# Event Services Agreement Template Source: https://nerix.ai/templates/event-services-agreement An event supplier and client contract: services, deposit, guest numbers, cancellation, venue rules and insurance. Before you send it Consumer and licensing law varies by country. A client who is a private person may have rights that cannot be removed, for example to cancel or to be refunded, and the cancellation charges here must be a fair estimate of the supplier's real loss. Food, alcohol, music, safety and crowd rules may need licences or permits. Check the rules where the event is held. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/event-services-agreement) ### Event Services Agreement This agreement is made on 7 November 2026 between: - **Riverside Events Ltd**, of 3 Quay Street, Bristol BS1 4DJ, United Kingdom ("the Supplier"); and - **Priya Nair**, of 22 Maple Avenue, Bath BA1 2LP, United Kingdom ("the Client"). The Supplier will provide services for the Client's event on the terms below. ## 1. Definitions In this agreement: - "Event" means the wedding reception for Priya Nair and James Cole . - "Venue" means the place where the Event takes place, stated in section 2. - "Services" means the services and goods described in section 3. - "Fee" means the total fee in section 5. - "Guests" means the people who attend the Event. - "Final Numbers" means the number of Guests the Client confirms under section 6. ## 2. The Event - Date: 12 June 2027 - Times: from 15:00 to midnight, with set up from 11:00 - Venue: The Orangery, Kingsmead Park, Bath BA2 6QR, United Kingdom - Expected Guests: 120 - Client's contact on the day: Priya Nair, +44 7700 900123 - Supplier's contact on the day: Hannah Brooks, event manager, +44 7700 900456 The Supplier has reserved the date for the Client from the date this agreement is signed and a deposit is paid. The Supplier will not accept another booking for the same services on that date. ## 3. Services and deliverables The Supplier will provide the following: Exclusive use of the Orangery, tables and chairs for the guests, a three-course sit-down dinner with evening buffet, soft drinks and a toast drink, a venue coordinator, and a sound system with a microphone. The Supplier will provide the Services with reasonable skill and care, using suitably trained people, and in line with the law, good practice in its field and any licence conditions. The Supplier may replace an item with another of equal or better quality if the original becomes unavailable for reasons it could not reasonably avoid, and will tell the Client as soon as it can. Anything not listed above is not included. ## 4. The Client's duties The Client will: - give the Supplier, by the dates it asks, the information it needs, such as the programme, the timing, special requirements, accessibility needs and the name of the person who decides for the Client; - tell the Supplier of any dietary requirement or allergy of the Guests with the Final Numbers, and the Supplier will take reasonable care with the information it is given; - make sure that the Guests and the Client's other suppliers behave properly, follow the rules of the Venue and the instructions of the Supplier's staff on safety, and do not damage the Venue or the Supplier's property; - get the permissions that the Client must get, for example for fireworks, performances, music licences, or a road closure, unless the Supplier has agreed in writing to arrange them; - be responsible for the Guests and for anyone the Client brings to the Venue, and for items they bring or leave behind; - pay the Fee as in section 5. ## 5. Fee and payment The Fee for the Services is GBP 11,500 , for up to the Final Numbers. The Client will pay it as follows: - a deposit of GBP 2,300 on signing this agreement, which is non-refundable except where this agreement says it is not; - GBP 4,600 on 12 March 2027, and the balance of GBP 4,600 on 29 May 2027. The Client will pay each instalment on its due date, by the means the Supplier gives. The Supplier may refuse to provide the Services if an instalment is not paid when due, after giving the Client notice and 3 days to pay, and then the cancellation charges in section 8 apply. Sums are stated without any sales tax, value added tax or service charge, which will be added if it applies. The Client will pay interest on late amounts at the rate the law allows. GBP 500 If a security deposit applies, the Client will pay it with the last instalment. The Supplier will refund it within 14 days after the Event, less the reasonable cost of repairing any damage or replacing anything lost during the Event, which the Supplier will show in writing. ## 6. Numbers and changes - The Client will give the Supplier the Final Numbers by 14 