Event Planning Agreement

This Event Planning Agreement (this "Agreement") is entered into by and between:

planner_name (the "Planner"); and

client_name (the "Client").

The Planner and Client are each referred to herein as a "Party" and collectively as the "Parties."

1. Event Details

1.1 Event Information

Event Date: event_date

Event Location: event_location

Event Type: _______________________________________________

Estimated Number of Guests: _______________________________________________

Event Start Time: _______________________________________________

Event End Time: _______________________________________________

1.2 Event Vision

The Client shall provide the Planner with a description of the Client's vision for the event, including the desired theme, style, ambiance, key priorities, and any specific requirements or preferences. The Planner shall use this information as the foundation for developing the event plan. The Client's vision shall be documented in a separate Event Brief, which shall be attached to and incorporated into this Agreement.

1.3 Event Venue

The event shall take place at event_location (the "Venue"). The Client is responsible for securing the Venue, including executing the Venue contract and paying all Venue-related fees, unless the Planner is specifically engaged to handle Venue selection and contracting as part of the scope of services. The Planner shall coordinate with the Venue on logistics, setup, and day-of operations.

2. Scope of Services

2.1 Planning Services

The Planner shall provide comprehensive event planning services, including but not limited to: (a) overall event concept and design development; (b) creation and management of the event timeline and production schedule; (c) budget development, tracking, and management; (d) vendor research, recommendation, and selection; (e) vendor contract negotiation and management; (f) design consultations and visual presentations (mood boards, layouts, renderings); (g) coordination of all event logistics, including transportation, parking, and accommodations; and (h) post-event wrap-up and reconciliation.

2.2 Vendor Management

The Planner shall identify, evaluate, and recommend vendors for all event services, including but not limited to: catering, entertainment (DJ, band, performers), photography, videography, floral design, lighting and AV, decor and rentals, transportation, bakery/desserts, invitations and stationery, and any other vendors required for the event. The Planner shall present vendor options, coordinate vendor meetings, and facilitate vendor contracting.

2.3 Design and Decor

The Planner shall develop a cohesive design concept for the event based on the Client's vision and preferences. Design services include: (a) color palette and theme development; (b) floral design concept and coordination; (c) table layout and seating arrangements; (d) linen, tableware, and rental selections; (e) signage and stationery design coordination; (f) lighting design consultation; and (g) overall ambiance and aesthetic coordination.

2.4 Day-of Coordination

On the day of the event, the Planner shall serve as the primary point of contact for all vendors and the Venue. Day-of services include: (a) overseeing event setup and ensuring all elements are in place according to the event plan; (b) managing the event timeline and keeping all activities on schedule; (c) coordinating vendor arrivals, setup, and breakdown; (d) addressing and resolving any issues or emergencies that arise during the event; (e) ensuring a seamless guest experience; and (f) overseeing event breakdown and cleanup. The Planner shall be on-site at the Venue at least two (2) hours before the scheduled start time of the event.

2.5 Guest Management

The Planner shall assist with guest management, including: (a) RSVP tracking and management; (b) seating chart development and management; (c) guest communication regarding logistics (directions, parking, accommodations); (d) special dietary requirements and accessibility needs coordination; and (e) name card and place card preparation.

2.6 Communication

The Planner shall maintain regular communication with the Client throughout the planning process. The Planner shall be available by phone and email during normal business hours and shall respond to Client communications within twenty-four (24) hours. The Planner shall schedule regular planning meetings (in-person or virtual) with the Client on at least a monthly basis leading up to the event, and more frequently as the event date approaches.

3. Budget

3.1 Event Budget

The Client and Planner shall establish an overall event budget (the "Event Budget") that includes all anticipated expenses for the event, including vendor fees, rentals, supplies, permits, and other costs, exclusive of the Planner's planning fee. The Event Budget shall be documented in writing and approved by the Client before any expenses are incurred.

3.2 Budget Management

The Planner shall manage the Event Budget and shall track all expenditures against the approved budget. The Planner shall provide the Client with regular budget updates, including actual expenditures, committed costs, and projected final costs. The Planner shall notify the Client immediately if any expenditure is expected to exceed the approved budget by more than five percent (5%).

3.3 Budget Overruns

The Planner shall not authorize any expenditure that would cause the total event costs to exceed the approved Event Budget without the Client's prior written approval. If the Client requests changes or additions that would increase the Event Budget, the Planner shall provide a revised budget for the Client's approval before proceeding.

3.4 Vendor Payments

Unless otherwise agreed, all vendor payments shall be the Client's responsibility. The Client shall make payments directly to vendors in accordance with the terms of the vendor contracts. If the Planner is authorized to make payments on the Client's behalf, the Client shall provide the Planner with the necessary funds in advance, and the Planner shall account for all payments made.

