Free Event Planner Vendor Contract Template
Event Planner Vendor Contract
This Event Planner Vendor Contract ("Agreement") is made and entered into on [Month Day, Year] by and between:
[Your Company Name]
[Your Company Address]
[Your Company Email]
[Your Company Number]
(hereinafter referred to as the "Event Planner"),
AND
[Vendor Name]
[Vendor Address]
[Vendor Email]
[Vendor Phone Number]
(hereinafter referred to as the "Vendor").
Collectively referred to as the “Parties.”
RECITALS
WHEREAS, the Event Planner is in the business of organizing, planning, and executing events, and requires vendors for certain services and products; and
WHEREAS, the Vendor is in the business of providing goods and/or services that the Event Planner requires for the successful execution of events;
NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the Parties agree as follows:
1. SCOPE OF SERVICES
The Vendor agrees to provide the following services/products for the Event Planner's event:
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Description of Service/Product 1: Catering services, including appetizers, main courses, desserts, and beverages for 100 guests.
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Description of Service/Product 2: Floral arrangements for event decoration, including centerpieces and entrance displays.
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Event Name: Annual Charity Gala
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Event Date(s): [Month Day, Year]
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Event Location: Grand Ballroom, City Convention Center, 123 Main St, Anytown, USA
The Vendor shall provide the services and/or products as described above in accordance with the specifications, terms, and conditions detailed in this Agreement.
2. COMPENSATION AND PAYMENT TERMS
2.1 Total Compensation
The Event Planner agrees to pay the Vendor the sum of $[0] for the services/products provided under this Agreement.
2.2 Payment Schedule
Payments shall be made according to the following schedule:
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Initial Deposit: $[0] due upon signing this Agreement (non-refundable).
-
Remaining Balance: $[0] due on or before [Month Day, Year].
2.3 Late Payment
In the event of late payment, the Vendor reserves the right to charge interest at a rate of [0]% per month on any outstanding amounts. Payments not made within [0] days of the due date will be considered late.
2.4 Refund Policy
Deposits are non-refundable. If the Event Planner cancels the event within [0] days prior to the event date, a refund of [0]% of the remaining balance may be provided at the Vendor's discretion. Any cancellations made after this period will result in forfeiture of the total amount.
3. TERM AND TERMINATION
3.1 Term
This Agreement shall commence on the date signed by both Parties and shall terminate on [Month Day, Year], or upon the completion of the Vendor's services/products, whichever is later.
3.2 Termination for Cause
Either Party may terminate this Agreement immediately upon written notice if the other Party breaches any material provision of this Agreement and fails to cure such breach within [0] days of receiving written notice of the breach.
3.3 Termination for Convenience
The Event Planner may terminate this Agreement for any reason upon [0] days' written notice to the Vendor. In such an event, the Vendor shall be entitled to payment for services/products provided up to the date of termination, including any non-refundable deposits.
4. INDEPENDENT CONTRACTOR STATUS
4.1 No Employment Relationship
The Vendor is an independent contractor and not an employee, partner, or agent of the Event Planner. The Vendor shall not have any authority to bind the Event Planner in any manner.
4.2 Taxes and Liabilities
The Vendor is solely responsible for all federal, state, and local taxes, including income taxes, self-employment taxes, workers’ compensation, and any other liabilities incurred by the Vendor as a result of providing services/products under this Agreement.
5. INSURANCE AND LIABILITY
5.1 Insurance Requirements
The Vendor agrees to carry general liability insurance, with coverage of at least $[0], to protect against any claims arising out of or related to the Vendor’s performance under this Agreement. The Vendor shall provide proof of insurance upon request by the Event Planner.
5.2 Liability for Damages
The Vendor agrees to indemnify, defend, and hold harmless the Event Planner, its employees, agents, and clients from any claims, damages, or liabilities arising from or related to the Vendor's services/products or any breach of this Agreement.
6. CONFIDENTIALITY AND NON-DISCLOSURE
6.1 Confidential Information
The Vendor agrees to keep confidential and not to disclose any information provided by the Event Planner that is designated as confidential or that reasonably should be understood to be confidential.
6.2 Non-Disclosure Obligation
This obligation shall continue for [0] years after the termination or expiration of this Agreement. The Vendor shall not use any confidential information for its own benefit or for the benefit of any third party.
7. EVENT DETAILS AND LOGISTICS
7.1 Setup and Breakdown
The Vendor agrees to deliver and set up its products/services at the event location no later than [Time] on [Month Day, Year]. Breakdown and removal of all products/services must be completed by [Time] on the same day, unless otherwise agreed.
7.2 Onsite Coordination
The Vendor agrees to coordinate with the Event Planner and the venue staff to ensure seamless integration of services/products with the overall event plan.
8. FORCE MAJEURE
Neither Party shall be liable for any delay or failure to perform its obligations under this Agreement due to causes beyond its reasonable control, including but not limited to acts of God, war, terrorism, fire, flood, earthquake, pandemic, governmental orders, or any other event that would make it impossible to perform the terms of this Agreement (a "Force Majeure Event").
If a Force Majeure Event occurs, the affected Party shall notify the other Party as soon as possible, and the Parties shall work together in good faith to either reschedule the event or terminate the Agreement without liability.
9. DISPUTE RESOLUTION AND GOVERNING LAW
9.1 Negotiation and Mediation
In the event of any dispute arising out of or related to this Agreement, the Parties shall first attempt to resolve the dispute through good faith negotiation. If the dispute cannot be resolved through negotiation, the Parties agree to attempt mediation before pursuing any other legal remedies.
9.2 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of [State], without regard to its conflict of laws principles.
10. MISCELLANEOUS PROVISIONS
10.1 Amendments
This Agreement may be amended only by a written document signed by both Parties.
10.2 Entire Agreement
This Agreement constitutes the entire agreement between the Parties and supersedes any prior agreements or understandings, whether written or oral, related to the subject matter of this Agreement.
10.3 Assignment
The Vendor may not assign this Agreement or any rights or obligations under this Agreement without the prior written consent of the Event Planner.
10.4 Notices
All notices required or permitted under this Agreement shall be in writing and shall be deemed delivered when delivered by hand, via email, or by certified mail, return receipt requested, to the respective addresses of the Parties as listed in this Agreement.
11. SIGNATURES
IN WITNESS WHEREOF, the Parties hereto have executed this Event Planner Vendor Contract as of the day and year first above written.
Event Planner
[Your Company Name]
By:
[Your Name]
[Title]
[Month Day, Year]
Vendor
[Vendor Name]
By:
[Full Name]
[Title]
[Month Day, Year]