days before the event (the "Numbers Date"). - The Client pays for at least 100 Guests, even if fewer attend. - GBP 85 - After the Numbers Date the Client may increase the number of Guests only if the Supplier agrees, and may not reduce the number it pays for below the Final Numbers. - If the Final Numbers are above the number allowed by the Venue's licence or the fire and safety rules, or above the number the Supplier can reasonably serve, the Supplier may refuse the extra Guests. - Any change to the Services, dates or times must be agreed in writing. The Supplier will tell the Client the effect on the price before it makes the change. If the Supplier cannot agree to a change, the agreement continues unchanged. ## 7. Postponement The Client may ask to move the Event to another date. The Supplier will try to agree, if it has the date available. If it agrees, the Client will pay any extra costs that result and any fee in this agreement for moving the date, and this agreement applies to the new date. If the Supplier cannot offer a new date that suits the Client within 12 months, the Client may cancel under section 8. GBP 500 ## 8. Cancellation by the Client The Client may cancel by written notice at any time. Because the Supplier reserves its time and resources for the Event, and may not be able to re-let them, the Client will pay a cancellation charge as follows: More than 180 days before the event: the deposit. 180 to 91 days: 50% of the total fee. 90 to 31 days: 75%. 30 days or fewer: 100%. The charges are a fair estimate of the loss the Supplier suffers and are not a penalty. The Supplier will take reasonable steps to re-sell the date or the goods and services, and will reduce the charge by any saving it makes, or any amount it earns, because of that, but not below the deposit. If the Client has paid more than the cancellation charge, the Supplier will refund the difference within 14 days. ## 9. Cancellation or change by the Supplier If the Supplier cannot provide the Services, other than because of a cause covered in section 12, it will tell the Client as soon as it can, and will, at the Client's choice, offer to provide the services on another date, find a similar supplier on equal terms where it can, or refund everything the Client has paid. The Supplier's liability in that case is limited to the refund and to the reasonable costs of the Client's switch to an alternative supplier, up to the Fee. ## 10. Venue rules and safety The Client and the Guests will keep to the rules of the Venue and the law, including: No open flames or confetti. Music must end by 23:30. Decorations must not be fixed to walls. Guests may not bring their own alcohol. - The Supplier and the Client will each follow the fire, health and safety and food hygiene law that applies to them. The Supplier may stop or alter any part of the Event, or ask Guests to leave, if it reasonably believes that safety, the law or the licence is at risk or someone is behaving unacceptably, and the Fee remains payable. - Alcohol will be served only to people who are of legal age, and not to anyone who appears drunk. The Supplier may refuse to serve any person. - The Supplier needs reasonable access to the Venue at the times in section 2 to set up and clear away. The Client will arrange for the Venue to be accessible, safe and ready. - The Client will not allow anything to be taken from the Venue or from the Supplier's property. The Client will pay for damage caused by the Client, its Guests or its other suppliers. - Any extra time beyond the end time in section 2 is charged at a fair rate, which the Supplier will state in advance. ## 11. Insurance and liability - The Supplier holds public liability insurance of at least GBP 5,000,000 for each event, and will show evidence if asked. - Event cancellation and public liability cover of at least GBP 2,000,000, with proof sent 30 days before the event. - The Supplier is not responsible for the Guests' property. The Client is responsible for the Guests and their behaviour. - Nothing in this agreement limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that the law does not allow to be limited. - Subject to that, neither party is liable for loss of profit, or for any indirect or consequential loss. The Supplier's total liability to the Client for all claims about the Event is limited to the Fee. - The Client should consider its own event cancellation insurance, which can cover costs that this agreement does not. ## 12. Events outside our control If an event outside the reasonable control of a party makes it impossible, unlawful or unsafe to hold the Event or to provide the Services, for example natural disaster, severe weather, fire, a government order, a public health restriction, war, terrorism, the