{"id":17695,"date":"2019-11-07T07:00:56","date_gmt":"2019-11-07T12:00:56","guid":{"rendered":"https:\/\/www.qceventplanning.com\/blog\/?p=17695"},"modified":"2019-11-07T07:00:56","modified_gmt":"2019-11-07T12:00:56","slug":"event-planner-contract-dos-and-donts","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2019\/11\/event-planner-contract-dos-and-donts","title":{"rendered":"Event Planner Contract Dos and Don\u2019ts"},"content":{"rendered":"<p>As a professional event planner, you\u2019ll want to make sure you have simple, easy-to-understand, iron-clad contracts for all of your clients. A good contract protects both you and your client from the unknown. You both agree to the terms in a legally-binding document.<\/p>\n<p>Here are <a href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/09\/8-clauses-every-event-planning-contract-needs\/\" target=\"_blank\" rel=\"noopener noreferrer\">8 standard clauses<\/a> you should make sure to include in every contract. \u00a0Today, we\u2019re going to talk about the dos and don\u2019ts to follow when writing and using your contract.<\/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\/2019\/11\/event-planner-contract-dos-and-donts\/#Do_Use_Simple_Straight-Forward_Language\" >Do: Use Simple, Straight-Forward Language<\/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\/2019\/11\/event-planner-contract-dos-and-donts\/#Dont_Write_Your_Contract_from_Scratch_Every_Time\" >Don\u2019t: Write Your Contract from Scratch Every Time<\/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\/2019\/11\/event-planner-contract-dos-and-donts\/#Do_Consult_an_Attorney\" >Do: Consult an Attorney<\/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\/2019\/11\/event-planner-contract-dos-and-donts\/#Dont_Trust_Your_Clients_to_Read_Understand_the_Contract\" >Don\u2019t: Trust Your Clients to Read &amp; Understand the Contract<\/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\/2019\/11\/event-planner-contract-dos-and-donts\/#Do_Re-Read_Sign_the_Contract_Yourself_After_the_Client\" >Do: Re-Read &amp; Sign the Contract Yourself, After the Client<\/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\/2019\/11\/event-planner-contract-dos-and-donts\/#Dont_Refuse_to_Negotiate\" >Don\u2019t: Refuse to Negotiate<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Do_Use_Simple_Straight-Forward_Language\"><\/span>Do: Use Simple, Straight-Forward Language<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-17700\" src=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/11\/Copy-1-of-Copy-of-Event-in-post-135x135-1.jpg\" alt=\"Event Planning Meeting\" \/><\/p>\n<p>Your contract doesn\u2019t have to be 20 pages long, nor does it need to contain a bunch of legal mumbo-jumbo in order to be effective.\u00a0 Using simple, straight-forward language will <a href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/10\/best-practices-for-good-client-communication\/\">ensure that your client understands<\/a> the terms outlined in your contract.<\/p>\n<ul>\n<li>Try not to use terms like \u201cthe client\u201d and \u201cthe provider\u201d. Instead, use \u201cyou\u201d when referring to the client and \u201cI\u201d or \u201cwe\u201d when referring to yourself or the company. This simple change can make a contract much easier to understand.<\/li>\n<li>Use short sentences or bullet points wherever possible. Try to avoid long or rambling sentences. Remember, a contract is <em>not<\/em> a marketing document.<\/li>\n<li>Avoid using ambiguous language that can be open to interpretation, especially when describing amounts or timings. Don\u2019t use terms like \u201cmany\u201d, \u201cfew\u201d, etc. instead, use numbers wherever you can. For example, using words like \u201c5 or more servers\u201d is infinitely better than \u201cmany servers\u201d. You don\u2019t want to get into a legal battle with a client over your interpretation of the words \u201cadequate notice\u201d.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Dont_Write_Your_Contract_from_Scratch_Every_Time\"><\/span>Don\u2019t: Write Your Contract from Scratch Every Time<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Many event planners are all about the \u201cpersonalized approach\u201d and making each client\u2019s experience unique in its own way. However, a client contract is one of those things that really shouldn\u2019t be highly personalized for each client.\u00a0 You should have standard contract templates for your services, and simply fill out the few key details that will change from one client to the next (payment dates, services rendered, etc.).<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Do_Consult_an_Attorney\"><\/span>Do: Consult an Attorney<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-17702\" src=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/11\/Copy-of-Copy-of-Event-in-post-135x135-2.jpg\" alt=\"Consulting an Attorney\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/11\/Copy-of-Copy-of-Event-in-post-135x135-2.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/11\/Copy-of-Copy-of-Event-in-post-135x135-2-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>You don\u2019t need a lawyer to go over every single client contract that\u2019s signed, but you definitely should have your <a href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/02\/how-to-prepare-your-event-and-wedding-planning-business-for-2019\/\" target=\"_blank\" rel=\"noopener noreferrer\">lawyer go over your contract template<\/a> with you to ensure it\u2019s legal and enforceable. You can find tons of contract templates online, and most of them should be perfectly fine for your business, but you really don\u2019t want to find yourself in a situation one day of being sued by your client and learning that a clause in your contract was invalid all along.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Dont_Trust_Your_Clients_to_Read_Understand_the_Contract\"><\/span>Don\u2019t: Trust Your Clients to Read &amp; Understand the Contract<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Clients should never sign something without thoroughly reading and understanding it first, but the reality is many, <em>many<\/em> people do just that.\u00a0 While a signed contract is still enforceable whether the client read it thoroughly or not, it\u2019s good business to make sure your client actually does understand <em>and agrees with<\/em> your terms of service.<\/p>\n<p>So while it\u2019s perfectly reasonable to give your client a copy of the contract to read over on their own, you should also sit down with them to go over each clause one-by-one with them.