits and lost money.  

Therefore, I have cover all of this in an extensive one-hour video that is included in my Planning Events Course.  This topic is so important that I dedicate one-tenth of my online video course to it.  

In this online course, I talk in greater detail about the various elements of contracts, such as cancellation clauses, what needs to be listed in your contract, and so on. I also include numerous sample event planning contracts, including contracts for clients, contracts for vendors, and contracts for entertainment.  I also discuss what insurance you might need for both yourself and your event, as well as what licenses and permits might be required.  

Take all of this seriously; they are the foundation of your business as a planner!  To learn more, please read about the Planning Events Course below.  

The Planning Events Course

The Planning Events Course covers all the elements you need to know in order to begin your career in event planning; from an overview to the industry to how to find work, from the initial contracting through to the final billing, and everything in between.  I guide you step by step how to plan any special event.  Through over ten hours of video, I teach you everything you need to know to get started in this dynamic, exciting career.  I also include dozens of downloadable documents, including sample event planning contracts, budget grids, RFPs, proposals, and much more!  

Click here to read an outline and to take the first step toward your destiny, today!

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