closure of the Venue, a general power or transport failure, or the death or serious illness of a key person, then that party is not in breach for the delay or failure to the extent that it results from that event. It will tell the other party as soon as it can and try to reduce the effect. If the Event cannot be held on the date, the parties will try in good faith to move it to a new date within 12 months, with no cancellation charge. If they cannot, either party may end the agreement by written notice. The Client will then pay for the Services already provided and for non-refundable costs that the Supplier has already incurred for the Event and cannot recover, which it will show in writing, and the Supplier will refund the rest of what the Client has paid within 14 days. ## 13. Photographs and use of the Event The Supplier may take photographs and video of its own work at the Event, for example its décor and food, and use them to promote its business, unless the Client tells the Supplier in writing before the Event that it does not agree. The Supplier will not use images in which a Guest can be identified without the Guest's permission. Nothing in this section gives the Supplier any right in the Client's materials. ## 14. Confidentiality and personal data The Supplier will keep the Client's information confidential, and will use personal data of the Client and the Guests, such as names, contact details and dietary needs, only to provide the Services, and as the law on data protection requires. It will not share it except with those who need it for the Event, or as the law requires. ## 15. Ending for breach Either party may end this agreement by written notice if the other commits a serious breach and does not put it right within 7 days after being asked in writing, or becomes insolvent. If the Client ends the agreement because of the Supplier's breach, the Supplier will refund what the Client has paid for Services not provided. If the Supplier ends it because of the Client's breach, the cancellation charges in section 8 apply as though the Client had cancelled on that day. ## 16. Disputes and the law This agreement is governed by the laws of England and Wales . If there is a disagreement, the parties will first try to settle it by talking, and the Client will tell the Supplier of any complaint about the Event within 7 days afterwards, so that it can be put right if possible. If they cannot settle the matter within 30 days, either of them may take it further as follows. The place for deciding any dispute under this agreement is Bristol . How disputes are decided Either party may ask a court anywhere for an urgent order to protect its rights while a dispute is decided. ## 17. General - This agreement is the whole agreement between the parties about the Event and replaces anything said or written before. It may be changed only in writing signed by both parties. - The Supplier is an independent contractor, and may use subcontractors but remains responsible for them. - Neither party may transfer its rights or duties under this agreement without the written consent of the other. - Notices must be in writing and may be sent by email to the contact in section 2, or to the address at the top of this agreement. - If any part of this agreement cannot be enforced, the rest stays in effect. A party that does not use a right straight away has not given it up. - It may be signed in separate copies and electronically, and together they form one agreement. ## Signatures **For the Supplier: Riverside Events Ltd** Name and title: ______________ Signature: ______________ Date: ______________ **The Client: Priya Nair** Name and capacity: ______________ Signature: ______________ Date: ______________ Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. Contracts and agreements ## What this template is for An event services agreement for a venue, caterer, planner or supplier and a client: deliverables, deposit, payments, guest numbers, cancellation and insurance. It is free to fill in online, needs no account, and downloads as a Word document or a PDF. [See all Contracts and agreements templates](https://nerix.ai/templates/contracts) Contracts and agreements ## What you fill in The form asks for 27 details. The document fills itself in as you type. - ### Supplier: name For example: Riverside Events Ltd - ### Supplier: address For example: 3 Quay Street, Bristol BS1 4DJ, United Kingdom - ### Client: name For example: Priya Nair - ### Client: address For example: 22 Maple Avenue, Bath BA1 2LP, United Kingdom - ### Name or type of the event For example: wedding reception for Priya Nair and James Cole - ### Date of the event For example: 12 June 2027 - ### Start and end times For example: from 15:00 to