Free Event Coordinator
Service Agreement
One vendor slip-and-fall or a 'forgotten' deposit will gut your bank account and leave you holding the bag for a five-figure venue bill. Without a tight contract, you aren't a pro—you're just a volunteer waiting to get sued into the dirt.
Pro Contractor Tip
You better bake a 'Limitation of Liability' clause into every job so a vendor's screw-up doesn't end with the client coming for your personal house.
Why use a written agreement?
Handshake deals are risky. As a Event Coordinator, "scope creep" is your biggest enemy. A clear agreement ensures everyone agrees on the deliverables before money changes hands.
🛡️ What this sequence covers:
- ✓Deliverables List
- ✓Payment Terms
- ✓IP Rights
- ✓Revision Limits
- ✓Cancellation Policy
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Start building now →Statement of Work
REF: 2026-0011. Project Background
This Agreement is entered into by and between the Client and the Contractor. The Client wishes to engage the Contractor for professional Event Coordinator services.
2. Scope of Services
The Contractor shall provide the following deliverables:
- On-site vendor load-in supervision
- Floor plan taping and layout marking
- Rental inventory count and damage inspection
- Stage and AV rigging safety check
- Security checkpoint deployment
- Post-event site strike and debris removal
3. Performance Standards
The Contractor agrees to perform the Event Coordinator services in a professional manner, using the degree of skill and care that is required by current industry standards.
TERMS & CONDITIONS (Summary):
1. Payment: 50% Deposit required.
2. Copyright: Rights transfer to Client upon full payment.
Disclaimer: This template is for educational purposes only.
Frequently Asked Questions
How do I handle a client who keeps adding 'just one more thing' to the schedule?
That's scope creep, and it's a slow leak in your wallet; point to your 'Change Order' section in the contract and charge for the extra labor before you lift a finger.
What happens if the client cancels the whole show two days before the big day?
You should’ve already collected a non-refundable deposit; a solid 'Kill Fee' clause ensures you get paid for the weeks of prep work you’ve already burned.
Who pays the vendors if the client’s credit card gets declined?
Not you—your contract must clearly state you are an agent and not the primary payor, or you'll be the one staring down a collection agency for someone else's invoice.