{"id":12246,"date":"2017-09-07T07:00:35","date_gmt":"2017-09-07T12:00:35","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=12246"},"modified":"2017-09-07T07:00:35","modified_gmt":"2017-09-07T12:00:35","slug":"8-clauses-every-event-planning-contract-needs","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs","title":{"rendered":"8 Clauses Every Event Planning Contract Needs"},"content":{"rendered":"<p>Even the best certified event planners can fall victim to a lawsuit. While you can (and should) always try your best to ensure your clients are satisfied, sometimes things won&#8217;t go according to plan. Your business won\u2019t survive financially through a lawsuit, and your reputation will be shattered by a <a href=\"https:\/\/blog.qceventplanning.com\/2014\/11\/handle-bad-reviews\/\" target=\"_blank\" rel=\"noopener\">scathing online review<\/a>!<\/p>\n<p>It won&#8217;t always be a matter of non-payment, wrong-doing, or client dissatisfaction that could affect your paycheck, though. Sometimes an event is cancelled due to a <em>force majeure<\/em>!\u00a0You can&#8217;t predict what exactly will go wrong, but you <i>can<\/i> protect yourself right at the get-go from anything that comes your way.<\/p>\n<p>We&#8217;re not fond of cliches, but this one needs to be said: Always expect the unexpected! To ensure your budding career isn&#8217;t stifled before it comes into its own, you&#8217;ll need to design strong contracts with your clients, vendors, and suppliers!<\/p>\n<p>So before you walk into your next consultation, include these 8 clauses in your contract. And <em>please <\/em>have a lawyer look them over!<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#1_Payment_Agreements\" >1. Payment Agreements<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#2_Cancellation_Terms\" >2. Cancellation Terms<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#3_Termination_Policy\" >3. Termination Policy<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#4_Indemnification_Clause\" >4. Indemnification Clause<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#5_Force_Majeure\" >5. Force Majeure<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#6_Service_Boundaries\" >6. Service Boundaries<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#7_Uninterrupted_Use\" >7. Uninterrupted Use<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#8_Photo_Release\" >8. Photo Release<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/#Time_to_draw_it_up\" >Time to draw it up!<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1_Payment_Agreements\"><\/span>1. Payment Agreements<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Payment disputes can, and probably will, happen at some point in your career. The only way to avoid any confusion or misunderstanding is to outline <em>everything<\/em> in the contract.We don\u2019t like to think about it, but there are people out there who will try to take advantage of your services when given the chance.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-12250\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2017\/09\/Event-Planner-Payment.jpg\" alt=\"Terms for paying event planners for services\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2017\/09\/Event-Planner-Payment.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2017\/09\/Event-Planner-Payment-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Include the agreed upon <a href=\"https:\/\/blog.qceventplanning.com\/2017\/07\/much-charge-event-planning-services\/\" target=\"_blank\" rel=\"noopener\">pricing structure<\/a>, taking care to explicitly state any surcharges that may be incurred. If, for example, there are changes to the dessert menu for a wedding, ensure you draft an amendment for your client to sign. It should outline the change in pricing, the reason for the change, and the date. Any new purchases, with receipts, should also be carefully organized and documented in your financial documents. Be proactive with how you handle budgeting and finances and get signed consent for any decisions you broker between your client and vendor.<\/p>\n<p>Work with your clients to decide on dates and amounts for each payment. With your vendors or event venues, negotiate payment plans with them, too. Remember that you should never pay on behalf of your client with the expectation that they&#8217;ll pay you back. If your client refuses to pay you back or simply runs out of money, your business will be left with the debt!<\/p>\n<p>While you\u2019re at it, outline the terms of your deposit policy. This will ensure you have enough funds to start planning the event!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"2_Cancellation_Terms\"><\/span>2. Cancellation Terms<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If things don\u2019t go according to plan and you or your client needs to cancel the event, you\u2019ll be lost without this clause!\u00a0Sometimes, circumstances warrant a <a href=\"https:\/\/blog.qceventplanning.com\/2016\/02\/event-planners-client-cancels-event-plans\/\" target=\"_blank\" rel=\"noopener\">cancellation <\/a>and there\u2019s nothing you can do about it. Rather than dealing with an inane client who doesn\u2019t get that the show can\u2019t go on, invoke this clause and leave it at that until further notice. You can only control so much!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"3_Termination_Policy\"><\/span>3. Termination Policy<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-15482\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2017\/09\/In-Post-Dark-Bottom-Right-1.jpg\" alt=\"Disasters at weddings aren't uncommon encounters for certified event planners\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2017\/09\/In-Post-Dark-Bottom-Right-1.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2017\/09\/In-Post-Dark-Bottom-Right-1-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Similarly, you\u2019ll also want to include a termination policy in your contract. It\u2019s a bit different from a cancellation policy in terms of why you would invoke it. Say your client turns out to be a daredevil or is frivolous with money \u2013 you don\u2019t want to be caught up in their mess.<\/p>\n<p>You may believe that invoking a termination clause could lead to a bad reputation for your business. After all, nobody likes someone who quits when the going gets tough! But slight disagreements aren&#8217;t enough reason to invoke this clause. This policy should only allow you to pull out of an event when there\u2019s evidence of negligent or reckless behavior. Terminating an event with an unpredictable client can save your business in the long run!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"4_Indemnification_Clause\"><\/span>4. Indemnification Clause<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Plain and simple \u2013 you need to be protected from actions that are out of your control. Your job is to plan a successful event and arrange all the details on a timeline. However, things could spiral out of control under your watch. Unfortunately, there&#8217;s a chance you may be held responsible for any <a href=\"https:\/\/blog.qceventplanning.com\/2016\/09\/ready-deal-7-wedding-guests\/\" target=\"_blank\" rel=\"noopener\">destructive, inebriated guests<\/a> or your client who ignores safety regulations. Yikes! While they could come after you, you can take certain measures to share the accountability.