Event Planner Agreement

An Event Planner Agreement serves as a contractual arrangement between two parties, wherein a person or company, called the event planner, who specializes in the planning, organization, and management of events such as weddings, exhibits or conferences agrees to provide these event planning services to a client. Event planning services can include a variety of services such as booking a venue for the event, engagement of different service providers, and other related services. The services provided by the event planner may also depend on whether it is a virtual event or an event held face-to-face.

This agreement also serves as a means for both the event planner and the client to define the extent of their business relationship, clarify the nature of the event that will be held, and establish the specific details relevant to the event planning services to be provided.

It must be noted that this agreement is a specific kind of service agreement with the purpose of providing event planning services where the event planner acts independently and without having an employer-employee relationship between him and the client. If the parties want to use an agreement with a general purpose, then a Services Agreement should be used. If the parties want to enter into an agreement to secure the venue for an event, an Event Venue Rental Agreement should be used. On the other hand, if an event organizer is looking for sponsors for an event for purposes of advertising or brand awareness, an Event Sponsorship Agreement should be used.

How to use this document

This agreement provides and covers all of the necessary and important information for an individual or company that provides event planning services to enter into a business relationship with a client, including the following details:

• Relevant identifying information for both the event planner and the client,
• Description of the event that will be planned, including the date, time, and venue location if those details have already been established,
• The event planning services provided, such as hosting, marketing, booking the venue, service providers or vendors, catering, and an option to add details for vendors.
• An option to require a deposit from the client to secure the event planning services,
• Amount of compensation or the service fees the event planner will receive, including compensation for business-related expenditures as applicable,
• Deadline for cancellation of either party, after which the cancelling party may be subjected to a penalty or forfeiture of deposit.

After providing the required information, this Agreement is printed out and signed by both parties and then kept on file by both parties for the duration of the Agreement as well as for a reasonable period of time thereafter.

If required by the client, the event planner must be prepared to provide the required legal permits, proof of booking the venue, as well as proof of engagement with suppliers, vendors, and other service providers if any.

Further, if the parties have representatives, the proof of authority of their representatives to act on their behalf should also be attached to this agreement this may be in the form of a secretary's certificate or special power of attorney.

In case the parties want to notarize this document, an Acknowledgment portion will be included wherein the details that must be provided to the notary public may be completed.

In case of notarization, the parties must print and sign an extra copy aside from their respective copies, one for each, and present and sign each copy in front of the notary public. They should also present their respective identifications. Once notarized, the parties should each keep at least one copy of the notarized document and the notary public will also keep one copy. In case the parties opt not to notarize or acknowledge the document, they must print two copies, one for their own records, and sign the same.

Applicable law

The laws on obligations and contracts in the Civil Code of the Philippines apply. Other laws may apply depending on the type of event that will be planned.

How to modify the template

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.