Event planning contract template
An event planning contract sets out what a planner will do for a client's event, which suppliers are booked and who holds each supplier contract, the planner's fee and payment dates, what happens on postponement or cancellation, and any consumer cancellation rights. This version covers full planning, partial planning or on-the-day coordination only. A planner completes one for each event, with the event, services, suppliers, fee and cancellation scale changing every time.
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What changes each time
28 values. Everything else is your wording, kept exactly.
The parties
- Date of the contract
- Planner's name, address and contact
- Client's name, address and contact
The event and services
- Type of event
- Event date
- Venue
- Guest numbers
- Overall budget, and whether it includes supplier costs
- Level of service
- Services included
- Hours of on-the-day coordination
- Number of planning meetings
- Number of coordinators on the day
Suppliers
- Supplier, service and price
- Who holds each supplier contract
- Handling fee, if the planner recharges
- Each supplier's cancellation terms
- Commission from suppliers, if any
Fee and payment
- Planner's fee
- Fixed fee or percentage of total spend
- Booking fee
- Instalments and balance
- Hourly rate for extra services
Cancellation and liability
- Cancellation bands and fee payable
- Administration fee for postponement
- Liability cap
- Public liability cover
- Link to privacy notice
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“The planner offers full planning, partial planning or on-the-day coordination only.”
When the client books on-the-day coordination, the services clause lists the coordination hours and a planning meeting a set number of weeks beforehand instead of the full planning list.
- Once for each item
“Add a row for each supplier booked.”
When the client's caterer, florist and band are agreed, each gets a row with its price, who holds the contract and its cancellation terms.
- One of several wordings
“Each supplier is booked by the client directly, by the planner recharged at cost, or by the planner with a handling fee.”
When the planner books the caterer and recharges at cost, the contract says the client pays any supplier cancellation charges at cost.
- Only when…
“Include a separate bank account clause if the planner holds supplier contracts and takes money for them in advance.”
When the planner holds supplier contracts, the contract says the client's supplier money is kept apart from the planner's own.
- One of several wordings
“The 14-day right to cancel is stated for full or partial planning, or excluded for on-the-day coordination only.”
When a consumer books full planning by email, the contract gives the 14-day right with a model cancellation form; for on-the-day only it says there is no such right.
Questions people ask
What should an event planning contract cover?
The event and its date, exactly which services are included, which suppliers are booked and who is responsible to whom, the fee and payment dates, what happens if the client postpones or cancels, and each side's liability and insurance.
Who is responsible if a supplier lets the client down?
It depends on who holds the supplier's contract. Where the client holds it, the supplier answers to the client; where the planner holds it, the planner is the party to the contract. This agreement records which applies for each supplier.
Does the client have a 14-day right to cancel?
Consumers who book at a distance or away from the planner's premises often have a 14-day cancellation right under the Consumer Contracts Regulations 2013, but there is an exception for leisure services on a fixed date. This version applies that exception to on-the-day coordination only. Business clients are outside these rules.
Can the same contract be used for a package holiday or travel?
No. It is not for packages combining travel and accommodation for guests, which are covered by separate legal rules.
Can I use my own version instead?
Yes. Upload your own Word or PDF and DocuWeave turns it into a template in your wording, with the details that change each time ready to fill in.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.