3.5 Budget Transparency

The Planner shall maintain complete transparency regarding all financial aspects of the event. The Planner shall not receive commissions, kickbacks, or referral fees from vendors without disclosing the same to the Client. If the Planner receives any vendor commissions or referral fees, the Planner shall disclose the existence and amount of such fees to the Client.

4. Client Approvals

4.1 Approval Process

All major decisions regarding the event, including vendor selection, design elements, menu selections, entertainment, and any other significant aspects, shall be subject to the Client's approval. The Planner shall present options and recommendations to the Client, and the Client shall make final decisions.

4.2 Timely Response

The Client shall provide timely feedback and approvals to the Planner to keep the planning process on schedule. The Client shall respond to approval requests within five (5) business days, unless a shorter response time is required due to vendor or timing constraints (in which case the Planner shall communicate the urgency). Delays in Client approvals may result in limited vendor availability, increased costs, or other adverse consequences.

4.3 Change Requests

If the Client wishes to make changes to previously approved elements of the event, the Client shall communicate the requested changes to the Planner in writing. The Planner shall assess the feasibility, impact on the timeline and budget, and any additional costs associated with the changes, and shall communicate this information to the Client before implementing any changes.

4.4 Final Approvals

The Client shall provide final approval of the complete event plan, including the event timeline, floor plan, seating chart, menu, decor details, and vendor lineup, no later than thirty (30) days before the Event Date. Changes made after final approval may incur additional fees and may not be possible depending on vendor policies and availability.

5. Timeline and Milestones

5.1 Planning Timeline

The Planner shall develop a comprehensive planning timeline with milestones and deadlines for all major planning activities. The timeline shall be shared with the Client and updated regularly. Key milestones include, but are not limited to: (a) Event Brief finalization; (b) Venue contract execution; (c) vendor selection and contracting; (d) design concept approval; (e) menu tasting and selection; (f) RSVP deadline; (g) final event plan approval; (h) final vendor confirmations; and (i) final walkthrough.

5.2 Final Walkthrough

The Planner and Client shall conduct a final walkthrough of the Venue no later than seven (7) days before the Event Date. The walkthrough shall include a review of the setup plan, vendor access points, power and AV requirements, and any logistical details that need to be confirmed.

5.3 Event Timeline

The Planner shall create a detailed day-of event timeline that specifies the timing of all activities, vendor arrivals and setups, program elements, and transitions. The event timeline shall be distributed to all vendors, the Venue, and the Client at least seven (7) days before the Event Date.

6. Compensation

6.1 Planning Fee

The Client shall pay the Planner a total planning fee of planning_fee (the "Planning Fee") for the event planning services described in this Agreement. The Planning Fee is separate from the Event Budget and covers the Planner's professional services, expertise, and time.

6.2 Payment Schedule

The Planning Fee shall be paid according to the following schedule: (a) a non-refundable retainer of thirty percent (30%) of the Planning Fee is due upon execution of this Agreement; (b) thirty-five percent (35%) of the Planning Fee is due at the midpoint of the planning process (approximately halfway between the Effective Date and the Event Date); and (c) the remaining thirty-five percent (35%) of the Planning Fee is due fourteen (14) days before the Event Date.

6.3 Payment Methods

Payment may be made by check, credit card, or electronic transfer. The Planner shall provide an invoice for each scheduled payment. Late payments shall accrue interest at the rate of one and one-half percent (1.5%) per month.

6.4 Expenses

Reasonable out-of-pocket expenses incurred by the Planner in connection with the planning services (such as travel, parking, shipping, and samples) shall be reimbursable by the Client with prior approval. The Planner shall submit expense reports with receipts within thirty (30) days of incurring the expense.

6.5 Additional Services

Services not included in the scope of this Agreement or changes that significantly increase the scope of the Planner's responsibilities may be subject to additional fees. The Planner shall notify the Client of any additional fees before performing such services, and the Client's written approval shall be required.

7. Cancellation

7.1 Cancellation by Client

If the Client cancels this Agreement, the following cancellation policy applies: (a) cancellation more than one hundred twenty (120) days before the Event Date: the retainer is forfeited, but no additional Planning Fee is due; (b) cancellation between sixty (60) and one hundred twenty (120) days before the Event Date: fifty percent (50%) of the total Planning Fee is due; (c) cancellation between thirty (30) and sixty (60) days before the Event Date: seventy-five percent (75%) of the total Planning Fee is due; and (d) cancellation less than thirty (30) days before the Event Date: one hundred percent (100%) of the total Planning Fee is due.

7.2 Cancellation by Planner

If the Planner cancels this Agreement for any reason other than a force majeure event, the Planner shall refund all Planning Fee payments received from the Client and shall use commercially reasonable efforts to recommend an alternative event planner. The Planner shall cooperate with the replacement planner to facilitate a smooth transition of all planning documents, vendor contacts, and other information.

