Agency
The event planner coordinates providers on the client's behalf. Provider contracts are between the client and each provider unless stated otherwise.
Events template
Event planner contract template for full-service planning
A free event planner contract template: concept, provider management, timeline build, on-site coordination, and four evenly spaced payment milestones.
Free software, unlimited seats. AirInk charges 0.49 percent when a milestone releases.
Plain language
What this template covers
Planning scope from concept through day-of coordination
How many providers you manage and who signs their contracts
Timeline build, walkthroughs, and rehearsal attendance
Hours of on-site coverage on event day
Change order pricing after the scope lock
Payment schedule
The milestone structure it ships with
Each stage charges when it clears. Nothing is collected upfront and AirInk never holds your money.
- 25%1Retainer
- 25%2Provider lock
- 25%330-day pre-event
- 25%4Day-of + closeout
Percentages are the default. Change any stage before you send the contract.
Preview
Key clauses
Scope lock
Scope locks 30 days before the event. Changes after the lock are billed at $150 per hour.
Cancellation
Fees become non-refundable once provider contracts are executed on the client's behalf.
Cancellation
Non-refundable once provider contracts are executed.
Late and overtime
Change orders after 30-day lock at $150/hr.
AirInk templates are starting points written in plain language, not legal advice. Review anything binding with your own attorney.
Questions
Frequently asked
Why four equal milestones for planning?
Planning work is spread across months rather than concentrated on one day. Four equal charges track the hours you put in instead of front-loading the client.
Am I liable for the providers I book?
The agency clause states you coordinate on the client's behalf and that provider contracts run between the client and each provider. That distinction matters when a provider underperforms.
How do I bill change orders?
Add a milestone at your hourly rate. The client approves it in the app and it charges on the schedule you set, so scope creep stops being unpaid.
Can I manage several providers in one place?
Yes. The Manage work workspace shows every provider contract, milestone, and payment for an event on one timeline.
Keep reading
Related templates and pages
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