Free document template
Set the planner's responsibilities apart from the suppliers' work
Planning an event may mean finding suppliers, coordinating an approved program or managing the day at the venue. Those are different commitments. This agreement sample gives you a place to define the role the client is buying and the decisions they retain. Download it for legal review; Microtra does not generate event planning contracts.
This is a sample, not legal advice. Have a qualified attorney in your state review any contract before you use it.
Inside the downloadable sample
- Planning brief and service boundaries
- Who contracts with each supplier
- Client approvals and information
- Schedule and coordination documents
- On-site responsibilities and charges
- Cancellation, interruption and final agreement
The PDF and editable DOCX contain the sample clauses and blank agreement fields. Microtra does not generate contracts.
How to use the template.
- Write a brief describing the event and the planning role before filling in the agreement outline.
- Separate your deliverables from venue and supplier obligations, and flag every place the client must approve or provide information.
- Take the scope, event schedule, quote and supplier arrangement to a qualified attorney in your state for review and drafting.
- After your own approval and signing process, keep the final agreement and authorized revisions with the event file.
Useful answers.
Should day-of coordination be described differently from full planning?
Yes. Identify when responsibility starts, which preparation meetings are included and which existing supplier arrangements the planner receives. A coordination engagement should not silently promise supplier sourcing or earlier planning work.
Does the planner have to sign every supplier agreement?
This sample does not decide that. Explain the proposed arrangement to your attorney so the authority to book, approve and pay suppliers is documented for the actual engagement.
Can this outline cover client guest-list information?
Use it to flag what information you need and who provides it, then obtain appropriate professional guidance on handling that information. Avoid attaching unnecessary personal details to a broadly shared agreement.
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