Live Event Contracts: What You Need to Know

It’s Fall and a lot of us (myself included) may be thinking about 2018 Masterminds or other live events in COOL places next year!  But did you know that by hosting an in-person event or retreat that you are opening yourself and your biz up to A LOT more liability than if you were working solely online?  

So much more goes into planning an in-person event, and it’s important to have solid Terms of Purchase or a signed contract in place to make sure you don’t end up losing a bunch of money (or worse - end up in a courtroom!)

Because in-person events are….well, in-person, there are many more chances for things to go sideways.  From you forking over money for hotel rooms and then having clients cancel, to someone getting in a car accident in the transportation provided by you, to paying for speakers and products that are going to your guests. 

In-person events take a special contract because of these extra factors. Anyone coming needs to be signing a waiver of liability that YOU are not responsible for basically anything that could go wrong!  

Make sure your guests sign a contract or agree to terms of purchase that outline EVERYTHING included. This is important so that everyone’s expectations are clear.  The last thing you want is a client showing up expecting 3 days of meals when you weren’t planning to offer any.
You also need a refund and cancellation policy.  Things come up, especially when trying to plan events far in advance.  What happens when a client backs out?  Are you on the hook for their hotel room? Do they get a refund?  Can they reschedule?  All of these things need to be outlined when they first sign-up!  

Also include an Acts of the Universe clause.  This is a clause that should be in your contract outlining what happens in the case of the unpredictable: acts of nature (HELLO HURRICANES), war, terrorism, ick. So what happens if you are planning a spectacular health retreat in the Bahamas and 3 days before a hurricane hits and your venue shuts down.  All of a sudden you have 20 customers demanding refunds.  Are you legally required to give them their money back?

Agreements are meant to protect YOU when the unexpected happens...because sometimes it does - be prepared for it!