7.3 Postponement

If the Event Date is postponed, the Planner shall make commercially reasonable efforts to accommodate the new date, subject to the Planner's availability. Postponements made more than sixty (60) days before the original Event Date shall not incur additional fees, provided the Planner is available. Postponements made less than sixty (60) days before the original Event Date may incur a rescheduling fee equal to ten percent (10%) of the Planning Fee.

7.4 Force Majeure

Neither Party shall be liable for cancellation or non-performance caused by events beyond the Party's reasonable control, including natural disasters, pandemic, government orders, severe weather, civil unrest, or venue closure. In such event, the Planner shall refund all Planning Fee payments received, less the value of services already performed and non-recoverable expenses incurred.

8. Liability and Indemnification

8.1 Limitation of Liability

THE PLANNER'S TOTAL LIABILITY UNDER THIS AGREEMENT SHALL NOT EXCEED THE TOTAL PLANNING FEE PAID BY THE CLIENT. THE PLANNER SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, OR SPECIAL DAMAGES, INCLUDING EMOTIONAL DISTRESS OR LOSS OF ENJOYMENT.

8.2 Vendor Liability

The Planner shall not be liable for the acts, omissions, failures, or defaults of any vendor engaged for the event, including but not limited to: vendor no-shows, vendor service quality, food quality or safety, vendor cancellation, or vendor breach of contract. The Client's recourse for vendor issues shall be directly against the vendor under the applicable vendor contract.

8.3 Client Indemnification

The Client shall indemnify, defend, and hold harmless the Planner from and against any and all claims, damages, losses, liabilities, and expenses arising out of or related to: (a) the Client's event, including injuries to persons or damage to property at the event; (b) the Client's breach of this Agreement; or (c) the Client's interactions with vendors or the Venue.

8.4 Insurance

The Planner shall maintain general liability insurance throughout the term of this Agreement. The Client is responsible for obtaining event liability insurance for the event, which is strongly recommended and may be required by the Venue. The Client shall provide proof of event liability insurance to the Planner and the Venue upon request.

9. Confidentiality

Each Party shall keep confidential all non-public information received from the other Party in connection with this Agreement, including personal information, financial details, guest lists, and event plans. The Planner shall not share the Client's personal or event information with any third party except as necessary to perform the planning services (e.g., sharing the guest count with the caterer).

The Planner may use photos, videos, and descriptions of the event for the Planner's portfolio, website, social media, and marketing purposes, unless the Client provides written notice restricting such use.

10. Intellectual Property

All event designs, concepts, layouts, mood boards, and other creative materials developed by the Planner for the Client under this Agreement ("Event Designs") shall be the property of the Planner until full payment of the Planning Fee, at which point the Event Designs shall become the property of the Client. The Planner retains the right to use the Event Designs for portfolio and marketing purposes.

The Planner's pre-existing templates, methodologies, and tools shall remain the property of the Planner and shall not be transferred to the Client.

11. Dispute Resolution

Any dispute arising out of or relating to this Agreement shall first be addressed through good-faith negotiation between the Parties. If the dispute cannot be resolved through negotiation within thirty (30) days, the Parties agree to submit the dispute to mediation before a mutually agreed-upon mediator. If mediation is unsuccessful, either Party may pursue legal remedies in a court of competent jurisdiction.

12. General Provisions

12.1 Independent Contractor

The Planner is an independent contractor and not an employee or agent of the Client. The Planner shall have no authority to bind the Client or enter into contracts on the Client's behalf without the Client's express written authorization.

12.2 Entire Agreement

This Agreement, together with any attached Event Brief and schedules, constitutes the entire agreement between the Parties and supersedes all prior agreements, proposals, and understandings.

12.3 Amendments

This Agreement may only be amended by written instrument signed by both Parties.

12.4 Governing Law

This Agreement shall be governed by the laws of the state in which the event takes place.

12.5 Severability

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.

12.6 Assignment

Neither Party may assign this Agreement without the other Party's written consent, except that the Planner may assign specific tasks to qualified subcontractors, for which the Planner shall remain responsible.

12.7 Notices

All notices shall be in writing and delivered personally, by confirmed email, or by overnight courier.

12.8 Counterparts

This Agreement may be executed in counterparts. Electronic signatures shall be deemed original signatures for all purposes.

13. Signatures

IN WITNESS WHEREOF, the Parties have executed this Event Planning Agreement as of the date indicated below.

Planner

planner_name

[Electronic signature will be collected via zsign]

[Date will be recorded automatically]

Client

client_name

[Electronic signature will be collected via zsign]

[Date will be recorded automatically]