5 Things to Look for in an Event Production Contract
(Disclaimer: This post is for informational purposes only and does not constitute legal advice. We recommend consulting with your own legal counsel to review any contract.)
When planning an event, a clear, detailed contract with your event production company is essential. A well-structured contract ensures that everyone understands the responsibilities, costs, and expectations, which helps prevent surprises on the day of your event. It's a fundamental step in avoiding last-minute AV issues.
Here are the top five things to look for in an event production contract to help you feel confident and prepared.
1. Clear Pricing and Payment Terms
One of the most important elements in any event production contract is transparent pricing. You should clearly understand what you’re paying for, so there are no surprises when it’s time to settle the bill.
Breakdown of Costs: Make sure the contract includes a detailed list of all costs, including fees for AV equipment, labor, transportation, and any additional services. This breakdown helps you see exactly where your money is going.
Payment Schedule: Look for information on when payments are due. Many event production companies require a deposit to reserve their services, with the balance due before or after the event. A clear payment schedule lets you plan your budget accordingly.
Overtime Rates: If the event runs longer than expected, will you be charged extra? The contract should include overtime rates, so you’re aware of any potential extra costs upfront.
2. A Detailed Scope of Services
The "scope of services" outlines exactly what the event production company will provide. This section is crucial because it clarifies all included services, which helps avoid misunderstandings on what you’re receiving for the agreed price.
Specific Services Listed: The contract should specify all the services the company will provide. This includes pre-production work like the site visit and tech rehearsal, as well as event-day services like AV setup, lighting, sound, staging, and on-site technical support.
Additional Services: Sometimes, you may want extra services like live streaming, special lighting effects, or extra sound equipment. Make sure the contract addresses whether these are included or available at an additional cost.
Timeline of Services: The timeline should outline when each part of the setup and teardown will occur. A detailed timeline ensures that everyone understands the schedule, which helps the event day run on schedule.
3. Cancellation and Refund Policies
Cancellation and refund policies are essential in case the event needs to be postponed or canceled. Knowing these terms upfront helps you understand what to expect if circumstances change.
Cancellation Terms: Look for details on what happens if you need to cancel or reschedule. Some companies may require notice several weeks in advance for a full or partial refund.
Refund Policy: Check whether you’ll receive a refund if you cancel and, if so, under what conditions. Many companies have non-refundable deposits to cover the planning work already completed.
Force Majeure: This clause covers unexpected, unavoidable events (like natural disasters) that prevent the event from happening. It should explain whether you’ll receive a refund or rescheduling options if such events occur.
4. Liability and Insurance Coverage
Event production involves a lot of equipment and setup. Liability and insurance terms in your contract clarify who is responsible if something goes wrong, keeping both parties protected.
Liability Coverage: The contract should specify who is liable if someone is injured or if equipment is damaged during the event.
Insurance Requirements: Your venue will likely require vendors to carry liability insurance. The contract should confirm the production company has the necessary insurance. Ask to see their Certificate of Insurance (COI).
Indemnification Clause: This clause protects you from being held liable for damages or injuries caused by the production company’s actions. It ensures that the company will handle any claims resulting from their setup or equipment.
5. Process for Change Requests
Events often require last-minute adjustments, whether it’s adding more equipment, changing the layout, or extending the schedule. A good contract includes terms on how these changes are handled and any associated costs.
Process for Changes: Look for a section that explains how to request changes, whether it’s for more sound equipment, additional lighting, or adjusting the schedule.
Associated Costs: Make sure the contract specifies any extra costs for changes made after signing. This might include fees for additional equipment or labor.
Flexibility for Adjustments: Ideally, the contract will allow for some flexibility on event day for minor changes. This often ties directly into the role of your on-site technical support team.
5. Change Requests and Flexibility
Events often require last-minute adjustments, whether it’s adding more equipment, changing the layout, or extending the schedule. A good contract includes terms on how these changes are handled and any associated costs.
Process for Changes: Look for a section that explains how to request changes, whether it’s for more sound equipment, additional lighting, or adjusting the schedule.
Associated Costs: Make sure the contract specifies any extra costs for changes made after signing. This might include fees for additional equipment or labor.
Flexibility for Adjustments: Ideally, the contract will allow for some flexibility on event day for minor changes, such as adjusting the lighting or sound levels. Knowing this ahead of time helps you feel confident that the team can handle your requests.
A flexible contract that allows for reasonable change requests helps you adapt to any last-minute needs without stress.
Final Thoughts: Building Trust with a Clear Contract
A detailed, well-structured event production contract is essential for a successful, well-managed event. By understanding the key elements to look for, you can feel confident that your event production company will meet your expectations.
At Plato Media Co., we provide clear, transparent contracts that build a foundation of trust. Contact us today to discuss the production for your next event.
