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The Party's Over: Liabilty, Suppliers, and "Force Majeure" for Event Planners

You plan the perfect wedding, corporate awards night, or 50th birthday. It is a masterpiece of logistics.

Then the venue goes bust.

Or a pandemic hits.

Or the band cancels 2 hours before the show.

The client is hysterical. "I paid YOU! Fix it!"

As the Event Planner, you sit in the middle of a delicate web of suppliers. If one thread snaps, you can be strangled by the liability. You are the face of the event, so you become the target of the lawsuit. But you are (usually) not the one who caused the problem.

To survive in the events industry, you need to ensure you aren't the insurer for everyone else's failures.

1. The "Force Majeure" Reality Check

The Scenario: You plan a huge conference. A new COVID strain, a volcanic ash cloud, or a National Rail strike happens. The event is practically impossible to run.

The client demands a full refund. You avail yourself of the "Force Majeure" defence.

The client's lawyer replies: "Strictly speaking, a rail strike is not Force Majeure. Guests could interpret 'travel' as driving."

The Legal Reality:

"Force Majeure" (Acts of God) is not an automatic right in English Law. It must be explicitly defined in your contract. If your contract is silent, you may be relying on the doctrine of "Frustration," which is notoriously hard to prove (the event must become impossible, not just difficult or expensive).

The Fix:

A Granular Force Majeure Clause.

Do not just say "Acts of God." List the modern nightmares:

"Pandemic or Epidemic (declared or undeclared)."*

"Government restriction or advice against travel."*

"Strikes, Lockouts, or Industrial Action."*

"Extreme Weather prohibiting safe access."*

The Consequence: Crucially, state what happens to the money. "In event of Force Majeure, the Planner may retain all non-recoverable costs already paid to suppliers, plus a pro-rata fee for planning work completed to date."

2. Agent vs. Principal (The "Whose Contract is it?" Trap)

The Scenario: You hire a band for the client. You sign the booking form "on behalf of" the client. The band doesn't show up. The client sues you for the ruined night and the £2,000 fee.

The Legal Reality:

This depends entirely on your status.

The Agent Model: You find the band. The Client signs the contract with the Band. You are just the matchmaker. Result: You are safe.*

The Principal Model: You sell "Music Services" as part of a package. You hire the band. Result: You are liable. The client bought music from you*; you failed to deliver.

The Fix:

Explicit Status Definition.

Your contract must say: "The Planner acts as sole Agent for the Client. Contracts for services (Catering, Music, Venue) are entered into between the Client and the Supplier directly. The Planner accepts no liability for Supplier non-performance."

3. Venue Cancellation & "Consequential Loss"

The Scenario: The venue suffers a flood the week before the wedding. They cancel. The couple have to book a new, more expensive venue last minute. They sue you for the difference in price (£5k).

The Fix:

Limitation of Liability.

"The Planner is not liable for the failure or cancellation of the Venue. We will assist in finding an alternative, but any additional costs are the Client's responsibility."

Crucially, exclude "Consequential Loss" (indirect damages like distress, lost enjoyment, or price differences).

4. Client Cancellations (Sliding Scale)

The Scenario: A corporate client reserves December 15th for a Christmas party back in June. You turn down three other enquiries.

In November, they email: "Budget cuts, we're cancelling."

They ask for their deposit back.

The Fix:

A CMA-Compliant Cancellation Schedule.

Consumer law says you can only keep money that represents your "loss."

"Cancel >9 months: Deposit only (covers Admin)."*

"Cancel 3-9 months: 50% of Estimated Fee (covers lost opportunity)."*

"Cancel <1 month: 100% of Estimated Fee."*

This structure is legally robust because it reflects the genuine difficulty of re-selling the date.

5. Indemnity from the Client

The Scenario: The client's guests get drunk. They smash a mirror at the venue. You booked the venue, so the venue bills you.

The Fix:

The Client Indemnity.

"The Client agrees to indemnify the Planner against any claims, damages, or fines arising from the conduct of the Client or their guests."

Why Contract Review is the Main Event

You focus on the flowers, the lighting, and the timing. Let the contract focus on the disaster scenarios.

AI contract review checks your Force Majeure clause is watertight against modern threats. It ensures your status as "Agent" protects you from supplier failures. It lets you focus on the celebration, knowing you're covered if the music stops.

Disclaimer: The information in this article is for general guidance only and is not intended as professional legal, financial, tax, or medical advice.