Events and Hospitality Terms and Conditions

Hospitality, events and functions are rarely simple transactions. Even a small private booking can involve venues, suppliers, entertainment, equipment, timings, special requirements, and (crucially) the risk of last-minute changes or cancellations.

Having clear terms and conditions in place before you start taking bookings gives you a reliable starting point for negotiations and helps set expectations on scope, responsibilities, payment, and what happens if plans change.

When should you use these templates?

These templates are designed for businesses providing services in and around events and hospitality, including event management, venue hire, catering, photography, wedding planning, DJs and musicians, children’s entertainers, and hotels.

They are particularly helpful if you want to:

Set out deposits, payment timing, and late payment clearly;
Manage cancellations, postponements, and last-minute changes;
Define what’s included (and what isn’t) so scope creep doesn’t derail the job; and
Address practical essentials such as access, health & safety, conduct of guests, and venue rules (where relevant).

Consumer vs business customers (B2C vs B2B)

Several templates are available in both consumer (B2C) and business (B2B) versions. Choosing the right version matters: consumer terms typically include additional protections and information requirements that don’t apply in the same way to B2B contracts.

What templates are included?

This range includes templates for a variety of events and hospitality businesses, including:

Event management

Event Management Terms and Conditions (Business to Consumer)

Consumer-friendly event management terms covering the contract, fees, service delivery and cancellation (for on-premises contracts).

Event Management Terms and Conditions (Business to Business)

B2B event management terms for corporate events and business clients, drafted for use where the client is another business.

Venue hire

Venue Hire Terms and Conditions (Business Functions)

Terms for hiring venues for corporate and business events (e.g., conferences, conventions, AGMs), with detailed operational provisions.

Venue Hire Terms and Conditions (Private Functions)

Terms for private bookings (e.g., parties, wedding receptions) and not suitable for business functions.

Catering

Catering Terms and Conditions (Small Function) (B2C)

Consumer-facing catering terms for smaller private functions where you provide the catering itself (without additional services).

Catering Terms and Conditions (Small Functions) (B2B)

B2B equivalent for small functions where the customer is purchasing wholly or mainly for business purposes.

Catering Terms and Conditions (Medium – Large Function) (B2C)

Consumer-facing catering terms for larger private functions, with the same clear B2C framing.

Catering Terms and Conditions (Medium – Large Functions) (B2B)

B2B equivalent for medium/large functions (e.g., receptions, meetings, conferences).

Photography and Videography

Photographer Terms and Conditions (Non-Commercial)

For photographers providing services to consumers for non-commercial purposes, structured around “packages” chosen by the customer.

Photographer Terms and Conditions (Commercial)

For photographers working on commercial projects (e.g., marketing materials/websites), with licensing provisions appropriate to business use.

Videographer Terms and Conditions (Non-Commercial)

For consumer/non-commercial projects (e.g., weddings), including key provisions on copyright and licensing and rescheduling/cancellation.

Videographer Terms and Conditions (Commercial)

For videographers providing services for commercial projects (e.g., advertising or marketing, training, recording business events).

Entertainment and planning services

Children’s Entertainer Terms and Conditions

For children’s entertainment services at parties/events (e.g., magic, disco, activities).

Wedding Planner Services Terms and Conditions

B2C terms for wedding planning/design services provided by an individual or company.

DJ Services Terms and Conditions (B2C)

For mobile DJs providing services to private individuals (consumers).

DJ Services Terms and Conditions (B2B)

For DJs providing services to business customers, where the customer organises the event and provides the venue (and the DJ provides DJ services only).

Musicians Booking Terms and Conditions (B2C)

For bands/musicians taking bookings from consumers for events such as parties and weddings.

Musicians Booking Terms and Conditions (B2B)

For bands/musicians taking bookings from business clients for the client’s own use, where the client provides the venue.

Hotels

Hotel Terms and Conditions (B2C)

Consumer hotel terms covering booking, payment, cancellations and house rules, with optional provisions (e.g., late cancellation/no-show charges).

Hotel Terms and Conditions (B2B)

Hotel terms tailored for business customers (i.e., where services are wholly or mainly for business purposes).

Related Templates

Depending on your offering, you may also want to consider our range of Events and Hospitality Agreement templates (for example, where you prefer a signed agreement format instead of (or in addition to) standard terms).

For more information about each document in this range, please click on the links below:

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