Setting up an event contract, means that you include many items so that you can avoid misunderstandings with your client in the future. The only thing that you want after an event is another booking, happy clients, referrals and to collect the last amount of money owing without challenges.
Things that you must put in writing when setting up an event contract is: get the client name, event title, contact numbers, e-mail, fax numbers all contact info is very important, even for quotes. What type of event is it, how many people are attending, the start and end time of the event, what type of food and beverage requirements, meal times, bar times, and what type of bar is this (host bar, cash bar, combination or no bar). What style of service is required don’t be cheap, it will show you need to staff to take care of the number of guests attending a good rule to follow is one staff for every thirty guests! I have seen from the staffing side, too many times caterers that get greedy and book events when they are already booked or promise things that they can not deliver. This leads only to unhappy clients and this is not a good way to conduct business, you will actually end up doing more harm to your reputation then turning down an event. When calculating food and beverage requirements a good rule to follow is alway prepare 10% more to allow for any guests that did not respond or for groups that tend to eat more. The last thing you want is to run out of food and have upset guests, if you are on a location you will not have the time or resources to get more food. Do you as the service provider need to order rentals and get special occasion permits ( the special occasion permits should be done in advance by the client or the service provider along with the venue rental). The client or caterer should find out what is covered in the cost of the rentals, tables, chairs, linens, glasses and other items?
What is the expectation of the event organizer and how much time do you have to dedicate to this event, again promising to be present at an event and then not being there is not how to do it. It leaves the client unhappy and the staffing provider in a mess to deal with unhappy clients.
You must remember to get guarantees, estimated invoice and deposit/s and final estimated payment depending on the size of the event in advance. Don’t forget to calculate all of the gratuities, delivery and pick up rental charges, staffing charges, and the taxes.
These are some points that you will require when setting up an event contract for more help with setting up an event contract or booking a staffing or catering event please go to the online booking form. First Services Hospitality is happy to provide you with a quote for your next event.
