Contracts: Eliminate the Ambiguity of Working with Clients

Eliminate the Ambiguity - Sign a Contract!

Have you ever been asked to plan an event for a client and during the planning process there was ambiguity as to what you were responsible for?  If so, that can be avoided simply by creating a contract with the client.  A contract needs to be very detailed and lay out who is responsible for what aspect of the event, payment terms, risk assessment, and cancellation policies.  A good contract should include the following:

•    Names and contact information of both parties including their title
•    Dates of the Event
•    Term Length of the Contract
•    What you as the planner are responsible for in the planning process and onsite at the event.

• Booking venue
• Booking hotels
• Negotiating contracts
• Signing contracts as an agent of the client
• Booking flights
• Arranging speakers
• Working with the caterer
• Providing information for the website for attendees regarding hotels, restaurants, and local activities
• Onsite event manager

•    What the client is responsible for in the planning process and onsite at the event.

• If client prefers to sign contracts, put this in the contract.
• Provide means of payment for services rendered to third party vendors or if payment runs through the event planner that needs to be outlined as well.
• Provide payment to the Event Planner

•    Clear payment terms for your services as the event planner

• Always require a deposit up front with the contract in case they cancel the event or are slow to pay so you are covered for the work you do for them.
• Possibly have a second deposit due a few months later
• Final payment due at the event.

•    Commissions – will the planner or client receive commissions?
•    What is the Cancellation policy for the event and the contract with the event planner?
•    Indemnification Statement
•    Force Majeure Clause – this is when your event is unable to happen due to an “Act of God” or an “Act of Man” (After 9/11 when the FAA grounded all flights).
•   Insurance for the planner and the client

Winn Events is a full-service event planning & management company that offers customized packages. Check out http://www.winnevents.com/ for more information.

Tags: Agreements, Contracts, Payment Terms, Policies, Responsiblities