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Private event contract checklist
Most private event disputes come from something the contract never mentioned: a guest count that dropped, a reschedule, a deposit nobody defined. Use this checklist to review your own contract before the next booking.
This is a checklist of topics and example wording, not legal advice. Rules on deposits, refunds, and alcohol service differ by state - have an attorney draft or review the contract you actually use.
The checklist
Parties and event
- Legal business name of the venue and the host's full name
- Event date, times, room or area, and expected guest count
- Reference to the accepted proposal (or the pricing restated)
Money
- Deposit amount, and that it's applied to the final bill
- Food and beverage minimum and how a shortfall is charged
- Service charge, gratuity, and tax terms
- Balance due date and accepted payment methods
- Who pays for damage, extra cleaning, or overtime past the end time
Changes and cancellation
- Final guest count deadline, and whether the minimum changes if the count drops
- Cancellation schedule: what's refundable, and until when
- Rescheduling: whether the deposit transfers, and for how long
- What happens if the venue has to cancel (closure, emergency, weather)
House rules
- Outside food, cake, and alcohol policy (and any corkage or cake-cutting fee)
- Decor restrictions (confetti, candles, adhesives) and vendor access times
- Responsible alcohol service: ID checks and the right to refuse service
- Music and noise limits, and the hard end time
Signature
- Signer's printed name, signature, and date
- A line confirming the signer has authority to book for their group or company
Sample wording to adapt
Plain-language starting points for the clauses that cause the most trouble. Fill in your own numbers, then have them reviewed.
DEPOSIT A deposit of $[amount] is due when this agreement is signed. The event date is not reserved until the deposit is paid. The deposit is applied to the final bill. FOOD & BEVERAGE MINIMUM The Host agrees to a food and beverage minimum of $[amount], before tax and service charge. If food and beverage purchases are less than the minimum, the difference will be added to the final bill as a minimum shortfall. GUEST COUNT The final guest count is due [__] days before the event. The food and beverage minimum does not decrease if the final count is lower than the estimate. CANCELLATION BY THE HOST If the Host cancels more than [__] days before the event, the deposit is refunded in full. If the Host cancels [__] days or fewer before the event, the deposit is not refundable. RESCHEDULING The Host may reschedule once, to a date within [__] months of the original date, subject to availability, and the deposit will transfer to the new date. CANCELLATION BY THE VENUE If the Venue must cancel the event for any reason, all amounts paid by the Host will be refunded in full. BALANCE The remaining balance is due [at the end of the event / __ days before the event] by [accepted payment methods].
Choosing your numbers
- Deposit size: see deposit policies that protect your venue, or run it through the deposit calculator.
- Cancellation window: compare a single cutoff, a tiered schedule, and a reschedule-first policy in cancellation policy examples.
- Contract vs. BEO: the contract is the agreement; the BEO is the operating plan. Here's the difference.
In VenueSprocket, your own contract text goes into every contract, and the customer signs with a typed signature recorded with a timestamp before paying the deposit. How contracts work →