# Event Supplier Booking Form, Free Source: https://nerix.ai/templates/event-supplier-booking Book a caterer, DJ, florist or other supplier for an event, with times, price, deposit and cancellation. Before you send it This is a template, not legal advice. Deposit, cancellation and liability rules, and licences for music, food and alcohol, vary by country and venue. Check what applies and add any rule the venue sets. ## 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-supplier-booking) ### Event supplier booking This agreement is made on 2 February 2027 between **Harbour Events Ltd** (the "Client") and **Golden Spoon Catering** (the "Supplier"). **Client contact:** Elena Rossi, +44 7700 900321, [elena@harbour.example](mailto:elena@harbour.example) **Supplier contact:** James Carter, +44 7700 900654, [james@goldenspoon.example](mailto:james@goldenspoon.example) ## 1. The event **Event:** Annual company dinner **Date:** 15 May 2027 **Venue:** The Boathouse, 3 Quay Road **Guests:** 120 ## 2. What the Supplier provides Three-course dinner for 120 guests, including vegetarian and vegan options Staff: 1 manager and 8 servers Crockery, cutlery and glassware Clear up after the event **Special requests:** Two guests with severe nut allergy: separate preparation ## 3. Times Arrive 13:00, set up by 17:00, service 19:00 to 22:30, packed out by 23:30 The Supplier will arrive on time, be ready before the event begins and leave the area clean, unless this agreement says otherwise. ## 4. What the Client provides Access to the kitchen from 13:00 Final guest numbers and dietary needs 14 days before A contact on the day The Client will also tell the Supplier of any venue rules, access limits and changes to the plan as soon as they are known. ## 5. Fee and payment **Total fee:** GBP 9,600 plus tax **Deposit:** GBP 2,400, due on signing **Balance due:** 14 days before the event The booking is confirmed when the deposit is received. Any extra work the Client asks for is agreed in writing and priced first. ## 6. Changes Changes to the number of guests, the times or the service must be agreed in writing. The Supplier will try to meet changes made late but may charge for extra costs. ## 7. Cancellation More than 60 days before: deposit refunded less 10%. 30 to 60 days: deposit kept. Under 30 days: 75% of the total fee due. If the Supplier cannot provide the service, it tells the Client at once, refunds all money paid and, where it can, suggests a similar supplier. ## 8. Standards and safety The Supplier will have the licences, insurance and training that its work needs, follow health, safety and food hygiene rules, and take reasonable care of the venue and the Client's property. The Client will tell the Supplier of known hazards at the venue. ## 9. Events outside control If the event cannot go ahead because of events neither side can control, such as severe weather, a venue closing or a public order, the parties will try to move the date. If that is not possible, the Supplier refunds money paid, less costs it has already spent and cannot recover. ## 10. Liability and law Neither side is liable for loss that could not have been foreseen. Nothing here limits liability that the law does not allow to be limited. The law of England and Wales applies, and its courts decide disputes. ## Signatures **Client, Harbour Events Ltd:** Signature: ______________________ Date: ______________ **Supplier, Golden Spoon Catering:** 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 supplier booking agreement for caterers, DJs, florists and hire firms: the service, times, fee, deposit, changes and cancellation. Fill it in online. 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 18 details. The document fills itself in as you type. - ### Date of this booking For example: 2 February 2027 - ### Client or organiser For example: Harbour Events Ltd - ### Client's contact person, phone and email For example: Elena Rossi, +44 7700 900321, elena@harbour.example - ### Supplier For example: Golden Spoon Catering - ### Supplier's contact person, phone and email For example: James Carter, +44 7700 900654, james@goldenspoon.example - ### Event For example: Annual company dinner - ### Event date For example: 15 May 2027 - ### Venue and address For example: The Boathouse, 3 Quay Road - ### Number of guests (optional) optional For example: 120 - ### What the supplier will provide For example: Three-course dinner for 120 guests, including vegetarian and vegan options Staff: 1 manager and 8 servers Crockery, cutlery and glassware Clear up after the event - ### Arrival, set-up and finish times For example: Arrive 13:00, set up by 17:00, service 19:00 to 22:30, packed out by 23:30 - ### Total fee For example: GBP 9,600 plus tax - ### Deposit For example: GBP 2,400, due on signing - ### When the balance is due For example: 14 days before the event - ### Cancellation terms Be clear and fair. If the supplier cancels, the client's money is refunded in full. For example: More than 60 days before: deposit refunded less 10%. 30 to 60 days: deposit kept. Under 30 days: 75% of the total fee due. - ### What the client must provide (optional) optional For example: Access to the kitchen from 13:00 Final guest numbers and dietary needs 14 days before A contact on the day - ### Special requests (optional) optional For example: Two guests with severe nut allergy: separate preparation - ### Law and courts of For example: England and Wales Contracts and agreements ## What is inside The parts of this document, in order. - 1 1. The event - 2 2. What the Supplier provides - 3 3. Times - 4 4. What the Client provides - 5 5. Fee and payment - 6 6. Changes - 7 7. Cancellation - 8 8. Standards and safety - 9 9. Events outside control - 10 10. Liability and law - 11 Signatures 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-supplier-booking) ### Was this template helpful? Contracts and agreements ## Questions people ask ### What details does this template ask for? The form asks for 18 details, starting with Date of this booking, Client or organiser, Client's contact person, phone and email, Supplier, Supplier's contact person, phone and email. 3 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? This is a template, not legal advice. Deposit, cancellation and liability rules, and licences for music, food and alcohol, vary by country and venue. Check what applies and add any rule the venue sets. ### 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. Contracts and agreements](https://nerix.ai/templates/affiliate-agreement) - [Asset purchase agreement Buy or sell the assets of a business: what is included, the price, who takes the debts, and the warranties given. Contracts and agreements](https://nerix.ai/templates/asset-purchase-agreement) - [Assignment of contract Transfer a contract to a new party with the consent of the other side, clear warranties and an effective date. 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