What is a event planning agreement?
An event planning agreement is the contract between an event planner or coordinator and a client hosting a wedding, party, fundraiser, conference or corporate event. It defines how much of the planning the planner takes on, what the planning fee covers, and — just as important — what the planner is not responsible for, such as vendors' performance or spending beyond the client's budget.
This template records the event, date, venue and guest numbers, and lets you choose full planning, partial planning or event-day coordination, with an editable list of included services, planning meetings and on-site hours. It sets out the client's budget, how the planner tracks it, that the client contracts with and pays vendors directly, that the planner won't commit money without written approval, and whether the planner takes vendor commissions. It also covers decisions and approvals, the fee, deposit and payment schedule, extra hours and expenses, changes and postponement, cancellation by either side, event-day safety and guest conduct, portfolio photos, confidentiality and liability.
- Best for
- Wedding planners, party planners and corporate event planners
- Signed by
- The planner (with a job title) and the client
- Service levels
- Full planning, partial planning or event-day coordination
- Length
- About 3 pages, initialled on every page
When to Use a event planning agreement
- Full wedding planning from the first meeting to the last dance
- Day-of or month-of coordination for a couple who planned their own wedding
- A corporate gala, conference or product launch
- Milestone birthday, anniversary or private parties
- Fundraisers and charity events with many vendors
What You Fill In
22 blanks, then the name and email of each person who signs: planner, client.
1 The parties
- Planner (your business or name)*
- Planner address
- Client (person or organisation)*
- Client address
2 The event
- Event*
- Event date*
- Venue
- Expected number of guests*
3 Services
- Level of planning* full planning, from the start of planning through to the end of the event · partial planning, taking over from the Client part-way through planning · event-day coordination, covering the final weeks before the event and the event day
- Services included*
- Planning meetings included
- Hours on site on the event day*
- Planner's staff on the day
4 Budget and fees
- Currency*
- Client's total event budget
- Planning fee*
- Deposit due on signing*
- Balance payment schedule*
- Rate for extra hours*
- Vendor commissions* The Planner does not accept commissions or referral fees from vendors it recommends to the Client. · The Planner may receive commissions or referral fees from some vendors, and will tell the Client in writing which vendors and how much before the Client books them.
5 Other terms
- Full fee due if cancelled within (days of the event)*
- Governing law*
6 Who signs
- Planner signature and date, job title, initials on every page · You, the planner, or the person who signs for your events business.
- Client signature and date, initials on every page · The person or organisation hosting and paying for the event. For a company, someone authorised to sign for it.
What the event planning agreement Covers
- The Event
- Services
- Budget and vendors
- Decisions and approvals
- Fees and payment
- Changes to the Event
- Cancellation
- Event day, safety and conduct
- Photos and confidentiality
- Liability
- General
Using the event planning agreement, step by step
1 Describe the event
Name the event, enter the date and expected guests, and the venue if it's chosen — if not, the agreement says you'll help the client choose one.
2 Choose the level of planning
Pick full planning, partial planning or event-day coordination, then edit the list of included services — one per line. Add the planning meetings included, your hours on site and any assistants.
3 Set the budget and fees
Enter the client's event budget if known, the planning fee, the deposit and the balance schedule, and your rate for extra hours. Choose whether you accept vendor commissions — the agreement requires them to be disclosed if you do.
4 Set cancellation and send
Choose the point before the event after which the full fee is due on cancellation, enter the governing law, add the client and send.
Tips Before You Send It
- Have the client sign vendor contracts in their own name. The agreement makes clear you coordinate vendors but are not a party to those contracts.
- Always disclose vendor commissions or referral fees before the client books — the agreement gives you an option that requires it.
- Consumer law in some places limits how much of a deposit or fee can be kept on cancellation. Check your local rules when setting the late-cancellation period.
- Ask the venue early about permits, licences and event insurance. The agreement says you'll point them out, but the client obtains them unless you agree otherwise.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Event planning agreement: frequently asked questions
Does the event planner pay the vendors?
Not under this template. The client signs contracts directly with the venue and vendors and pays them directly. The planner recommends, negotiates and coordinates, and never commits the client's money without written approval.
What happens if the client cancels the event?
The deposit is kept. If the cancellation is closer to the event than the period you set, the full planning fee is due; otherwise the client pays for work done beyond the deposit. The client's vendor contracts have their own cancellation terms.
What if the planner can't do the event?
The planner will try to arrange an approved replacement of similar experience. If that isn't possible, it refunds payments for services not yet provided and hands over all planning documents, vendor contacts and contracts.
Can an event planning contract be signed electronically?
In most countries, including the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, an electronic signature is generally valid for an ordinary commercial contract like this one. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF as evidence of who signed and when.
Is this template free?
Yes. The template is free to use with the eSignature app in VergeHR. Signers don't need a VergeHR login.