midnight, with set up from 11:00 - ### Venue For example: The Orangery, Kingsmead Park, Bath BA2 6QR, United Kingdom - ### Services and deliverables List what the supplier will provide, including quantities and any menu or package. For example: Exclusive use of the Orangery, tables and chairs for the guests, a three-course sit-down dinner with evening buffet, soft drinks and a toast drink, a venue coordinator, and a sound system with a microphone. - ### Expected number of guests For example: 120 - ### Minimum number the client pays for For example: 100 - ### Date the final numbers are due For example: 14 days before the event - ### Price per extra guest (optional) optional For example: GBP 85 - ### Total fee For example: GBP 11,500 - ### Deposit Payable on signing. It secures the date. For example: GBP 2,300 - ### Rest of the payments For example: GBP 4,600 on 12 March 2027, and the balance of GBP 4,600 on 29 May 2027. - ### Cancellation charges A scale by how close the event is. It must be a fair estimate of the supplier's loss. For example: More than 180 days before the event: the deposit. 180 to 91 days: 50% of the total fee. 90 to 31 days: 75%. 30 days or fewer: 100%. - ### Fee for moving the date (optional) optional For example: GBP 500 - ### Venue rules (optional) optional For example: No open flames or confetti. Music must end by 23:30. Decorations must not be fixed to walls. Guests may not bring their own alcohol. - ### Client's contact on the day For example: Priya Nair, +44 7700 900123 - ### Supplier's contact on the day For example: Hannah Brooks, event manager, +44 7700 900456 - ### Supplier's public liability insurance For example: GBP 5,000,000 - ### Insurance the client must arrange (optional) optional For example: Event cancellation and public liability cover of at least GBP 2,000,000, with proof sent 30 days before the event. - ### Refundable security deposit (optional) optional For example: GBP 500 - ### Country or state whose law applies For example: England and Wales - ### Place for disputes For example: Bristol - ### How disputes are decided Contracts and agreements ## What is inside The parts of this document, in order. - 1 1. Definitions - 2 2. The Event - 3 3. Services and deliverables - 4 4. The Client's duties - 5 5. Fee and payment - 6 6. Numbers and changes - 7 7. Postponement - 8 8. Cancellation by the Client - 9 9. Cancellation or change by the Supplier - 10 10. Venue rules and safety - 11 11. Insurance and liability - 12 12. Events outside our control Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Save it as a Word document to edit further, or as a PDF to send or print. ### Make it yours with AI Open it in the chat and ask for changes: shorter, firmer, another situation, another language. [Adapt it with nerix](https://nerix.ai/try?template=event-services-agreement) ### Was this template helpful? Contracts and agreements ## Questions people ask ### What details does this template ask for? The form asks for 27 details, starting with Supplier: name, Supplier: address, Client: name, Client: address, Name or type of the event. 5 more are optional. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account. ### Is what I type sent anywhere? No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat. ### What should I check before I use this template? Consumer and licensing law varies by country. A client who is a private person may have rights that cannot be removed, for example to cancel or to be refunded, and the cancellation charges here must be a fair estimate of the supplier's real loss. Food, alcohol, music, safety and crowd rules may need licences or permits. Check the rules where the event is held. ### Are these contract templates free? Most are. You can fill in and download them for free as Word or PDF, with no account. A few long business agreements are premium: free to fill in, paid once to download, and marked with their price. ### Is a template contract legally valid? A signed agreement is usually valid when both sides understand and accept it, but rules differ by country and by type of contract. Treat a template as a careful starting point and check what applies where you are. ### Do I need a lawyer to use a template? For simple, low risk agreements many people do not. For large sums, property, employment disputes or anything unusual, ask a lawyer to review the draft first. ### Can I change the terms? Yes. Download the Word version and edit it, or ask nerix in the chat to make a clause stricter, shorter or in another language. Templates ## More in Contracts and agreements - [New Affiliate agreement Pay affiliates a commission for each sale they bring through a tracked link, with clear rules. 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