What are the essential clauses to include in an event contract for a charity event?

1 Scope of services

The scope of services clause defines what each party agrees to provide and perform for the event. It should specify the date, time, location, duration, capacity, and purpose of the event, as well as the services and products that the venue, vendors, sponsors, and speakers will deliver. For example, the venue may agree to provide catering, audiovisual equipment, security, and parking, while the sponsor may agree to provide funding, marketing, and branding. The scope of services clause should also include any exclusions, limitations, or conditions that apply to the services and products.

2 Payment terms

The payment terms clause outlines how and when each party will pay or receive money for the event. It should include the total amount, the deposit, the balance, the due dates, the payment methods, and the invoices. It should also state whether the payments are refundable, non-refundable, or subject to cancellation fees. For example, the event planner may agree to pay a 50% deposit to the venue upon signing the contract, and the remaining 50% one week before the event, while the sponsor may agree to pay the event planner a fixed fee upon completion of the event.

3 Cancellation and termination

The cancellation and termination clause describes what happens if either party decides to cancel or end the contract before or during the event. It should specify the grounds, the notice, the consequences, and the remedies for cancellation or termination. For example, the venue may have the right to cancel the contract if the event planner fails to pay the deposit on time, while the event planner may have the right to terminate the contract if the venue breaches its obligations. The clause should also state how much money each party will owe or receive in case of cancellation or termination, and whether there are any force majeure events that may excuse either party from performing the contract.

6 Dispute resolution

The dispute resolution clause determines how each party will handle any conflicts or disagreements that may arise from or in relation to the contract. It should state whether each party agrees to resolve the disputes through negotiation, mediation, arbitration, or litigation, and what are the rules, procedures, and venues for each method. For example, the speaker may agree to resolve any disputes with the event planner through mediation first, and then through arbitration if mediation fails, while the event planner may agree to resolve any disputes with the speaker through the laws and courts of the state where the event takes place.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?