What Is an Event Vendor Agreement?

An event vendor agreement is a formal written contract detailing the agreement established between an event sponsor, organizer or client with either a single vendor or multiple vendors. It is a contract meant to uphold the expectations and responsibilities of each consenting party. 

According to an online article by Entrepreneur, selecting the right vendors for an event is crucial. The vendor you settle with can either make or break an event. Hence, research is key in looking for and determining the right vendor for an event. Details such as prices, lead time, area of service, discounts offered, refund policy and insurance coverage are important information that should be obtained from prospective vendors.    

Types of Event Vendors

Depending on the type of event you are having, your list of suppliers and vendors might reach dozens. Most big-scale events require at least several outsourced suppliers because of the many requirements needed as well to run an event of such size. Whether it is a wedding or a global conference, the examples listed below are just some common examples of the various types of event vendors. 

Venue. Looking for the right venue is usually a top priority for a lot of event organizers and event planners. Common venues are stadiums, hotels, coliseums, expo and trade centers or even outdoor fields. Many venues even offer package deals for clients who wish to rent their space. And depending on the occasion or needs of the client, venues can either be outdoor or indoor. Many people find beach and garden weddings charming. So looking for the proper venue rests entirely on the client and organizers’ needs and preferences. Some factors to consider when choosing the right venue are guest capacity, accessibility, location, cost or even track record of experience and customer satisfaction etc. Meals. Another fundamental part of most events is the food. Choosing a caterer is usually a big decision. Many clients and event organizers want to make sure that they can hire a catering service that is both dependable and professional. Almost all hotels offer catering options for events held at their establishment. While other events may require an outsourced or independent food vendor. A lot of events including bazaars, concerts, conferences and the like offer food stalls for guests and visitors to purchase meals from. Whether it is a caterer, food truck or food kiosks, in most cases the food vendor is almost as basic as the event itself. In weddings, big parties and other celebrations, an open bar is quite common too. Hotels typically offer open bar set ups for their guests but when this is unavailable, clients and organizers can outsource mobile bar services or liquor suppliers as well. Many party planners opt for mobile bars that can easily service guests and supply a variety of alcoholic and mixed drinks. Social Media Management. The digitalization of business has made social media marketing almost like a requirement. On top of traditional marketing, most business owners and entrepreneurs often need to shell out or carve out a budget for online marketing and social media management. While some have their own marketing teams or point persons to handle online customer relations, others opt to outsource marketing services from independent firms or agencies. Big events that require heavy promotions and marketing like music festivals or conferences usually partner with external agencies that do their promotions and marketing on their behalf. Lights and Sound. Many events demand a lot of technical requirements. Concerts and other stage productions need sound systems, lighting and audio. And sometimes when this cannot be supplied internally, the only practical option is to outsource the service from external providers. Lights and sounds are basic needs for any big production. From wedding receptions to seminar workshops, audio and visuals are a must. Suppliers who offer lights and sound systems need specifications with regard to technical needs, so stipulations and terms must be contained in a detailed agreement contract. Security. Not all events require security services but those that do sometimes need to outsource bouncers or security guards to help manage the safety of the event. Having outsourced security services can help maintain order and ensure an organized event. Most event planners and organizers are concerned with guest safety and security; so an event budget may sometimes include additional cost to cover security guard shifts, meals and other needs for the personnel. Equipment Rental. The preparation phase for any big event requires careful planning and set up that can take days to prepare in advance. This prior setup may sometimes require special equipment to help get the job done faster and more efficiently. Grand events such as stadium concerts and international summits and conferences need heavy equipment that help prepare the venue for the event. Equipment such as forklifts, scissor lifts or even container vans are just some examples of heavy equipment that often need to be outsourced for events. Other basic equipment such as chairs, tables, podiums and the like can also be outsourced from independent providers as well. Entertainment. Events are special occasions and programs are usually expected. When it comes to formal and big events, event organizers usually hire outside performers to provide entertainment to guests and audiences. Celebrations such as weddings, birthdays, anniversaries and Christmas parties are just some examples of events that have live music or performances. Whether it is solo acts or live bands, these performances can be considered event vendors in their own right. Just like florists or PR agencies, musicians and singers offer their talent and performances as a service. And just like any service provided, there must be clear terms and conditions set as to the duration of the performance, professional talent fees and other miscellaneous fees.

How to Create an Event Vendor Agreement

The content of an event vendor agreement would greatly depend on the type of event or occasion being held. However, there is still a need for structure when constructing these types of agreements. Simply follow the step-by-step guide below to start drafting a formal event vendor agreement contract.

  • Step 1: Establish the Consenting Parties

    All formal and Written Agreements must first establish the parties entering into the agreement. In this case, the organizer or sponsor of the event enters into a contract with the event vendor or supplier. Make sure to include the full name of the representative or the complete name of the company for each participating party. This may already serve as an introductory line or paragraph in the written agreement. You also have the option to include the complete address of the organization or company. An event vendor agreement is a formal transactional form so it is crucial that it should be properly documented from the beginning.

  • Step 2: Describe the Event Details

    Once you have duly introduced the parties involved, you need to make sure to provide full details of the event. Basic Information including the name, date, location of the event and other relevant information should be present in the first page of the contract. Every detail worth noting ought to be described in the agreement; and the more details you provide, the better. The format of your paragraphs may vary and would depend entirely on you. You can take liberties with style as well. If you prefer to use bold or italicized characters in emphasizing the event details, then do so.

  • Step 3: Draft the List of Services

    An important section of an event vendor agreement is the description of services of the vendor. This should include the Scope Of Work as well as limitations of the job. This is important so as to manage expectations of both parties, especially the client. The client, organizer or sponsor of the event should know what is to be included in the services offered and what aspects are not part of the job. For each party stated in the contract, there must be a clear definition and delineation of roles and responsibilities. Whether event vendor or event organizer, each has a part to play in the successful planning and execution of an event- whether small or big. The description of services may be detailed in bullet points or clearly separated paragraphs. You just need to ensure that all vendor services are clearly and accurately listed.

  • Step 4: State the Terms and Conditions

    Part of any official contract or agreement is the statement of terms and conditions. In the case of an event vendor agreement, the stipulations as set and agreed by the participating parties should be clearly stated and described in this section. Anything from payment terms, Release Of Liability clause, cancellation of contract, amendment of contract, schedule of delivery of services to duration of the agreement, are all considered terms and conditions that should be found in an event vendor agreement. These stipulations are arguably the most important part of an agreement because it is where expectations and limitations are drawn. You have the option to number these in logical order, arrange them in neat bullet points or use separate paragraphs for each stipulation.



What should be in a vendor agreement?

A vendor agreement should always include the description of services and products, statement of terms and conditions and the event details in addition to the introduction of consent of both parties, namely the event organizer and event vendor. These are basic sections of a vendor contract; however, there may be additional sections as well depending on the needs and preferences of the parties.

How do I create a vendor agreement?

To create a vendor agreement, you first need to identify and establish the parties involved. The next step is to describe and outline each party’s respective roles and responsibilities. In addition, do not neglect to include the complete event details and the terms and conditions as well. You can easily choose an event vendor agreement template from the selection above so you do not have to start from scratch.

What is a vendor’s agreement?

A vendor’s agreement is a formal written contract between an event organizer or sponsor and an event supplier. The latter is considered the vendor or independent service provider who supplies the service or product that the event organizer needs in order to execute the event.

Event vendors can range from florists to food truck vendors to wedding singers. To ensure clear terms and to manage expectations, a sound and detailed event vendor agreement contract is needed. Browse the wide selection of sample agreement forms above to start customizing your own event vendor agreement now!