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Free event planning contract template (Word)

Reviewed by Clausery editors · · 3 min read

A contract between an event planner and a client defining the planning services, scope, fees, vendor coordination, payment schedule and cancellation terms for an event.

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An event planning contract covers the services an event planner will provide for a wedding, corporate event, party or conference — venue scouting, vendor management, timeline, day-of coordination, budget management and communication.

Be precise about scope: 'full planning' vs 'day-of coordination' are very different engagements. Set limits on hours, revisions and meetings to avoid scope creep.

What to include#

  • Client and planner. Event planner name/business; client name(s); event date(s) and venue (if known); date of agreement.
  • Scope of services. Specific services included (venue search, vendor coordination, budget management, design, day-of coordination, RSVP tracking) and what is excluded (catering, venue fees, decor costs).
  • Fees and payment. Flat fee, percentage of budget, or hourly rate; deposit/retainer amount; payment milestones; reimbursement policy for expenses; any referral commissions disclosed.
  • Client responsibilities. Timely decisions, budget approvals, vendor payments outside planner scope, guest list management, and accessibility requirements.
  • Cancellation, liability and IP. Cancellation/postponement terms and refund schedule; force majeure; liability limits; insurance; photo rights for portfolio; and governing law.

How to fill it in#

  1. Step 1: Define the package clearly

    List exactly what is included — full planning, partial, month-of, or day-of coordination.

  2. Step 2: Disclose fees and commissions

    State how you are paid (flat fee, percentage, referral commissions); transparency builds trust and complies with industry standards.

  3. Step 3: Set a revision/meeting limit

    Include a number of included meetings/revisions to avoid endless scope.

  4. Step 4: Specify payment milestones

    Deposit on signing, progress payments leading up to the event, final balance due before the event day.

  5. Step 5: Include force majeure

    Pandemics, weather, venue closures — state what happens to deposits/fees if the event is postponed or canceled by forces outside either party control.",

Catering contract

Caterer-specific contract; often coordinated under the planner.

Photography contract

Common vendor contract for events.

Liability waiver

For risky event activities.

Hold harmless agreement

Often required by venues.

Free contract templates

Full contract template library.

Questions

What percentage do planners typically charge?

10-20% of total event budget for full planning; flat fees or day-of rates are also common.

Do I need a separate contract for day-of coordination?

Yes — day-of coordination is a different scope; use a shorter agreement listing the specific coordination duties.

What about vendor deposits?

Clarify whether clients pay vendors directly or through the planner; you are not a bank unless explicitly stated.

Who is liable for vendor no-shows?

Planner should act in good faith but not guarantee third parties; liability limits and force majeure help.

What if the client cancels?

Non-refundable deposit; sliding-scale refund based on how far out cancellation happens.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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