This agreement is between the planner and the client named below, for the planning and coordination services described.
Planner Your Business Name hello@yourbusiness.com · (555) 010-0100 yourbusiness.com | Client Jordan Taylor jordan@example.com · 12 Example Street |
Booking details
| Event | Wedding and reception |
| Date | __________ |
| Venue | The Glasshouse, Riverside |
| Guests (approx.) | 120 |
| Scope | Partial planning and coordination |
| Total fee | $3,500 |
| Deposit on signing | $1,050 |
| Balance | $2,450, due __________ |
Terms
1. Services
Your Business Name (“the Planner”) will provide partial planning and coordination services to Jordan Taylor (“the Client”) for the wedding and reception on __________ at The Glasshouse, Riverside, as follows:
- Budget and planning timeline
- Up to 5 vendor recommendations, with help to book them
- Monthly planning calls or meetings
- A venue walkthrough with you before the event
- Handover meeting about 6 weeks before the event
- Confirming every vendor, delivery time and contact
- A detailed event-day timeline shared with all vendors
- Running the rehearsal (if held the day before)
- On-site coordination on the day: setup, vendors, timeline and pack-down
On the event day, the Planner and 1 assistant will be on site for up to 10 hours. Additional time is charged at $75 per hour.
2. What is not included
The services do not include the goods or services of other vendors (such as the venue, catering, florals, photography, rentals or entertainment), which the Client contracts and pays for directly unless agreed otherwise in writing. Services not listed above can be added at $75 per hour or for a quoted fee.
3. Vendors
The Planner recommends and coordinates vendors, but each vendor contracts directly with the Client and is responsible for its own goods, services, staff, insurance and performance. The Planner is not liable for a vendor’s failure to perform, but will help find solutions where possible.
The Client should read every vendor contract before signing it. The Planner can review vendor contracts for practical issues, but this is not legal advice.
4. Budget and expenses
The Client is responsible for the event budget and all vendor payments. The Planner will not commit the Client to any cost without the Client’s approval.
Out-of-pocket expenses the Client approves in advance (such as travel outside the local area, printing or supplies) are reimbursed within 14 days of receiving receipts.
5. Commissions and referral fees
The Planner does not accept commissions or referral fees from vendors recommended to the Client, unless the arrangement is disclosed to the Client in writing before the Client books that vendor.
6. The Client’s responsibilities
The Client agrees to make decisions and provide information in good time, share vendor contracts and contacts, tell the Planner about changes promptly, and name one or two people who can make decisions on the event day. Delays on the Client’s side may limit what the Planner can achieve and are not a breach by the Planner.
7. Fees, deposit and payment
The total fee for the planning services is $3,500. Any change to the fee must be agreed by both of us in writing.
A deposit of $1,050 (30% of the fee) is due when you sign. The date is reserved for you only once the deposit is received. The deposit covers reserving the date and the planning work we start straight away, and is not refundable except as set out in this contract or where the law requires.
The balance of $2,450 is due 14 days before the event (__________). If the balance is not paid on time and remains unpaid 7 days after a reminder, we may treat the booking as cancelled by you under the cancellation clause.
Payments can be made by bank transfer, card or another method we agree. Card fees, if any, are shown before you pay.
8. Changes to the booking
The Client can ask to change the scope of services at any time. The Planner will confirm in writing any change to the fee before doing the extra work. Changes to the event (date, venue, guest count) requested less than 30 days before the event may need extra time, charged at the hourly rate.
9. Cancellation by you
You may cancel by telling us in writing (email is fine). Because we reserve the date for you and turn away other work, these cancellation charges apply:
- More than 90 days before the event: the deposit ($1,050) is kept; nothing more is due.
- 90 to 30 days before the event: 50% of the total fee ($1,750).
- Less than 30 days before the event: 100% of the total fee ($3,500).
Payments already made count toward these charges. Anything you have paid above the charge is refunded within 14 days.
10. Postponement
If you need to move the event, tell us as soon as possible. If we are available on the new date, we will move the booking once, free of charge, if you ask at least 60 days before the original date and the new date is within 12 months. Payments made move with the booking.
Later requests, second postponements and new dates on which we are not available are treated as a cancellation under the cancellation clause. Prices for a new date more than 12 months away may be updated to our prices at that time.
11. If we cannot provide the services
If the Planner cannot attend because of illness or emergency, the Planner will provide an experienced replacement coordinator who has been fully briefed. If that is not possible, the Planner will refund the fee for the services not provided.
12. Insurance
The Planner holds public liability insurance and can provide a certificate to the venue on request. The Client is encouraged to consider event insurance, and should check the venue’s insurance requirements for the Client and its vendors.
13. Photos and confidentiality
The Planner may use photographs of the event design and setup (not of guests without their consent) in its portfolio and marketing, and will credit the photographer.
The Planner will keep the Client’s personal and financial details confidential and will not share them except with vendors who need them for the event.
14. Events outside anyone’s control
Neither of us is responsible for failing to perform this contract because of events outside reasonable control, such as severe weather, natural disaster, fire, flood, epidemic or government restrictions, or the venue closing. If this happens, we will first try to move the booking to a new date. If that is not possible, we will refund payments made, less costs we have already reasonably spent on your event and cannot recover.
15. Limit of liability
Our total liability to you under this contract is limited to the total fee you have paid. We are not liable for indirect or consequential losses, such as loss of enjoyment beyond the value of the services, or costs paid to other suppliers.
Nothing in this contract limits liability that cannot be limited by law, including liability for death or personal injury caused by negligence, or for fraud.
16. Your personal information
We use your personal information only to provide the services, keep records we are legally required to keep and contact you about this booking, in line with applicable privacy law. We do not sell it.
17. Whole agreement and governing law
This contract, with any quote or proposal it refers to, is the whole agreement between us. Changes must be agreed in writing; email is fine. If any part of this contract is found to be unenforceable, the rest still applies.
This contract is governed by the laws of the State of ____________, and the courts of the State of ____________ will deal with any dispute.
By signing below, both parties agree to this contract.
Planner Signature Name: Your Business Name Date: ____________________ | Client Signature Name: Jordan Taylor Date: ____________________ |
