A comprehensive contract protects both you and your client by setting clear expectations and outlining responsibilities. Whether you're providing mobile bartending, photo booth services, DJ entertainment, or photography, these 11 areas should be covered in every event contract.
1. Scope of Services
Describe exactly what you will provide — the type of service, duration, number of staff, equipment included, and any specialty offerings. For mobile bartending, this might include the number of bartenders, service hours, and specialty cocktails. For photo booths, specify the booth type, props included, and print options. The more specific you are, the fewer misunderstandings you'll have.
2. Payment Terms
Lay out your complete pricing structure: package cost, any additional charges for extra services or equipment, deposit requirements, payment schedule, and accepted payment methods. Include when the balance is due and what happens if a payment is late.
3. Insurance and Licenses
List the insurance coverage you carry (general liability, liquor liability for bartending services) and any required licenses to operate in your region. Some venues require proof of insurance before allowing vendors on-site, so having this clearly stated speeds up the booking process.
4. Cancellation Policy
Define the notice period required for cancellation and any associated fees or refund policies. Address cancellation by either party — not just the client. Include what portion of deposits or payments are refundable based on timing.
5. Guest Conduct and Staff Safety
Set expectations for appropriate behavior from guests and establish your right to stop service if safety becomes a concern. This is especially important for bartending services where overserving liability is a real risk, but applies to any service where guest behavior could impact your team's safety or ability to perform.
6. Alcohol and Beverage Selection
If applicable to your service, specify who provides the alcohol and beverages, what options are available, and any customizations allowed. Include your responsible service practices and any corkage policies if the client provides their own alcohol.
7. Client Responsibilities
Spell out what the client needs to provide: venue access at the designated time, adequate setup space, electricity, water access, parking, or any other requirements for your service. Clear expectations prevent day-of delays and complications.
8. Indemnification
Include a clause that protects your business from claims arising from the event. This is especially important for services involving alcohol, equipment, or any activities where guests might be injured. The clause should specify that the client holds you harmless from incidents not caused by your negligence.
9. Force Majeure
Address what happens if unforeseen circumstances prevent fulfillment of the contract — natural disasters, severe weather, pandemics, government restrictions, or other emergencies beyond anyone's control. Define how deposits, rescheduling, and refunds are handled in these situations.
10. Online Booking Terms
If you accept online bookings, specify that the digital signature and payment constitute full acceptance of your terms. Include your booking confirmation process, required deposit or payment to secure the date, and any automatic communications the client will receive. Address your cancellation policies for online bookings and the process for rescheduling.
11. Professional Review
Have a local attorney who is familiar with your state or regional laws review and revise your contract. Business contract law varies significantly by location, and there may be specific requirements or language that strengthens your protection. This one-time investment protects you for years.