Free template · Events
Event planning contract template
Short answer
An event planning contract sets out what the planner will do, the fee, the budget, how suppliers are booked and paid, and what happens if the event is postponed or cancelled. This template is free to fill in and download, and Sign PDF can send it for e-signature with the boxes placed for you.
Updated 25 October 2026
What's in this event planning contract
The full text. Words in brackets are filled in from the form above.
- 1. The parties. This contract is between [Client name] (the Client) and [Planner or business name] (the Planner) for planning a [Event] on [Event date] (the Event).
- 2. Services. The Planner will provide the following: [Planning services]. Other services can be added by written agreement.
- 3. Budget. The overall event budget is [Overall event budget]. The Planner will work within it, keep a running budget, and get the Client's written approval before committing to any supplier cost.
- 4. Suppliers. Contracts with venues and suppliers will be made directly between the Client and each supplier unless agreed otherwise, and the Client pays suppliers directly. The Planner will choose suppliers with reasonable care and manage them, but is not responsible for a supplier's own failure. If a supplier lets the Event down, the Planner will help find a replacement.
- 5. Fee and payment. The planning fee is [Planning fee], payable [Payment schedule]. The fee does not include supplier costs. Reasonable expenses such as travel for site visits will be charged at cost if agreed in advance.
- 6. Client decisions. The Client will give decisions, approvals and guest information by the dates the Planner reasonably asks for. Late decisions may limit the options available or add cost.
- 7. Changes. Changes to the Event date, size or scope may change the planning fee. The Planner will confirm any change in fee in writing before carrying out the extra work.
- 8. Postponement. If the Client postpones the Event, the Planner will move the services to a new date within 12 months where it is free to do so, and fees already paid will be carried over. Extra work caused by the postponement may be charged.
- 9. Cancellation. If the Client cancels, fees already paid are kept as payment for work done, and if the cancellation is within 30 days of the Event the full planning fee is payable. The Client remains responsible for supplier cancellation charges under the supplier contracts.
- 10. Events outside anyone's control. Neither party is liable for failing to perform because of events outside its reasonable control, such as extreme weather, venue closure or government restrictions. The parties will first try to agree a new date.
- 11. Photos and publicity. The Planner may use photographs of the Event that do not identify guests in its portfolio and marketing unless the Client says no in writing.
- 12. Liability. Except for liability the law does not allow to be limited, the Planner's total liability under this contract is limited to the planning fee, and the Planner is not responsible for indirect losses.
- 13. Governing law. This agreement is governed by the laws of [Governing law], and the courts of that place may hear any dispute about it.
- 14. Entire agreement. This document is the whole agreement between the Client and the Planner about its subject. It replaces anything said or written before it, and any change must be in writing and agreed by both.
- Signed by: the Client, the Event Planner, each with a signature, printed name and date.
When to use an event planning contract
Use it for corporate events, parties, launches, conferences and weddings where you are coordinating venues and suppliers on a client's behalf. It makes clear that you are paid for planning and coordination, while supplier costs and contracts sit with the client.
What the key clauses do
Planners sit between the client and many suppliers, so the template is clear about who is responsible for what.
- Budget requires written approval before you commit any spend.
- Suppliers explains who contracts with the venue and suppliers, and limits your responsibility for their failures.
- Postponement carries fees over to a new date rather than ending the contract.
- Cancellation keeps fees for work already done and leaves supplier charges with the client.
- Liability caps your exposure at your fee.
How to adapt it
If you buy from suppliers yourself and recharge the client, rewrite the suppliers clause to say so and add a handling fee if you charge one. For weddings, add the number of planning meetings and rehearsal attendance. For corporate clients, check their purchasing terms do not override yours.
This template is a starting point, not legal advice.
Getting it signed
Download the filled contract, upload it to Sign PDF and send it. The Client and Event Planner boxes are placed for you, and you can send supplier contracts and change confirmations the same way.
Questions people ask
Should the planner or the client sign supplier contracts?
Either can work. This template has the client contract with suppliers directly, which keeps the planner from being liable for supplier costs. Change it if you buy on the client's behalf.
What happens if the event is postponed?
The template moves your services to a new date within 12 months and carries the fees over, with any extra work charged.
Is the planner responsible if a supplier fails?
Not under this template, but you agree to choose suppliers carefully and help find a replacement.
Is this template legal advice?
No. It is a plain-English starting point that a small business can adapt. Laws differ between countries and states, so have a lawyer check it before you rely on it for a high-value job or anything regulated.
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