1. Parties
This Event Services Contract (the "Contract") is made on [DATE] between [PROVIDER NAME], located at [PROVIDER ADDRESS] (the "Provider"), and [CLIENT NAME], located at [CLIENT ADDRESS] (the "Client").
2. Event Details
Event: [EVENT NAME / TYPE] Date: [EVENT DATE] Time: [START TIME] to [END TIME] Venue: [VENUE NAME AND ADDRESS] Estimated number of guests: [NUMBER]
3. Services
The Provider will provide the following services (the "Services"): [DESCRIBE SERVICES, e.g. event planning and coordination, vendor management, setup and teardown, day-of coordination, equipment rental]. Any services not listed are excluded unless added by written change order.
4. Fees and Payment
The total fee for the Services is [TOTAL AMOUNT AND CURRENCY]. The Client will pay a non-refundable deposit of [DEPOSIT AMOUNT] on signing to reserve the date, [INTERIM PAYMENT AND DATE], and the balance of [BALANCE] no later than [NUMBER] days before the Event. Late payments incur a fee of [LATE FEE]. Third-party vendor costs are [INCLUDED / BILLED SEPARATELY AT COST PLUS PERCENTAGE].
5. Guest Count and Changes
The Client will confirm the final guest count by [DATE]. The Client will be charged for the confirmed count or the actual number of guests, whichever is greater. Changes to the Services must be agreed in writing and may change the fee.
6. Client Responsibilities
The Client will provide timely decisions and information, obtain any approvals required from the venue if the venue is booked by the Client, and ensure that guests comply with venue rules. The Client is responsible for damage caused by the Client or its guests.
7. Cancellation and Postponement
If the Client cancels: more than [NUMBER] days before the Event, the Client forfeits the deposit; between [NUMBER] and [NUMBER] days before, [PERCENTAGE]% of the total fee is due; within [NUMBER] days, 100% of the total fee is due. The Client may postpone once to a date within [NUMBER] months, subject to availability, and payments made will be applied to the new date. If the Provider cancels for any reason other than force majeure, it will refund all payments received.
8. Force Majeure
Neither party is liable for failure to perform due to events beyond its reasonable control, including severe weather, natural disasters, government orders, or public health emergencies. In that case the parties will work in good faith to reschedule, and if the Event cannot be rescheduled within [NUMBER] months, the Provider will refund payments less non-recoverable costs already incurred.
9. Liability and Insurance
The Provider will maintain general liability insurance of at least [AMOUNT]. Except for gross negligence or willful misconduct, the Provider's total liability under this Contract will not exceed the total fee paid. Neither party is liable for indirect or consequential damages.
10. Photography and Promotion
The Provider [MAY / MAY NOT] photograph the Event setup and use the photos in its portfolio and marketing, without identifying guests by name without consent.
11. Governing Law and General Terms
This Contract is governed by the laws of [GOVERNING LAW JURISDICTION]. It is the entire agreement between the parties and may be amended only in writing signed by both parties.
12. Signatures
The Parties agree that this Agreement may be signed electronically and in counterparts, and that electronic signatures have the same effect as handwritten signatures. PROVIDER: [PROVIDER NAME] Signature: ____________________ Name: [SIGNATORY NAME] Date: [DATE] CLIENT: [CLIENT NAME] Signature: ____________________ Date: [DATE]