REF: EVENT-PLANNER-SERVICE-AGREEMENT EVENT PLANNER PROFESSIONAL SERVICE AGREEMENT
THIS EVENT MANAGEMENT AND PLANNING AGREEMENT is entered into on this [Agreement Execution Date] ("Effective Date"), by and between:
EVENT PLANNER:
[Event Planner Full Name], operating under the trade name/firm [Planner Business / Firm Name] (hereinafter referred to as the "Planner", which expression shall unless repugnant to the context include successors, legal heirs, and permitted assigns) of the ONE PART;
AND
CLIENT:
[Client Full Name] (hereinafter referred to as the "Client", which expression shall unless repugnant to the context include successors, legal heirs, and permitted assigns) of the OTHER PART.
The Planner and the Client are hereinafter collectively referred to as the "Parties" and individually as a "Party".
WHEREAS:
A. The Planner is engaged in the professional trade of event conceptualization, vendor sourcing, event coordination, and on-ground management.
B. The Client desires to engage the professional services of the Planner for planning, organizing, coordinating, and executing an upcoming event classified as Corporate Event, scheduled to be held on [Scheduled Event Date] at [Event Venue Name and Address], with an expected attendance of approximately [Estimated Guest Attendance] guests.
C. The Parties have agreed to reduce their mutual understandings, rights, obligations, and covenants into this legally binding agreement in accordance with the provisions of the Indian Contract Act 1872.
NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS AND PROMISES CONTAINED HEREIN, THE PARTIES AGREE AS FOLLOWS:
1. APPOINTMENT AND SCOPE OF SERVICES
1.1 The Client hereby appoints the Planner to manage, coordinate, and supervise the event details as specified herein, and the Planner hereby accepts such appointment subject to the terms hereof.
1.2 The scope of services to be rendered by the Planner includes:
[Scope of Planning and Coordination Services]
1.3 The Planner acts as an independent contractor and professional coordinator. While the Planner shall recommend, liaise with, and supervise third-party vendors (such as caterers, sound technicians, florists, and fabricators), each third-party vendor enters into direct contractual privity with the Client unless explicitly billed on a turnkey basis.
2. EVENT PARTICULARS
2.1 Event Classification: Corporate Event
2.2 Event Date: [Scheduled Event Date]
2.3 Designated Venue: [Event Venue Name and Address]
2.4 Approximate Guest Headcount: [Estimated Guest Attendance] persons. Any material variation in guest count exceeding 15% shall require proportional adjustments in logistics and fees.
3. PROFESSIONAL FEES AND PAYMENT SCHEDULE
3.1 In full consideration of the planning and coordination services, the Client shall pay to the Planner a total professional management fee of INR [Total Professional Management Fee (INR)] (Indian Rupees [Total Professional Management Fee (INR)]).
3.2 The Client shall pay an initial booking retainer of INR [Non-Refundable Booking Retainer (INR)] upon the execution of this Agreement. This retainer reserves the Planner's date and time and covers preliminary concept drafting and administrative expenses.
3.3 The balance consideration shall be disbursed in strict accordance with the following agreed milestones:
[Payment Schedule and Milestones]
3.4 Timely payment of each milestone is a condition precedent to the continued performance of planning obligations. In the event of default or delay in payment exceeding seven (7) days from the due date, the Planner reserves the right to suspend vendor negotiations or on-ground coordination without liability.
4. CLIENT OBLIGATIONS AND COOPERATION
4.1 The Client shall furnish all timely approvals for concept decks, vendor quotes, seating layouts, and production schedules within forty-eight (48) hours of submission by the Planner.
4.2 The Client shall ensure that the Planner and accredited team members are granted complete access to the event venue for preliminary site inspections, rehearsal setups, and execution.
4.3 The Client shall designate a single authorized point of contact for binding approvals and emergency financial decisions during the event setup and execution.
5. CANCELLATION, POSTPONEMENT, AND REFUND POLICY
5.1 The cancellation or postponement of the event shall be governed by the following terms:
[Cancellation and Refund Policy]
5.2 The booking retainer of INR [Non-Refundable Booking Retainer (INR)] is non-refundable under all circumstances once preliminary vendor scouting or conceptual layout work has commenced.
5.3 If the event is postponed with mutual written consent, all advance monies paid shall be credited toward the rescheduled date, subject to the Planner's calendar availability and compensation for any irreversible vendor expenses incurred.
6. FORCE MAJEURE
6.1 Neither Party shall be held liable for default, failure, or delay in performing its obligations under this Agreement if such failure arises directly out of an event of Force Majeure:
[Force Majeure Terms]
6.2 In the occurrence of an event of Force Majeure, the affected Party shall notify the other Party in writing within twenty-four (24) hours. The Parties shall make good-faith efforts to reschedule the event.
7. INDEMNIFICATION AND LIMITATION OF LIABILITY
7.1 The Client shall defend, indemnify, and hold harmless the Planner against all third-party claims, property damages, or liabilities arising from the willful misconduct or negligence of the Client or event guests.
7.2 The Planner shall not be liable for the defaults, defective performance, or delays of independent third-party vendors directly contracted by the Client. The maximum aggregate liability of the Planner under this Agreement shall not exceed the total management fee actually received by the Planner.
8. GOVERNING LAW AND DISPUTE RESOLUTION
8.1 This Agreement shall be governed by and construed in accordance with the substantive laws of the Republic of India, specifically the Indian Contract Act 1872.
8.2 Any dispute or controversy arising out of or in connection with this Agreement shall be resolved through friendly negotiations. If unresolved within twenty-one (21) days, the dispute shall be referred to arbitration before a sole arbitrator appointed mutually under the Arbitration and Conciliation Act 1996. The seat and venue of arbitration shall be in India, and proceedings shall be in English.
IN WITNESS WHEREOF, the Parties hereto have signed and executed this Agreement on the date first written above.
PLANNER:
Signature: __________________________
Name: [Event Planner Full Name]
Firm: [Planner Business / Firm Name]
CLIENT:
Signature: __________________________
Name: [Client Full Name]
SCHEDULE OF TERMS, COVENANTS & CONDITIONS(6 ACTIVE CLAUSES)
1. TENURE & TERM OF LEASE: The term of this lease/tenancy shall be for a fixed duration of {{duration_months}} months commencing on {{commencement_date}} and terminating on {{expiry_date}} unless renewed by mutual consent.
2. MONTHLY RENT & DUE DATE: The Second Party covenants to remit a monthly rent of Rs. {{monthly_rent}} payable in advance on or before the {{rent_due_day}} day of each calendar month.
3. REFUNDABLE SECURITY DEPOSIT: The Second Party has deposited an interest-free refundable security sum of Rs. {{security_deposit}} with the First Party, returnable within 7 banking days of vacant handover.
4. PERMITTED USE OF PREMISES: The demised premises shall be utilized exclusively for lawful residential dwelling purposes and shall not be converted into commercial or industrial use.
5. STATUTORY ARBITRATION (ACT 1996): Any dispute arising hereunder shall be referred to a sole arbitrator appointed mutually under the Arbitration and Conciliation Act, 1996, with seat of arbitration in the execution city.
6. SUB-LEASE & ASSIGNMENT PROHIBITION: The Second Party is strictly prohibited from sub-letting, parting with possession, or assigning any portion of the premises to third parties without prior written consent.
ATTESTATION BY INDEPENDENT WITNESSES (AS PER APPLICABLE LAW)
First Witness
Signature:
Full Name:
Parent / Spouse:
Address:
Govt ID / Aadhaar:
Second Witness
Signature:
Full Name:
Parent / Spouse:
Address:
Govt ID / Aadhaar:
