Event Management Agreement (UK)
This Event Management Agreement (the “Agreement”) is entered into on [Effective Date] by and between:
[Client Name], [Who Client], with its registered or principal address at [Client Address], [Client City], [Client County], [Client Postcode] (hereinafter referred to as the “Client”); and
[Manager Name], [Who Manager], with its registered or principal address at [Manager Address], [Manager City], [Manager County], [Manager Postcode] (hereinafter referred to as the “Event Manager”).
The Client and the Event Manager are referred to collectively as the “Parties”.
BACKGROUND
The Client wishes to engage the Event Manager to plan, coordinate, and manage the [Event Type] known as [Event Name] (the “Event”) scheduled on [Event Date] at [Event Venue], and the Event Manager agrees to provide such services on the terms set out in this Agreement.
1. DEFINITIONS
1.1 In this Agreement, the following terms shall have the meanings set out below:
- “Event” means the [Event Type] known as [Event Name], scheduled on [Event Date] at [Event Venue], with an expected attendance of [Expected Attendees] persons.
- “Services” means the event management services described in clause 2 of this Agreement.
- “Event Budget” means the total sum of £[Event Budget] allocated by the Client for all costs associated with the Event, including but not limited to supplier costs, venue fees, catering, entertainment, and the Management Fee.
- “Management Fee” means the Event Manager’s fee of £[Management Fee], payable as [Fee Structure].
- “Deposit” means the sum of £[Deposit Amount] payable upon execution of this Agreement.
2. SCOPE OF SERVICES
2.1 The Event Manager agrees to provide the following event management services (the “Services”) in connection with the Event:
[Scope of Services]
2.2 The Event Manager shall carry out the Services with reasonable care and skill, in accordance with the implied term under Section 13 of the Supply of Goods and Services Act 1982.
2.3 Any services not expressly listed in clause 2.1 shall be treated as outside the scope of this Agreement and may be agreed in writing by the Parties as additional services at additional cost.
3. FEES AND PAYMENT
3.1 In consideration of the Services, the Client shall pay the Event Manager the Management Fee of £[Management Fee] (exclusive of VAT) as [Fee Structure].
3.2 The Client shall pay a Deposit of £[Deposit Amount] upon signing this Agreement, due by [Deposit Due Date]. The Deposit is non-refundable except in the circumstances described in clause 6 of this Agreement.
3.3 The balance of the Management Fee (being the total Management Fee less the Deposit) shall be payable [Balance Payment Terms].
3.4 All invoices are payable within 14 days of the invoice date. Where any sum is not paid by the due date, the Event Manager shall be entitled to charge interest on the overdue amount at the statutory rate of 8% per annum above the Bank of England base rate, pursuant to the Late Payment of Commercial Debts (Interest) Act 1998.
3.5 Where the Event Manager is registered for VAT, VAT shall be added to all sums due at the prevailing rate. The Event Manager shall provide a valid VAT invoice to the Client.
3.6 All third-party supplier costs shall be paid from the Event Budget. The Event Manager shall obtain prior written approval from the Client before incurring any expenditure that is reasonably expected to exceed the Event Budget or any agreed line-item allocation.
4. CLIENT OBLIGATIONS
4.1 The Client shall:
- provide the Event Manager with all information, approvals, and decisions reasonably required to enable the Event Manager to perform the Services in a timely manner;
- designate a named contact person with authority to give instructions and approvals on behalf of the Client;
- pay all sums due under this Agreement on the dates specified;
- ensure that all information provided to the Event Manager is accurate, complete, and not misleading; and
- co-operate with the Event Manager in good faith to facilitate the successful delivery of the Event.
5. HEALTH, SAFETY AND LICENSING
5.1 The Event Manager shall take reasonable steps to ensure that the Event is planned and conducted in compliance with applicable health and safety legislation, including the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999.
5.2 Where applicable, the Event Manager shall liaise with the venue to ensure compliance with the Regulatory Reform (Fire Safety) Order 2005 in respect of fire risk assessments and evacuation procedures.
5.3 The Client is responsible for obtaining (or ensuring the venue holds) all necessary licences for the Event, including premises licences, temporary event notices, and any other authorisations required under the Licensing Act 2003 or any other applicable legislation. The Event Manager shall provide reasonable assistance in this process upon the Client’s request.
