Six Important Points Before Signing the Conference Organising Contract


Conference organising contract is a written document that contains the terms and conditions of the Event between the parties. This is important and necessary. This helps both the parties from any kind of financial losses as the verbally made agreements and contracts are easy to be forgotten. Being a conference organiser you need two contracts. The first one, with your client for whom you are organising the conference and the second one with the vendors and venue manager. This guide aims to help you and make you remember few important things while signing the Event Contacts.

Conference Organising Contract

Be Specific Regarding the Services:

These are the services you decide or agree to provide to your client for the conference. It’s important to be specific and list all the service you need to provide. So there will be no confusion in future. Apart from that by writing/listing some specific services, your focus and responsibility will be limited to those services only and you can provide better service.

Read the Terms:

It’s very necessary to read those terms before signing the document. Pay full attention and understand in details. Read every line carefully and then read between the lines. Take a deep look for any kind of hidden charges and clauses. Try to remove them and make it fair and crystal clear.

Ask the Vendors:

While signing the contracts with the vendors, ask as many questions you can regarding their services. Know every service they provide in details. Ask for every charge. If they are listing any service in the contract, they should be able to explain the services, why the service is needed and justify its cost. By asking these questions, you may remove some unwanted services and save some money.

Replace Unwanted Services:

If any service, that is listed in the contract document and you don’t wish to keep that, don’t just remove that. Ask the vendor or venue manager for any other services in exchange. If you get something more interesting in exchange of any unwanted services, that will make your attendees happy and add an extra value to the conference as well.

Getting Paid in Time:

The payment schedule should be mentioned in the contract. It’s the result of your hard work and you should be paid in time. This includes the initial deposit and the details /time line, how you will get paid in future. The payment schedule may be according the achievements of some milestones in the events. Be sure to fix the payment time as per your requirement and your need for the expenses. Don’t forget to mention about the tax and added fees.

Regarding the Cancellation:

There may be some unavoidable situations, where the event need to be cancelled and you can’t do anything. Your contract should also include this and specify regarding the result of cancelation. Most of the works has been completed prior to the event date and if your client cancels the event you need to be paid for your expenses and time. This is how you can avoid any losses.