\u00a0 Ideally, you do this when you first give your client a copy of the contract. Read the contract together<a href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/11\/top-questions-to-ask-at-every-client-consultation-free-download\/\"> and answer questions<\/a>, and then have them take a copy home with them to go over it themselves before signing.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Do_Re-Read_Sign_the_Contract_Yourself_After_the_Client\"><\/span>Do: Re-Read &amp; Sign the Contract Yourself, After the Client<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-17704\" src=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/11\/Event-in-post-135x135-2.jpg\" alt=\"signing the contract\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/11\/Event-in-post-135x135-2.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/11\/Event-in-post-135x135-2-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>It\u2019s extremely rare and devious, but some clients will think they\u2019re smart and try to be sneaky by making changes to your contract themselves before signing it.\u00a0 Whether these changes are enforceable is up for debate. But one way to avoid the headache is to leave a signature line for yourself on the contract, and only sign it once the customer\u2019s signed their part.\u00a0 This is especially important if you send your contract to your customers via email.<\/p>\n<p>When the customer returns the signed contract to you, re-read it in its entirety and look for anything that seems \u201coff\u201d.\u00a0 Pay close attention to whether any words were changed\/altered, or if anything has been added to or removed from the contract.<\/p>\n<p>Here are some ways you can make it harder for clients to alter your contract:<\/p>\n<ul>\n<li>Only give your clients a printed hard-copy of your contract, and make sure it contains a watermark of your logo. These will be much more difficult to alter without you noticing.<\/li>\n<li>If you do email your contract to clients, never send it in a word document. Use a secure PDF instead.<\/li>\n<li>Use an online contract service like <a href=\"https:\/\/www.docusign.ca\/\" target=\"_blank\" rel=\"noopener noreferrer\">DocuSign<\/a> \u2013 these services make it virtually impossible for your client to alter your contract.<\/li>\n<\/ul>\n<p><strong>Note<\/strong>: If you catch a client trying to alter your contract without discussing it with you, consider this a massive red flag and think long and hard about whether you want to work with this person.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Dont_Refuse_to_Negotiate\"><\/span>Don\u2019t: Refuse to Negotiate<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A contract is, at its core, a business agreement. And a business agreement is up for negotiation.\u00a0 While 99% of your clients will likely be perfectly fine with your contract the way it\u2019s presented, some clients will ask for minor updates to your clauses, and you should be open to hearing them out.<\/p>\n<p>Some common changes clients might ask for include:<\/p>\n<ul>\n<li>Changing the terms of the cancellation clause to give themselves more flexibility<\/li>\n<li>Changing the <a href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/09\/negotiating-pricing\/\">payment<\/a> schedule to meet their budget, align with their paychecks, etc.<\/li>\n<li>Changing the terms of service if they want you to take on extra responsibilities<\/li>\n<\/ul>\n<p>These are usually fairly reasonable requests and can be accommodated by most event planners. Just be sure you don\u2019t agree to a contract change that makes you uncomfortable. Hear your clients out, but it\u2019s alright to push back or meet somewhere in the middle.<\/p>\n<p>Some changes clients might ask for that you should NEVER agree to include:<\/p>\n<ul>\n<li>Eliminating or changing the indemnification clause. Don\u2019t open yourself up to liability like that. It\u2019s never worth the risk.<\/li>\n<li>Changing the terms of the Force Majeure. Again, this clause is solely present to protect your business in case of an unforeseeable emergency. No reasonable client will have a problem with this.<\/li>\n<li>Change the payment terms to make <em>everything<\/em> payable after services rendered. This is a MASSIVE red flag that a client either can\u2019t afford you at all or is planning to stiff you after the event. While it\u2019s sometimes acceptable to negotiate the payment terms if the customer asks you to modify dates, that\u2019s very different from a customer asking that you remove your requirement that they pay you a deposit!<\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-17706\" src=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/11\/Copy-2-of-Event-in-post-135x135.jpg\" alt=\"Negotiation - Event Planners shaking hands\" \/><\/p>\n<p>When<a href=\"https:\/\/www.qceventplanning.com\/blog\/2017\/08\/start-event-planning-business\/\" target=\"_blank\" rel=\"noopener noreferrer\"> starting your event planning business<\/a>, contracts are one of those things that you use but don\u2019t think about too much. That is until something goes wrong.\u00a0 So do yourself a favor: use these important dos and don\u2019ts to ensure your event planner contracts are useful to you from client number one!<\/p>\n<p>What did we miss? Let us know in a comment!<\/p>\n<h3 align=\"center\"><i>Looking to ramp up your business? Check out QC\u2019s <a href=\"https:\/\/www.qceventplanning.com\/online-event-courses\/accelerate-your-business\/\" target=\"_blank\" rel=\"noopener noreferrer\">Accelerate Your Business Workshop<\/a> and see what you could be missing out on!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>In this post, we\u2019re going to talk about the dos and don\u2019ts to follow when writing and using your event planner contract. Keep reading to learn more. <\/p>\n","protected":false},"author":3,"featured_media":17698,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[3,21],"tags":[],"ppma_author":[346],"class_list":["post-17695","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning-tips","category-planning-tips"],"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>Event Planner Contract Dos and Don\u2019ts - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Check out this guide to the dos and don\u2019ts to follow when writing and using your event planner contract. Ensure you have enforceable contracts!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/11\/event-planner-contract-dos-and-donts\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Event Planner Contract Dos and Don\u2019ts\" \/>\n<meta property=\"og:description\" content=\"Check out this guide to the dos and don\u2019ts to follow when writing and using your event planner contract. 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