5.4 The Parties acknowledge their respective duties under the Occupiers’ Liability Act 1957 and the Occupiers’ Liability Act 1984 in relation to the safety of lawful visitors and, where applicable, trespassers at the Event venue.
6. CANCELLATION AND POSTPONEMENT
6.1 If the Client cancels the Event, the following cancellation charges shall apply (each representing a genuine pre-estimate of the Event Manager’s loss):
[Cancellation Policy]
6.2 If the Event Manager is required to cancel due to circumstances outside their reasonable control (force majeure, as defined in clause 10), the Client shall be entitled to a refund of all sums paid, less any third-party supplier costs already incurred and not recoverable by the Event Manager.
6.3 If the Client wishes to postpone the Event to an alternative date, the Parties shall use reasonable endeavours to agree a new date. Any additional costs incurred as a result of the postponement shall be borne by the Client.
7. INSURANCE
7.1 The Event Manager shall maintain public liability insurance of not less than £[Insurance Cover Amount] aggregate throughout the duration of this engagement and shall provide evidence of such insurance to the Client upon request.
7.2 The Client is advised to arrange appropriate event cancellation insurance and any other insurance it considers necessary to cover its own risks in connection with the Event.
7.3 The Event Manager’s insurance does not cover: (a) any activities organised by the Client independently of the Event Manager; (b) claims arising from the Client’s negligence or breach of contract; or (c) any liability excluded under clause 8 of this Agreement.
8. LIMITATION OF LIABILITY
8.1 Nothing in this Agreement shall limit or exclude the liability of either Party for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be lawfully excluded or limited.
8.2 Subject to clause 8.1, the Event Manager’s total aggregate liability to the Client under or in connection with this Agreement (whether in contract, tort including negligence, breach of statutory duty, or otherwise) shall not exceed the total Management Fee paid by the Client.
8.3 The Event Manager shall not be liable for any indirect or consequential loss, loss of profit, loss of business, loss of anticipated savings, loss of reputation, or loss of goodwill arising out of or in connection with this Agreement, even if advised of the possibility of such losses.
8.4 Where the Client is a consumer (as defined in the Consumer Rights Act 2015), the limitations in clauses 8.2 and 8.3 shall not apply to the extent they are inconsistent with the Client’s statutory rights.
9. FORCE MAJEURE
9.1 Neither Party shall be in breach of this Agreement or liable for any delay or failure to perform any obligation under this Agreement if such delay or failure results from a Force Majeure Event. A “Force Majeure Event” means any event beyond a Party’s reasonable control, including acts of God, natural disasters, pandemic, epidemic, war, terrorism, civil unrest, strikes or industrial action, fire, flood, or actions of any governmental or regulatory authority.
9.2 The Party affected by a Force Majeure Event shall give the other Party prompt written notice and shall use reasonable endeavours to mitigate the effects of the Force Majeure Event.
10. INTELLECTUAL PROPERTY
10.1 All creative materials, event concepts, branding, and design work produced by the Event Manager specifically for the Event and paid for in full by the Client shall, upon full payment of all sums due under this Agreement, vest in the Client as a work made for reward. The Event Manager shall retain ownership of all background intellectual property, tools, methodologies, and pre-existing materials used in delivering the Services.
10.2 The Event Manager’s proprietary event management systems, templates, supplier databases, and working methods shall at all times remain the exclusive property of the Event Manager.
11. DATA PROTECTION
11.1 Each Party shall comply with its obligations under the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR) in relation to any personal data processed in connection with this Agreement.
11.2 Where the Event Manager processes personal data (including attendee data) on behalf of the Client, the Event Manager shall act as a data processor and shall process such data only on the Client’s documented instructions, in accordance with Article 28 of the UK GDPR.
12. TERMINATION
12.1 Either Party may terminate this Agreement immediately by written notice if the other Party: (a) commits a material breach of this Agreement and, where the breach is capable of remedy, fails to remedy it within 14 days of written notice requiring it to do so; (b) becomes insolvent, enters administration, is wound up, or has a receiver or administrator appointed; or (c) ceases or threatens to cease to carry on business.
12.2 Upon termination, the Client shall pay the Event Manager for all Services performed and reasonable expenses incurred up to the date of termination. The Event Manager shall promptly deliver to the Client all event materials, plans, and supplier contacts held on the Client’s behalf.
