What documents should you include in an event planning contract to minimize risk?

2 Terms and conditions

The terms and conditions are the legal clauses that govern the relationship between you and your clients, vendors, and partners. They should cover the aspects that are not directly related to the scope of work, but are still important to avoid misunderstandings, conflicts, and lawsuits. For example, they should address the issues of confidentiality, intellectual property, indemnification, insurance, force majeure, cancellation, termination, dispute resolution, and governing law.

3 Change order

A change order is a document that records any modifications or additions to the original scope of work that are agreed upon by both parties. It should include a clear description of the changes, the reasons for them, the impact on the budget, timeline, and deliverables, and the signatures of the authorized representatives. A change order is a useful tool to manage the inevitable changes that may occur during the event planning process and to ensure that everyone is on the same page.

4 Event schedule

An event schedule is a document that outlines the sequence and timing of all the activities and tasks that will take place before, during, and after the event. It should include a detailed breakdown of the pre-event, on-site, and post-event phases, with the names of the responsible parties, the resources required, the dependencies, and the contingencies. An event schedule is a vital document to coordinate the work of your team, vendors, and partners, to monitor the progress and performance of the project, and to communicate with your clients and stakeholders.

5 Event checklist

An event checklist is a document that lists all the items and actions that you need to complete or verify before, during, and after the event. It should include a comprehensive inventory of the equipment, materials, supplies, documents, and personnel that you need to ensure the smooth operation and execution of the event. It should also include a set of quality checks and safety measures that you need to perform or comply with to prevent or resolve any issues or incidents that may arise during the event.

6 Event report

An event report is a document that summarizes the results and outcomes of the event. It should include a brief overview of the event's objectives, scope, and format, as well as a detailed analysis of the event's performance, feedback, and impact. It should also include a section on the lessons learned and recommendations for improvement for future events. An event report is a valuable document to showcase your achievements, demonstrate your value, and strengthen your relationships with your clients, vendors, and partners.