Event contracts and coaching agreements: setting clear expectations before the work begins

An event contract defines every deliverable, cancellation term and liability clause for live events. A coaching agreement sets the scope, confidentiality and payment terms for coaching engagements. Both should be signed before day one.

Event contracts and coaching agreements

Both event work and coaching engagements share a common failure pattern: the scope is agreed verbally, the client has different expectations, and a dispute arises after significant work has already been done. A written agreement eliminates most of these risks before they materialise.

Event contract

An event contract governs the relationship between an event organiser, planner or supplier (venue, AV company, catering) and their client. It covers deliverables, payments, force-majeure and the critical question of what happens when an event is cancelled or postponed.

What an event contract must contain

1. Event description and deliverables Date, venue, estimated guest count, type of event (corporate conference, product launch, wedding, festival). List every specific deliverable: number of staff, hours of service, equipment, setup and breakdown time.

2. Fees and payment schedule

Deposit (typically 25–50 %) due on signing.
Interim payments tied to milestones.
Balance due date (usually 5–10 business days before the event).
Any expenses and how they are billed (at cost, marked-up, capped).

3. Cancellation and postponement This is the most litigated section. Define:

Cancellation by client: sliding-scale penalty (e.g. 30 % if cancelled 60+ days out; 50 % within 60 days; 100 % within 14 days).
Cancellation by supplier: full refund plus reasonable compensation for client’s wasted costs.
Postponement: whether the deposit transfers to the new date; window within which a new date must be set.

4. Force majeure Define which events qualify (natural disaster, government prohibition, pandemic restrictions). State clearly whether force majeure triggers a cancellation (with refund) or just a postponement right.

5. Changes in scope Any increase in guest numbers, additional services or equipment beyond the agreed specification must be requested in writing and quoted separately before execution.

6. Liability and insurance Cap your liability at the contract value. Require the client (and any third-party vendors you engage) to carry their own event insurance.

7. Intellectual property If the event is filmed or photographed: who owns the footage, can the organiser use it for portfolio or marketing purposes?

8. Exclusivity In venue contracts: is the space exclusively yours for the day? Are competing events permitted in adjacent spaces on the same date?

Post-COVID additions

Since 2020, event contracts should explicitly address government-mandated capacity restrictions and the allocation of financial risk if attendance must be reduced. A “hybrid event” clause covering the streaming component of in-person events has also become standard.

Coaching agreement

A coaching agreement governs a professional coaching relationship — executive coaching, business coaching, life coaching or career coaching. Unlike therapy or consulting, coaching is forward-looking and non-advisory; a good coaching agreement makes this distinction explicit.

What a coaching agreement must contain

1. Scope and modality Number of sessions per month, duration of each session, delivery method (in-person, video, phone). Total programme length.

2. Coaching vs. therapy distinction A standard clause stating that coaching is not therapy, counselling or psychological treatment. The client is responsible for determining whether they need a licensed mental health professional.

3. Fees and payment Monthly retainer or per-session fee. Late payment terms. Whether unused sessions roll over or expire.

4. Cancellation and rescheduling policy Minimum notice required to reschedule (typically 24–48 hours). What happens to a session that is cancelled late (it is forfeited, or counted as used).

5. Confidentiality The coach keeps client disclosures confidential, with exceptions for risk of harm to self or others (mandatory reporting).

6. Client responsibilities The client commits to completing agreed exercises, attending sessions on time, and engaging in honest self-reflection. Coaching only works with active client participation.

7. Intellectual property Any tools, frameworks or materials the coach shares remain the coach’s IP. The client receives a personal licence to use them in their own life or business.

8. Termination Either party may terminate with reasonable notice (typically 2–4 weeks). Refund policy for pre-paid sessions.

9. Professional liability The coach is not responsible for business or personal decisions the client makes as a result of the coaching. The client retains full responsibility for their choices.

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Related contract types: Event contract · Coaching agreement

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