13. GENERAL
13.1 Entire Agreement. This Agreement constitutes the entire agreement between the Parties in relation to the Event and supersedes all prior agreements, representations, and understandings.
13.2 Variation. No variation of this Agreement shall be effective unless made in writing and signed by an authorised representative of each Party.
13.3 Severability. If any provision is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
13.4 No Waiver. Failure to exercise any right or remedy shall not constitute a waiver of that right.
13.5 Third Party Rights. A person who is not a party to this Agreement shall have no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its terms.
13.6 Assignment. Neither Party may assign this Agreement without the prior written consent of the other Party.
14. GOVERNING LAW AND JURISDICTION
14.1 This Agreement and any dispute or claim arising out of or in connection with it shall be governed by and construed in accordance with the laws of [Governing Law].
14.2 Each Party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute arising out of or in connection with this Agreement.
IN WITNESS WHEREOF, the Parties have executed this Event Management Agreement as at the date first written above.
THE CLIENT
Full name: [Client Name]
Address: [Client Address], [Client City], [Client County], [Client Postcode]
THE EVENT MANAGER
Full name: [Manager Name]
Address: [Manager Address], [Manager City], [Manager County], [Manager Postcode]
Client
________________
Signature
Date: ________________
Event Manager
________________
Signature
Date: ________________
What Is a Event Management Agreement (UK)?
An Event Management Agreement in the United Kingdom sets the services to be provided, the fees, the timetable, and each side's responsibilities for the engagement, as regulated by the Supply of Goods and Services Act 1982.
Event management contracts in England and Wales are primarily governed by the common law of contract and the Supply of Goods and Services Act 1982, which implies a term that the event manager will carry out the services with reasonable care and skill (Section 13). Where the client is a consumer, the Consumer Rights Act 2015 provides additional protections, including the right to require that services be performed to a satisfactory standard and the right to a price reduction or repeat performance where the service is deficient.
Unlike a simple venue hire agreement, an event management agreement covers the full lifecycle of event planning, including supplier sourcing and management, logistics, on-the-day coordination, health and safety compliance, and post-event reporting. The event manager typically acts as the client’s agent in procuring third-party services, making it critical that the agreement clearly defines the event budget, expenditure approval thresholds, and the event manager’s authority to commit the client to supplier contracts.
Health and safety is a particularly significant area of English law for event management. The Health and Safety at Work etc. Act 1974 imposes duties on employers (including event management companies) to confirm the health, safety, and welfare of employees and non-employees at work. The Regulatory Reform (Fire Safety) Order 2005 requires a fire risk assessment and the appointment of a responsible person for any non-domestic premises. The Occupiers’ Liability Act 1957 imposes a common duty of care on occupiers of premises to confirm that lawful visitors are reasonably safe.
Licensing is a further critical compliance area. The Licensing Act 2003 requires that any event involving the retail sale of alcohol, regulated entertainment (such as live music, recorded music, or indoor sporting events), or late-night refreshment takes place under the authority of a premises licence, a club premises certificate, or a Temporary Event Notice (TEN). Failure to comply with licensing requirements is a criminal offence under Section 136 of the Licensing Act 2003 and can result in unlimited fines and imprisonment.
The legal framework governing the Event Management Agreement (UK) in United Kingdom draws on several key statutes and regulatory bodies. Under the Companies Act 2006, Companies House maintains the register of UK companies. Section 386 of the Companies Act 2006 sets accounting record obligations. The Competition and Markets Authority (CMA) enforces the Consumer Rights Act 2015. The Financial Conduct Authority (FCA) regulates financial services under the Financial Services and Markets Act 2000. The High Court of Justice has jurisdiction under the Senior Courts Act 1981. Parties executing a Event Management Agreement (UK) in United Kingdom should confirm the document reflects current law, including any amendments enacted since the original drafting date. The Companies Act 2006 sets the foundational requirements.
When Do You Need a Event Management Agreement (UK)?
A UK Event Management Agreement should be used whenever a client engages a professional event manager or event management company to plan, coordinate, or manage an event on their behalf. The most common situations in England and Wales include:
Corporate events such as company conferences, annual general meetings, awards ceremonies, product launches, team-building days, and client entertainment events. Businesses engaging event managers for corporate occasions need a clear agreement that defines the scope of services, the event budget, and the approval process for expenditure.
