This Party Planner Contract sets out how we will work together for private party planning for your event. Our job is to take the planning and the running of the day off your plate, so you can host without spending the party fixing timings, chasing suppliers, or dealing with venue rules. The terms below are the practical ground rules we use on every project so decisions, payments, and responsibilities stay tidy as the event comes together.
What you get
We provide private party planning for the event described in the accepted proposal, including planning in the lead-up and coordination on the event day itself. We build the run sheet, line up suppliers and timings, and manage the moving parts so the venue, catering, bar, music, and guest flow work together on the day. Your proposal includes a list of deliverables under this heading, and that list is what we will provide.
* Venue with strict load-in * What we changed * What happened on the day * Numbers from that job * What the host did instead
Holding your date
We only hold an event date once two things have happened: this agreement is signed and the 25% retainer has been paid. Until then, we may talk through ideas and availability, but we cannot turn away other enquiries for the same date. The retainer is what reserves the date for you and lets us start work, including supplier outreach and building the first planning timeline. If you later cancel, the retainer does not automatically come back. What happens to it depends on how far out you cancel and what work has already been done, and we explain the cancellation bands for your event in writing so you can see them before you need them.
Payment
The price for private party planning is paid in two stages. You pay a 25% retainer when you sign this agreement, and that is what secures the date in our diary. The remaining 75% is invoiced before the event, based on final numbers, and it is due by the date we set for your event so we can lock staffing and supplier timings. Every invoice is payable within 14 days of its date. If an invoice is still unpaid, we pause new bookings and supplier commitments until it is brought up to date. We will always tell you what is paused, and what that means for the schedule, so nothing drifts without you knowing.
Final numbers
For parties, the guest count is not just a headcount. It drives food and bar quantities, seating, staffing, access times, and the supplier call sheet. You will confirm final numbers by the deadline we set for your event, along with any key notes we need to plan properly, such as dietary requirements, allergies, children’s meals, step-free access, tight stairwells, neighbour considerations, and venue rules about load-in. We charge the remaining 75% based on those final numbers, and we plan to them. If fewer guests attend on the night, the final numbers still stand, because we have already committed the time, stock, and supplier teams around them.
Changes
Plans change. If you want to change the brief after signing, send it to us in writing so we can track what has moved, what stays the same, and what it affects. We will update the run sheet and call times, check the knock-on effects with the venue and suppliers, and come back with any added cost or lead time before anything is booked or extended. Some changes stop being practical close to the event, especially anything that affects menus, staffing levels, delivery windows, or the venue’s load-in plan. If we are inside that cut-off point, we will tell you what can still be changed safely and what needs to stay as agreed so the day runs smoothly.
Suppliers
We can source and book suppliers such as caterers, bar teams, DJs, and marquee crews, but unless we agree a different arrangement in writing, you pay supplier deposits and supplier invoices directly to each supplier. That keeps you in a direct relationship with the people delivering food, drink, music, equipment, and venue services. As soon as a supplier is confirmed, we will share their payment schedule and key terms with you so there are no surprises. On the day, we work alongside all suppliers using the agreed run sheet and call sheet. We handle check-ins, timing fixes, and practical setup decisions. If a decision affects cost, safety, or venue rules, we will ask you before we approve it.
Extra time and travel
Your proposal sets the planned planning time and the on-the-day coverage window. If the event runs long, or if we are asked to stay for extra time due to late speeches, late supplier arrival, extended bar service, or a delayed pack-down, we can usually cover it, but it is charged at our overtime rate. Where possible, we will flag it before the coverage runs over, agree it with you on the day, and then invoice it. If the plan changes so travel becomes outside our usual area, or access requires extra trips, early arrival, or a second vehicle for kit and paperwork, we will explain the impact and agree the added cost before we commit to it.
Moving the date
If you need to move the event date, tell us as soon as you can. The earlier we know, the more we can do to pause supplier work cleanly, avoid extra charges, and keep your preferred team available. Whether the retainer moves to the new date depends on our availability and how much work has already been completed. If we can take the new date, we will confirm in writing what moves with you and what needs rebooking. Sometimes an event cannot go ahead for reasons no one controls, such as venue closure, travel disruption, or safety restrictions. In that situation, we will work with you to choose the most practical next step, including postponing if possible. Costs already committed to suppliers may still be payable, and we will show you what has been committed and what can be recovered.
Problems and limits
We are responsible for providing the planning and coordination services described in your accepted proposal, using reasonable care and attention. We will run the schedule, manage supplier check-ins, and keep you informed when a decision needs your say. We cannot promise that third-party suppliers will perform perfectly, but we will chase, confirm, and coordinate them, and we will step in quickly if timings slip. We are not responsible for supplier failures you have booked directly without involving us, or for losses that come from the venue, guests, weather, or circumstances outside our control. If something goes wrong on the day, we will focus on practical fixes first and keep a simple record of what happened so you are not left piecing it together afterwards.
If you cancel
If you need to cancel, tell us as soon as you can so we can stop work, release our team time, and, where possible, prevent supplier costs building up. Cancellation is always confirmed in writing so there is no confusion about dates, what has been paused, and what has been committed. What you owe if you cancel depends on how far out from the event date you cancel, and the amount steps up as the event gets closer. We set the cancellation bands and charges for each event in writing, based on the lead time, the work schedule, and what is likely to be committed with suppliers at each stage. The retainer is applied within those bands, rather than being treated as a separate refund.
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