<\/p>\n<p>If a guest trips on wires from the DJ booth, you, the venue, and\u00a0the audiovisual technician are technically liable for any injuries. The accident occurred at your planned event, on the venue&#8217;s property, and as a result of poorly protected wires set up by the AV technician. Don&#8217;t lose hope though! When you add mutual indemnification clauses to contracts with all your vendors, you have a mutual understanding that neither party will hold the other responsible for certain damages or losses due to negligence. By sharing the risks with one another, everyone can claim losses resulting from the incidents with their respective insurance companies.<\/p>\n<p>While you cannot 100% absolve yourself from any liability in situations like these, it does make it easier for all parties to operate despite pervasive risk!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"5_Force_Majeure\"><\/span>5. Force Majeure<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Ah, so you\u2019ve arrived at the venue and find the whole banquet hall has flooded due to city construction. You\u2019re not <em>always <\/em>covered by your cancellation policy &#8211; as like the weather, these are rare occurrences that no one can 100% prepare for.<br \/>\n<img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-15480\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2017\/09\/In-Post-Dark-Top-Left-3.jpg\" alt=\"Building a contract from scratch can be overwhelming for the newbie planner\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2017\/09\/In-Post-Dark-Top-Left-3.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2017\/09\/In-Post-Dark-Top-Left-3-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>And that\u2019s what this clause will help you with. It releases you from having to cancel an event when something out-of-the-blue happens. If there\u2019s construction or wiring problems, or even a health hazard, you do not need to host the event \u2013 <strong>never <\/strong>put yourself or guests in a dangerous position.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"6_Service_Boundaries\"><\/span>6. Service Boundaries<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Along with payments, this clause is one of your top concerns in your event contracts. Both yourself and your client or vendor should know the extent of your offered services and responsibilities. Sometimes, you may find yourself taking on extra tasks, but all parties should be clear that any extra services are to your discretion. They are no required of you, and they should not expect any different!<\/p>\n<p>Outline your services and agree on what they will be paying for. You can never be too detailed when it comes to this section, so have at it!\u00a0Most importantly, once everything is written out, ensure that you do everything you said you would. An event planner is only as good as her word!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"7_Uninterrupted_Use\"><\/span>7. Uninterrupted Use<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Properties and buildings sell all the time, and they&#8217;ll sell fast if there\u2019s potential for profit! Outdoor wedding venues might plan landscape work that ends up behind schedule or the church might be renovating its basement. With both these hired locations behind on schedule, what can you do? Especially when renovations are occurring, it would not be a pleasing, or safe, experience to attempt to use the space anyways.<\/p>\n<p>How do you avoid these disasters? Through an uninterrupted use of facilities clause! This cause ensure that you get the venue that you first set foot in \u2013 no ifs, ands, or buts!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"8_Photo_Release\"><\/span>8. Photo Release<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-15483\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2017\/09\/In-Post-Light-Bottom-Left.jpg\" alt=\"wedding photography for a wedding planner's portfolio\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2017\/09\/In-Post-Light-Bottom-Left.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2017\/09\/In-Post-Light-Bottom-Left-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Photo releases allow you to release (go figure) yourself from liability of using photos in your portfolio to promote your business. You won\u2019t always need this \u2013 most photographers are happy to help out event planners \u2013 but keep it in the back of your mind. If you feel like you\u2019re planning a fantastic event and want to take your own photos, it might be worth including photo releases with either the venue or your clients. You&#8217;ll have peace of mind throughout the event and use that to plan the most beautiful event your client has ever seen!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Time_to_draw_it_up\"><\/span>Time to draw it up!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>We know this is a lot to think about. Contracts are scary documents to draft! If you&#8217;ve taken any <a href=\"https:\/\/www.qceventplanning.com\/online-event-courses\/event-and-wedding-planning\/\" target=\"_blank\" rel=\"noopener\">event and wedding planning courses<\/a>, you&#8217;ll probably already have a contract template to work with. Don&#8217;t start from scratch if you don&#8217;t need to! Go in and make any necessary changes, and tailor it to your specific business&#8217; needs. Especially if you offer more than just planning services, you&#8217;ll want to expand the contract (or devise multiple contracts) to protect your business.<\/p>\n<p>Once your event contract is airtight, go through it by yourself and then with your client to make sure everything is agreed upon. Be ready to spend some time editing and adding clauses \u2013 your reputation as an event planner depends on it!<\/p>\n<h3 align=\"center\"><i>Want to take your event planning business to the next level? Find out what you\u2019ll learn in QC\u2019s <a href=\"https:\/\/www.qceventplanning.com\/online-event-courses\/accelerate-your-business\/\" target=\"_blank\" rel=\"noopener\">Accelerate Your Business Workshop<\/a>!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>Find out the 8 clauses that all event and wedding planning contracts should have to save you and your business!<\/p>\n","protected":false},"author":12,"featured_media":12253,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[21,11],"tags":[],"ppma_author":[354],"class_list":["post-12246","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-planning-tips","category-career"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>8 Clauses Every Event Planning Contract Needs - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"As a professional planner, you need to protect your business. 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