Client Contract for Event Planning Services

What a good one includes

• A granular breakdown of what planning phases you are responsible for, such as venue sourcing, vendor management, or day-of coordination, and what is explicitly excluded.
• A non-refundable retainer clause to secure the date, followed by a structured milestone payment schedule leading up to the event day.
• Explicit instructions on how cancellations or date changes are handled, including deadlines for notifications and how previously paid fees are applied.
• A robust force majeure clause that protects your business from liability if the event cannot take place due to circumstances beyond your control.
• Clarification that you coordinate third-party vendors but are not legally liable for their failures, delays, or breaches of contract.
• Specific limits on your hours of presence on the actual event day, with predefined hourly rates for any additional time required.

Common mistakes to avoid

• Accepting verbal changes to the event scope without a written addendum or signed change order.
• Failing to specify that deposits and initial retainers are strictly non-refundable to cover early planning labor and held dates.
• Neglecting to define clear boundaries around client communication channels and response times, leading to late-night messages and burnout.
• Using a generic services template that does not account for event-specific issues like weather contingencies or venue rules.

Frequently asked questions