Weddings and private celebrations where a couple or family engages a professional wedding planner or event coordinator to manage all or part of their wedding day. A wedding event management agreement protects both parties by defining exactly which services are included (venue sourcing, catering coordination, florist liaison, entertainment booking, on-the-day coordination) and which are the client’s own responsibility.
Charity galas, fundraising dinners, and non-profit events where the client needs to maximise the return on the event budget while confirming compliance with licensing and health and safety requirements. A clear agreement helps the charity’s trustees demonstrate proper financial governance.
Public events such as festivals, exhibitions, open-air concerts, and sporting events that are subject to licensing requirements under the Licensing Act 2003 and detailed health and safety planning obligations under the Health and Safety at Work etc. Act 1974 and the Event Safety Guide published by the Health and Safety Executive.
Where the event involves attendees from the public, the Occupiers’ Liability Act 1957 and the Regulatory Reform (Fire Safety) Order 2005 impose specific legal obligations on event organisers. A written agreement that clearly allocates these legal responsibilities between the client and the event manager is essential to manage risk and avoid disputes.
Parties in United Kingdom should prepare a Event Management Agreement (UK) proactively rather than waiting for a dispute to arise. Courts interpret agreements based on the written terms rather than oral representations. Under the Companies Act 2006, Companies House maintains the register of UK companies. Section 386 of the Companies Act 2006 sets accounting record obligations. The Competition and Markets Authority (CMA) enforces the Consumer Rights Act 2015. The Financial Conduct Authority (FCA) regulates financial services under the Financial Services and Markets Act 2000. The High Court of Justice has jurisdiction under the Senior Courts Act 1981. Where the transaction involves regulated activities, prior approval from the relevant authority may be required before execution.
What to Include in Your Event Management Agreement (UK)
A well-drafted UK Event Management Agreement for England and Wales should contain the following key provisions:
Scope of Services — A precise description of the event management services to be provided, including all tasks the event manager will undertake (venue sourcing, supplier coordination, catering management, audio-visual production, logistics, on-the-day staffing, guest registration, post-event reporting) and any tasks that remain the client’s responsibility.
Event Details — The name and type of event, the scheduled date, the venue, and the expected number of attendees. These details provide the factual context for all other provisions and are critical for assessing cancellation charges and insurance requirements.
Event Budget and Expenditure Authority — The total budget available for the event, including all supplier costs and the management fee. The agreement should specify the process for obtaining the client’s approval before the event manager commits to any expenditure that exceeds agreed thresholds.
Management Fee and Payment Schedule — The event manager’s fee (stated in GBP, exclusive of VAT), the payment structure (fixed fee, percentage of budget, or hourly rate), the deposit payable on signing, and the balance payment terms. The Late Payment of Commercial Debts (Interest) Act 1998 gives the event manager a statutory right to charge interest at 8% above the Bank of England base rate on overdue invoices.
Cancellation Policy — A tiered schedule of cancellation charges reflecting the event manager’s genuine costs and losses at different stages of the planning process. Under English contract law (following Cavendish Square v Makdessi [2015]), cancellation charges must represent a genuine pre-estimate of loss or protect a legitimate interest to be enforceable.
Health and Safety Responsibilities — Clear allocation of compliance duties under the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and the Regulatory Reform (Fire Safety) Order 2005, including risk assessment obligations.
Licensing Obligations — Responsibility for obtaining and maintaining all required licences under the Licensing Act 2003, including premises licences and Temporary Event Notices.
Insurance — Minimum levels of public liability insurance the event manager must maintain, and confirmation of whose responsibility it is to arrange event cancellation insurance.
Data Protection — Compliance with the Data Protection Act 2018 and UK GDPR in relation to attendee personal data collected and processed in connection with the event.
Force Majeure — Provisions addressing events beyond reasonable control (including public health emergencies, government restrictions, extreme weather, and venue closures) and the parties’ respective rights and obligations in such circumstances.
Governing Law — A clause confirming that the agreement is governed by the laws of England and Wales, with exclusive jurisdiction in the courts of England and Wales.
Additional compliance elements for a Event Management Agreement (UK) used in United Kingdom include: Under the Companies Act 2006, Companies House maintains the register of UK companies. Section 386 of the Companies Act 2006 sets accounting record obligations. The Competition and Markets Authority (CMA) enforces the Consumer Rights Act 2015. The Financial Conduct Authority (FCA) regulates financial services under the Financial Services and Markets Act 2000. The High Court of Justice has jurisdiction under the Senior Courts Act 1981. Forms-legal.com provides this template as a starting point for United Kingdom-compliant documentation.
