The Day of Coordination Template
The Day of Coordination Template
Event coordinators, we all know your name alone is misleading (you are totally an event manager) – how many of your services are actually limited to just one day?
What happens if a design crashes down and the vendor has already departed? What happens if a family member or guest gets into a fight? What happens if the client’s DIY gets out of control and now expect you to be the manager, florist, cake cutter and personal assistant for the day? What if the clients insist on an outdoor wedding and rain occurs right before their event? What is out of your control of responsibility? Who is responsible to clean up at the end of the night? What if a contracted vendor doesn’t show up? What if you’re not fed a meal?
This template helps to clarify the agreement between you and your client, so that you can manage expectations at the outset, and avoid those uncomfortable conversations later on. From the scope of your work to the cancellation policy, we’ve got you covered.
*Please note: this contract overlaps greatly with our Wedding Planning Agreement. This contract is drafted with a focus on the day of events, rather than the planning that leads up to the wedding. Please reach out to us at email@example.com before you purchase both.
For the convenience of my clients, I started drafting my contracts in a slightly different way than most: I break it into halves. Generally speaking, the first “half” contains the business terms: meaning you can go to town customizing this portion of the contract yourself.
The “second half”? That’s where the “legal terms” are housed- so you know clearly what must stay in.
Other than that, here is what you can generally expect in one of the templates:
intro paragraphs, so we know who the parties are, the effective date, and the purpose of the agreement
ALL of your payment and price terms (including payment schedules, timelines, refund policies deliverables, shipping and more)
a complete list of your services (when I say complete, I mean truly complete)
pesky provisions you may need but aren’t sure how to word, like confidentiality, exclusivity, creative license, and more
intellectual property terms, such as who owns what’s created (plus options for scenarios arising in the future)
paragraphs that may be awkward to talk about, such as cancellations, reschedules, no-shows, etc
all of those “legal” paragraphs that only experience in a courtroom can teach you to look for, like remedies, warranties, limitation of liability, employment status of the parties, force majeure, and more than 10 others
Contracts typically take between 6-12 hours to draft for a standard agreement, which when taken into account with the industry-standard billable hour rate, results in a value of at least $1,200 - $2,400 per template.
Congratulations on taking the most important step in protecting your business! I sincerely believe that my prior experience as a contract litigator for businesses was the best preparation I could have asked for in building strong contracts for creatives. After drafting contracts for everyone from small businesses to publicly traded corporations, and then litigating them in court, each of my contracts are drafted with the care and protection that only real life experience can get you. Each contract is drafted by a lawyer and reviewed by an industry professional with at least 3 years of professional experience before it is listed in the Creative Law Shop. Do you have any questions or concerns regarding your purchase? You can reach my team any time at firstname.lastname@example.org.