Business contractsAgreement
Event planning contract template
Agree what an event planner will do, and what they will not, before the venue is booked: the event, the services, how the budget and suppliers are handled, the fee, and what happens if plans change.
Opens in the Salsox editor with 6 signing fields already placed for Event planner and Client. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Event planner (you)
- Client
Preview
Event Planning Contract
This contract is made on 24 October 2026 between Golden Hour Events Ltd (the "Planner") and Nadia and Samuel Owusu (the "Client").
1. The event
| Event | wedding reception |
| Date | 12 June 2027 |
| Location | the Orchard Barn, Cotswolds, United Kingdom |
| Expected guests | 120 guests |
2. Services
The Planner will provide venue sourcing and booking, supplier recommendations and coordination, a full event-day timeline, a final walkthrough, and on-the-day coordination from 10:00 to midnight with one assistant. Anything not listed is outside this contract and may be added by written agreement.
3. Budget
The Planner will work within GBP 38,000 for all suppliers, excluding the planner's fee and will tell the Client in writing before recommending anything that would exceed it.
4. Suppliers
Contracts with the venue and other suppliers will be made directly between the Client and each supplier, and the Client pays suppliers directly. The Planner coordinates suppliers but is not responsible for a supplier's failure to perform, although it will help find a replacement where it can. The Planner will disclose any commission it receives from a supplier.
5. Decisions
The Client will make decisions the Planner needs within 7 days of being asked. Changes the Client agrees directly with suppliers must be shared with the Planner promptly.
6. Final numbers
The Client will confirm final guest numbers and any dietary needs by 28 May 2027.
7. Fee
The Planner's fee is GBP 4,500, payable as a non-refundable retainer of GBP 1,500 on signing, GBP 1,500 on 12 January 2027 and GBP 1,500 on 12 May 2027.
8. Cancellation and postponement
If the Client cancels, the retainer is not refundable, payments made more than 90 days before the event are refunded at 50%, and payments made within 90 days are not refunded. If the Client postpones to a date within 12 months that the Planner can accept, payments made transfer to the new date. If the Planner cannot deliver the services for reasons within its control, it will refund all fees paid.
9. Circumstances outside anyone's control
Neither party is responsible for failure caused by events beyond its reasonable control, such as severe weather, a venue closure ordered by authorities or a public health restriction. The parties will try in good faith to move the event first.
10. Liability
The Planner's total liability under this contract is limited to the fee paid, except for death or injury caused by negligence or anything that cannot be limited by law.
11. Governing law
This contract is governed by the law of England and Wales.
Signatures
Planner: Signature · Event planner Date: Date · Event planner Name: Name · Event planner
Client: Signature · Client Date: Date · Client Name: Name · Client
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Event planning contract template
An event planner sits between the client and every supplier, so the contract needs to make clear who is responsible for what. This template sets the planner's services, the budget they work within, and the rule that matters most: supplier contracts are made in the client's name and paid by the client, with the planner coordinating rather than buying on the client's behalf. That keeps the client's money and protections where they belong.
It also covers what tends to go wrong: final guest numbers arriving late, the client making decisions directly with suppliers, a postponement, or a cancellation. The retainer is non-refundable because the planner turns away other bookings for the date; later payments are refundable on a sliding scale depending on how close to the event a cancellation comes.
Use it for weddings, parties, conferences and corporate events. For a corporate client, add a purchase order number or an internal approver as a signer.
- Signers
- 2
- Signing fields placed
- 6
- Details to fill in
- 13
How to use this template
Open it in Salsox
Choose Use this template. Sign up free if you have no account; the template opens straight after.
Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
The editor already has every signature, date and initials field in place. Add each signer's email and send; they sign on their phone, and everyone gets the sealed copy with its audit trail.
Used in
Questions
Who signs contracts with the venue and suppliers?
The client, under this template. The planner negotiates and coordinates, but each supplier contract is in the client's name, so the client holds the deposits and the supplier's obligations.
What happens if the event is postponed?
Payments made move to the new date if it is within 12 months and the planner is available. Extra work caused by the move can be charged at the agreed rate.
Is the retainer refundable?
No. It secures the date and pays for planning already done. Section 8 sets how later payments are treated on cancellation.
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Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.