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Forms Legal. (2026). Event Management Agreement (UK) (United Kingdom) [Legal document template]. Forms Legal. https://forms-legal.com/uk/business/contracts/event-management-agreement-uk
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title = {Event Management Agreement (UK) (United Kingdom)},
year = {2026},
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Frequently Asked Questions
The Licensing Act 2003 regulates four licensable activities: the sale of alcohol by retail, the supply of alcohol by or on behalf of a club, the provision of regulated entertainment (including live and recorded music, performance of plays, indoor sporting events, and film exhibitions), and the provision of late night refreshment (supply of hot food or drink between 11pm and 5am). A premises must hold a premises licence or a club premises certificate for these activities to take place. Where a premises does not hold a premises licence that covers the relevant activity, a Temporary Event Notice (TEN) may be applied for, allowing licensable activities on up to 15 days per year at the premises, with a maximum of 499 attendees per event. TENs must be submitted to the local licensing authority and to the police no later than 10 working days (standard TEN) or 5 working days (late TEN) before the event. Failure to comply with the Licensing Act 2003 can result in criminal prosecution, unlimited fines, and personal liability for the premises licence holder and event organisers.
Health and safety responsibilities at events in England and Wales are primarily governed by the Health and Safety at Work etc. Act 1974 (HSWA 1974) and the Management of Health and Safety at Work Regulations 1999 (the Management Regulations). The HSWA 1974 places a duty on every employer to confirm, so far as is reasonably practicable, the health, safety, and welfare of employees and non-employees (including event attendees). The event organiser (whether the client or the event management company) is typically the “duty holder” responsible for conducting a risk assessment under Regulation 3 of the Management Regulations and implementing appropriate control measures. Where multiple organisations are involved (venue operators, caterers, security companies), the Regulatory Reform (Fire Safety) Order 2005 requires a fire risk assessment by a “responsible person” for the premises. The Health and Safety Executive (HSE) publication ‘The Event Safety Guide’ (the Purple Guide) provides detailed guidance on event planning, crowd management, and emergency procedures.
The Occupiers’ Liability Act 1957 imposes a ‘common duty of care’ on occupiers of premises (which for event purposes typically means the venue operator and, depending on the arrangement, the event organiser) to take reasonable care to confirm that lawful visitors are reasonably safe in using the premises for the purposes for which they are invited or permitted to be there. This duty cannot be contracted out of in relation to death or personal injury caused by negligence (Unfair Contract Terms Act 1977, Section 2(1)). The Occupiers’ Liability Act 1984 extends a lesser duty to trespassers where the occupier is aware of a danger and the danger is one against which, in all the circumstances, the occupier may reasonably be expected to offer some protection. For event organisers, this means ensuring adequate signage, safe infrastructure, crowd control measures, and emergency access routes.
Cancellation clauses in event management agreements are enforceable under English law, provided they satisfy the requirements established by the Supreme Court in Cavendish Square Holding BV v Makdessi [2015] UKSC 67. The key question is whether the clause is a ‘penalty’ (and therefore unenforceable) or a legitimate ‘liquidated damages’ clause (and therefore enforceable). A clause is a penalty if it imposes a detriment that is out of all proportion to any legitimate interest of the innocent party in the performance of the contract. A tiered cancellation charge that is calibrated to reflect the event manager’s actual losses (including non-recoverable third-party supplier deposits, staff costs already committed, and management time expended) is more likely to be treated as a genuine pre-estimate of loss and therefore enforceable. Courts will consider the circumstances at the time of contracting, not the time of breach.
There is no single statute that mandates public liability insurance for event management companies, but it is universally regarded as essential practice and is typically required by venues, local authorities, and many clients as a contractual condition. Public liability insurance covers the event manager’s legal liability for bodily injury or property damage suffered by third parties (including event attendees, venue staff, and members of the public) arising from the event management activities. Many UK venues will not permit an event to proceed unless the event organiser holds a minimum of £5 million aggregate public liability cover. Employers’ liability insurance is separately required by the Employers’ Liability (Compulsory Insurance) Act 1969 for any business that employs one or more persons and must be a minimum of £5 million aggregate.
This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction and change over time. Consult a qualified attorney for advice specific to your situation.Full disclaimer
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