A booking agreement is there for the day something goes wrong. When everything runs smoothly, nobody reads it. When a customer cancels, a venue refuses access or the weather closes an outdoor event, the agreement is what both of you go back to. It should be clear enough that a customer can read it on their phone and know what they have agreed to.
This guide covers what event service businesses usually include. It is not legal advice. Contract and consumer law differs from country to country, so ask a solicitor or lawyer where you trade to look over your final wording.
Who, when and what
The parties
Your business name and contact details, and the customer's full name, address and contact details. If a company or a planner is booking on someone else's behalf, say who is responsible for paying.
Date, times and place
The event date, the venue address, the start and finish times, and your arrival and setup time if it differs. Vague times cause arguments, especially about when the service ends.
The services
Describe exactly what is included: the package, hours, staff, equipment and any extras. If something is often assumed but not included, such as a second attendant or travel beyond a certain distance, say so.
Money
Price
The total, what it covers, and whether tax is included or added. If travel or extras are charged separately, list them.
Deposit
The amount, when it is due and what it secures. Describe whether it is refundable in exactly the words you use on your website and in quotes.
Balance
The amount, the date it is due and how to pay it. If there is a payment plan, list each instalment. Say what happens if the balance is not paid by the due date.
When plans change
Cancellation by the customer
What the customer pays or loses if they cancel, often on a sliding scale by how close the event is. Many countries limit what a business may keep, so this clause is one of the most worth checking locally.
Cancellation by you
What you will do if you cannot deliver, for example arranging a replacement of the same standard or refunding everything that has been paid.
Postponement
Whether the booking can move to a new date, how many times and how far ahead, and whether the price changes if the new date is a peak date.
Changes to the booking
How the customer asks for changes, the last date they can make them, and how extra hours or services are charged on the day.
The venue and the day
Access and venue requirements
What you need from the venue: space, power, step-free access, parking, loading times and any house rules. Make it the customer's job to tell you about restrictions and confirm access, because you usually have no agreement with the venue yourself.
Damage
Who pays if guests damage your equipment, and how you will show the damage and the cost of putting it right.
Weather and events outside anyone's control
Often called force majeure, this covers what happens if the event cannot go ahead for reasons neither side controls, such as severe weather, a venue closure or official restrictions. Say whether money is refunded, moved to a new date or partly kept for costs already spent. For outdoor work, also say what you need in the way of shelter and a safe, level surface.
Photos, data and limits
Photos and use of images
If you take photos or video, say whether you may use them on your website or social media, and how the customer can say no. Some guests will not want to appear anywhere, so have a simple way to respect that.
Personal data
Explain briefly what details you keep, why and for how long, and point to your privacy notice. Data protection rules also differ by country.
Limits on liability
Many businesses limit what they are liable for to the amount paid for the booking, and exclude losses nobody could have foreseen. There are limits on what you are allowed to exclude, particularly when dealing with consumers, so have this clause checked too.
Getting it signed
An agreement that has not been signed does little for you. Send it at the moment the customer accepts, ideally on the same page where they pay the deposit, so signing becomes part of booking rather than a separate chore. Ask them to type their full name and confirm they agree, and record when they did it.
Both of you should be able to get a copy at any time. A PDF sent after signing is the simplest way to do that.
Keep every version
You will change your terms over time. When you do, the customers who signed last year signed last year's wording, and that is what applies to them. Keep a dated copy of each version and a record of which customer signed which. If a disagreement comes up two years later, you want to show exactly what they saw.
Doing this in Occanovo
Occanovo starts each trade with an agreement you can edit, with placeholders for names, dates and prices, and it can go out on its own when a booking is confirmed. The customer signs online, and the signer, the time and a fingerprint of the exact terms are kept, with a PDF for both of you. If you change your terms later, agreements already signed keep the wording the customer saw. More on the agreements page.