The Wynning Experience | Signing on the Dotted Line
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Signing on the Dotted Line

Signing on the Dotted Line

Signing on the Dotted Line

Tips for a Sound Event Planning Contract

As an Event Planner, you should always have your buns covered (no, not the ones in the oven, the ones that could get you into trouble).  Drafting a sound contract will keep you out of hot water and provide a better understanding of the terms for your client.  So, what should this contract entail?  What important bases should you cover? Today’s post will lend some pertinent information that should be included in all of your Event Contracts.

Contracts are legally binding documents (when signed by both parties) between you and your client.  The terms and stipulations within the contract allow you to express, in great detail, the services you will be rendering in exchange for their (the client) payment.  You should be as specific and detailed as possible when drafting your contract.  This will oftentimes dissolve any possible disputes in the future and save you in court if need be.

Every contract should include the following:

Your Fee & Billing Information Details of the Event(Time, Date, Location)
Service & Valet Arrangements/Fees (Including Gratuity) Cancellation & No-Show Policies, Penalties, and Fees
Total Cost of Services Guest Count (Including Final Count Date)
Cost of Lodging Catering, Sound. A/V, etc.
Emergency Clause:  Natural Disasters and Weather Cancellations Penalties for Breaking Contract

***Helpful Tips***

  • Online Event Contract Templates – most are free and can even be tailored to your specific event.
  • When all else fails, hire a lawyer to look over your contract to check the legality or have them write it altogether.
  • Make it a habit to review or revise (if needed) your contract every six months.

Upon completing your contract, you should read over it carefully.  Ask yourself if you are able to understand it clearly.  It is best to compose a contract in common language that is totally transparent.  Don’t expect your client to be a lawyer and understand difficult and unfamiliar legal terminology.

You know your company better than anyone and you know what is best for it, so compose a contract that you can use for future projects.  You should be able to simply fill in the blanks for projects to follow, however, be advised that you should stay abreast of changes in the law that affect the Event Planning industry and update your contract as needed.

As always WE would like to wish you the best in all that you do!  If you have questions or comments, please feel free to shoot me an email.

This is Allyson Wynn signing off and may all your events be a “Wynning Experience”!

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