October 17, 2026
Your Company
Your Client
123 Street Name, Ste 987
Sampletown, XY 50001
This Event Planning Agreement is made on October 17, 2026 between Your Company ("Planner") and Your Client ("Client").
Planner will plan and manage [the event, for example: Client's annual customer conference for about 150 guests] (the "Event") on [event date, for example: October 15, 2026] at [venue, or "a venue Client approves"]. Planner's services are those in the package Client selected in Planner's signed proposal, which is part of this agreement.
The planning fee is $[amount, for example: 20,000], paid as follows:
Invoices are due within 15 days. If a payment is more than 15 days late, Planner may pause work until it's paid.
Client signs vendor contracts, such as for the venue, catering, AV, and entertainment, and pays those vendors directly. Planner will recommend vendors, review their contracts before Client signs, and coordinate them through the Event. Planner doesn't take commissions or referral fees from vendors without telling Client in writing.
Items Planner buys on Client's behalf, such as signage, badges, and supplies, are billed at cost with no markup. Any single purchase over $250 needs Client's approval first, by email or in writing.
Client will name a point of contact who can make decisions, respond to Planner's requests within three business days, and provide the information the Event needs, such as speaker details and attendee lists. Decisions that come late may limit vendor availability or add costs.
Changes to the services, such as a second event day or a larger scope, are agreed in writing before the work, with any added fee. Added services outside the package are billed at $150 per hour with Client's approval.
Client will confirm the final guest count 10 business days before the Event, or by any earlier date a vendor's contract requires. Vendors may bill for the confirmed count even if fewer guests attend.
Vendor cancellation and postponement terms are set by each vendor's own contract.
If the Event can't take place because of severe weather, venue closure, public health orders, or other events beyond either party's control, neither party is liable to the other. Planner will apply payments to a rescheduled date within 12 months, or refund them less the value of work already done.
Planner will perform its services with professional skill and care. Vendors are responsible for their own goods and services, and Planner isn't liable for a vendor's performance, delays, or failure to perform. Planner's total liability under this agreement is limited to the planning fees Client has paid.
Planner carries general liability insurance and will provide a certificate on request. Client is responsible for any event insurance the venue requires of the host, and may want event cancellation insurance.
Planner may photograph the Event setup and use the photos in its portfolio and marketing, without naming attendees or sharing confidential content, unless Client asks otherwise in writing.
This agreement is governed by the laws of [state, for example: Illinois]. It and the proposal are the entire agreement between the parties, and may only be changed in writing. By signing below, both parties agree to these terms.