Events & Vendors

Free Event Vendor Agreement Template (PDF)

An event or vendor services agreement covers any vendor providing services for a specific event — the work, the date and fees, deposit terms, and what happens if either side needs to cancel.

When to use it

Use this as a general-purpose starting point for event-day vendor work that doesn't fit neatly into catering, photography, or venue rental specifically — a DJ, decorator, or other event service provider.

What's typically included

• Services description
• Event details
• Fees and deposit
• Cancellation terms
• Vendor responsibilities
• Client responsibilities
• Liability
• Governing law

How to fill it in

• Describe the services specifically (what the vendor is actually doing, not just their job title) — "DJ and MC services for a wedding reception" fills in ambiguity that "DJ services" alone leaves open.
• Fill in the deposit amount and cancellation window as real numbers and dates — this is the section most likely to matter if the event gets postponed or canceled, so it's worth being precise up front.
• If this vendor doesn't neatly fit catering, photography, or venue rental, this general template is the right fit — otherwise, use the more specific template so the built-in sections (menu, usage rights, capacity) actually match the work.

This template is a general starting point, not legal advice — customize it and have it reviewed for your situation.

Frequently asked questions

What if my vendor work is actually catering or photography?

Use the more specific catering agreement or photography/videography contract template instead — they include sections (a menu table, usage and copyright terms) this general template doesn't, matched to that type of work.

Is an electronically signed vendor agreement legally binding?

Yes, under the U.S. ESIGN Act and state UETA laws, an electronic signature carries the same legal weight as one on paper, as long as both parties agreed to sign electronically.

What happens if the event gets postponed instead of canceled?

This template's cancellation section is written for you to describe your own terms — if you want a postponement to be treated differently from an outright cancellation (e.g., the deposit carries over to a new date), say so explicitly rather than leaving it to the general cancellation language.