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Clinch · Event planners

Event planning contracts that survive the changes

Events change right up to the day: attendance drops, the venue changes its rules, the sponsor pulls out, the date moves. Your planning fee, the vendors' money and your liability shouldn't change with them.

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No card needed. Your client signs from their phone, without an account.

The contract and payment problems you actually run into

01

Scope that grows with the guest list

A 100-person dinner becoming a 300-person conference is a different job. Tie the fee to the event size and format, with rules for changes after signing.

02

Vendor contracts in your name

If you sign vendor contracts, you owe the money when the client doesn't pay. Contract vendors in the client's name, or collect their costs in advance.

03

Cancellations close to the date

Most of the planning is done weeks before the event. A cancellation schedule protects the fee you've already earned.

04

Things out of anyone's control

Storms, strikes, venue closures and public-health rules. A force majeure clause says what happens to fees and dates when the event can't happen.

How it works with Clinch

  1. 1

    Describe the job in a sentence or two: the AI drafts the contract from a template made for your trade.

  2. 2

    Send one link: your client reads and signs on their phone in about 30 seconds, no account needed.

  3. 3

    Collect the deposit at signature, then invoice the balance from the same place.

Contract templates to start from

Event Planning Contract TemplateAn event planner agreement covering planning services, vendor contracts in the client's name, budget, day-of coordination, and cancellation.Event Services Agreement TemplateA contract for event planning, coordination, or vendor services covering the event date, deliverables, and cancellation policy.Catering Contract TemplateA catering agreement covering menu, final headcount, dietary and allergen handling, staffing, service times, rentals, and cancellation.DJ Contract TemplateA DJ services contract covering set times, equipment and power, overtime, song requests, venue rules, and cancellation.Statement of Work (SOW) TemplateA standalone statement of work itemizing deliverables, milestones, and acceptance criteria for a specific project.

Clauses worth adding

Deposit clauseA non-refundable deposit clause for freelancers: how much, when it's due, and what it secures. Copy the wording and variants by trade.Cancellation clauseA cancellation clause for freelance projects and bookings: notice, fees by stage, and rescheduling.Force majeure clauseA force majeure clause for freelance and event contracts: events outside your control, suspension, and termination.Expenses reimbursement clauseAn expenses clause for freelancers: which costs the client reimburses, approval thresholds and how they're invoiced.Milestone payment clauseA milestone payment schedule clause: deposit, payments tied to deliverables, and when each is due. For larger freelance projects.Limitation of liability clauseA limitation of liability clause for freelancers: cap at fees paid, exclusion of indirect losses, and carve-outs.

Free tools

Project cost estimatorPhases and hours in, a priced quote with buffer and deposit out.Deposit calculatorPick a deposit, split the rest into milestones, copy the clause.Change order generatorPrice the extra request, move the deadline, get it approved in writing.Payment reminder emailPolite, firm or final: the right reminder for how late the invoice is.

Comparing tools?

Clinch vs HoneyBook for freelancersClinch vs Dubsado for freelancersClinch vs PandaDoc for freelancers

Questions

Should event vendors be paid through me?

Only if you collect the money first. Otherwise, have vendors contract with the client directly and keep your role as coordinator.

What's a fair cancellation schedule for events?

Deposit kept at any point; a growing share of the fee due as the event date nears (for example 50% within 60 days and 100% within 30).

Send your next contract in minutes

Start from the template for your trade, edit anything, and get paid the moment it's signed.

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Other trades

PhotographersWedding plannersDesignersDevelopersCopywritersVideographersConsultantsCoachesArchitectsTranslatorsSocial media managersDJsFitness trainersInterior designersMarketersIllustratorsWedding photographersWeb agenciesTutors

General information, not legal advice. For high-stakes deals, have a lawyer review your contract.

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