Contracts built for Event Planners

Common questions from event planners

How do I protect my fee if an event is cancelled?

Your contract should include a tiered cancellation policy — for example, 50% of the fee retained if cancelled more than 90 days out, 75% within 60 days, and 100% within 30 days. A non-refundable deposit (typically 25–50% of your total fee) paid at signing compensates you for holding the date and early planning work.

What happens if a vendor I've booked cancels on the event day?

Your contracts with vendors should require them to provide an equally qualified substitute if they can't perform. Your planning agreement with the client should make clear that you're not liable for third-party vendor failures, though you will make best efforts to find replacements. Event liability insurance provides additional protection.

Should I be responsible for vendor payments?

This depends on your service model. Full-service planners often manage vendor payments from a client-provided budget, which requires careful accounting and trust. Alternatively, the client can pay vendors directly with your coordination. Whichever model you use, specify it explicitly in your contract — ambiguity about money handling is a recipe for disputes.

What is force majeure and do I need it in my event contract?

Force majeure covers unforeseeable events — natural disasters, government restrictions, public health emergencies — that make performance impossible or illegal. Post-pandemic, this clause is essential in event contracts. It should specify what constitutes a qualifying event, whether the event is rescheduled or cancelled, and how deposits are handled in each scenario.