Event Coordinator Agreement printable pdf download

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EVENT COORDINATOR AGREEMENT

This Agreement is made effective as of

September 23, 2013

, by and between ELEGANT EVENTS BY J&S and

Client’s Name(s):

Jeanne Rodriguez and Jonathan Martinez (client R208)

. In this Agreement, the party who is

contracting to provide services shall be referred to as ELEGANT EVENTS BY J&S and the party who will be receiving the

services shall be referred to as “Client(s)”.

ELEGANT EVENTS BY J&S requires that all vendors be selected from their list of preferred caterers, rental agencies, print

companies, wedding officiates, ministers, musicians, bands, D J’s, on-site childcare providers, entertainment, photographers and

cinematographer, pastry chefs, hotels, lodges and private estate properties, unless specified and agreed upon by the parties of

this agreement. These vendors and service providers have demonstrated superior professionalism and service contributing to the

development of a successful business relationship with ELEGANT EVENTS BY J&S and all of their clients. Accommodations

may be made to accept outside vendors on a limited basis. In this event, ELEGANT EVENTS BY J&S will not be liable for

damages due to the act(s) of the outside vendor.

The Client or agent of the Client represents that the Client plans the

Wedding and Reception

(event) to take place on the

exact date of

July 11, 2014

(date) for 80-100

(guests) and they desire to have event planning, coordination, and

related products and services provided by ELEGANT EVENTS BY J&S. Therefore, the parties agree as follows:

1) DESCRIPTION OF SERVICES: ELEGANT EVENTS BY J&S will provide the following event planning, event

coordination, on-site decorating, and/or other related products and services (initial each applicable service):

______Event Planner Personal Assistant Services: Consultation, Coordination & On-site Management on the day of the event.

______Needs Assessment & Consultation: Initial meeting with you to discuss & define the fundamental objective underlying your

investment of time, energy and resources required to produce the event, and subsequently provide you with an event

framework that most directly, efficiently and effectively achieves these objectives.

______Speaker Coordination: Gather pertinent information relative to any/all speakers for this event, including speaker

applications, biographies, registrations, photos, and contact information used to create the marketing collateral for your

event. Oversee speaker-related travel itineraries, accommodations, contracts and compensation (if needed).

______Scheduling: Manage schedules to ensure that the VIP (you) arrives on time to meetings and events relative to your

Wedding and Reception (event). Scheduling duties include booking events, making arrangements and managing daily

meetings with vendors and their support staff. Upon request, the Event Coordinator may attend as your representative for an

additional fee.

______Correspondence: Review and respond to the correspondence that you receive relative to your Wedding and Reception

(event).

______Research: For an additional fee, may compile research on an upcoming event, travel destination, project or business entity.

______Document Preparation: This can include creating documents, spreadsheets or presentations that you may use for your event.

______Project Management: May direct the Wedding and Reception (event) and assign duties to other support staff members on a

separate project, if needed. An additional fee and a separate agreement are required for this service.

______Photographer and Cinematographer: Consultation, Coordination & On-site Management on the day of the event.

______Venue: Selection Assistance, Consultation & On-site Management provided.

______Floral/Decorations (Silk Only): Consultation, Coordination & On-site Management on the day of the event.

______Formal Wear: Applicable to Weddings & Receptions and Formal Events Only.

______On-Site Decorating or Set Up/Take Down: Consultation, Coordination & On-site Management on the day of event.

______Rentals: Consultation, Coordination & On-site Management on the day of the event.

______Music and Entertainment: Consultation, Coordination & On-site Management on the day of the event.

______Transportation: Consultation, Coordination & On-site Management on the day of the event.

______Catering: Consultation, Coordination & On-site Management on the day of the event.

Event Coordinator Agreement

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