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Event Coordinator Agreement

For a client hiring an event coordinator to manage the logistics of a wedding, corporate event, festival, or conference — covers responsibilities, timeline management, vendor coordination, and emergency decisions.

Drafted by a Harvard Law entertainment attorney.

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Is this the right contract for your event?

This contract is built for clients hiring a coordinator or planner and for the coordinators they hire. It fits day-of coordination, partial planning, or full-service planning, and sets the services, fee, timeline, vendor management, and who is responsible for decisions and spending.

Good fit for

  • Hosts hiring a coordinator or planner
  • Coordinators offering day-of, partial, or full-service planning
  • Companies planning a corporate event
  • Wedding and private party clients
  • Events that involve managing multiple vendors
  • Clients who want clear cancellation and spending limits

You may also need

Before you start

It helps to have these details on hand before you create your contract:

  • Client and coordinator names
  • Event type, name, date, and venue
  • Estimated guest count
  • Level of service (day-of, partial, or full)
  • Fee structure (flat, hourly, or percentage)
  • Payment schedule and any retainer
  • Spending limits and expense approval
  • Cancellation and rescheduling terms

What's Inside This Contract

Parties and recitals

Identifies the client and coordinator and the event being planned.

Scope of services

Describes the event, the level of coordination, deliverables, client responsibilities, and excluded services.

Compensation

Sets the coordination fee, payment schedule, expenses, overtime, and tax treatment.

Vendor management

Covers vendor recommendations, who contracts with vendors, and day-of vendor communication.

Cancellation and postponement

Sets what is owed if the client cancels or postpones and what happens if the coordinator must cancel.

Liability and insurance

Limits the coordinator's liability and sets insurance requirements.

Intellectual property and photos

Covers portfolio use of event photos and ownership of designs created for the event.

Termination

Covers ending the agreement for breach or convenience and the effect of termination.

Representations and warranties

Covers each side's promises about authority and performance.

Disputes and general provisions

Covers standard terms such as notices, how disputes are handled, and signatures.

Points Worth Negotiating

  • Exactly what the coordinator will and will not handle
  • How the fee is structured, whether flat, hourly, or a percentage
  • How much the coordinator can spend without approval
  • What happens if the event is cancelled or moved
  • Who is responsible if a vendor fails to perform

Frequently Asked Questions

What is an Event Coordinator Agreement?
It is an agreement to hire a coordinator or planner to organize and run an event. It sets out the services, fee, timeline, and responsibilities.
Who should sign it?
The client and the coordinator both sign. When either signs for a company, an authorized representative signs on its behalf.
What does an event coordinator do?
Depending on the level of service, a coordinator plans the timeline, books and manages vendors, handles logistics, and runs the event on the day. The agreement lists the exact duties.
Who pays the vendors?
The agreement decides. Some agreements have the client pay vendors directly, while others let the coordinator handle payments within a set budget. Spell this out clearly.
What happens if I cancel the event?
The agreement sets the cancellation terms. It sets deadlines and explains what part of the fee is refundable and what is kept for work already done.
What should I have ready before creating it?
Have the client and coordinator names, the event type, date, and venue, the level of service, the fee structure and payment schedule, spending limits, and the cancellation terms.
Should I choose the custom contract or the editable template?
Choose the custom contract to answer a few questions and have it filled in for you. Choose the editable template if you prefer a blank version with labeled fields to complete yourself.
What are common warning signs in an event coordinator agreement?

These are common issues to watch for in any event coordinator agreement:

  • Vague description of what the coordinator handles
  • No spending limit or budget approval
  • No cancellation or rescheduling terms
  • Unclear who pays vendors directly
  • No clarity on responsibility if a vendor falls through
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