Contracts come in many forms, but careful clauses protect everyone
By JT Long
When you own your own event business, you would be forgiven for concluding that setting up the ground rules for working with clients and vendors requires at least a rudimentary understanding of Latin legal terminology, not to mention IRS codes and behavioral psychology.
Smart Meetings’ inaugural Event Boss Institute one-day workshop at 100 Stockton–Convene’s meeting space on Union Square in San Francisco brought finance, legal and business development experts together to share tips for growing and protecting event companies and brands.
San Francisco
Katy M. Young, founder of Ad Astra Law Group, P.C., offered guidance on the art of fine print. “The whole world runs on contracts—DocuSigns, oral contracts, handwritten notes, emails—even texts or ‘binding with performance’ is a type of contract. Some are just easier to defend in court.”
Read More: AV Fine Print: Avoiding the Contract Traps That Cost Planners Big
Her suggestions were straightforward:
1. Always Get It in Writing
Promissory estoppel is a legal doctrine that allows a promise to be enforced even without a formal piece of paper. But everything is easier if the terms are negotiated and written down with clear language about what each side will—or won’t—do.
There must be some consideration bargained for, with each side giving something up, or it isn’t a legal contract.
2. Banish Ambiguity
When setting down the responsibilities of each party, outlining the relationship, timelines and what happens when terms are not fulfilled can help keep everyone in line without bringing in the attorneys.
One clause to consider including is a “joint drafting clause” that places responsibility for an ambiguous contract on both parties rather than defaulting to the contra proferentem rule against the primary contract writer.
3. Beware Casual Contracts
“Yes, it’s expensive to hire an attorney to write your contract, but it’s way more costly not to have an attorney look at it.”
The most fraught conflicts are between loved and trusted family and friends. Always keep a legal arm’s length in dealings with emotional relationships that lack formal structure.
4. Strategic Alliances
Read More: Planner Said: Supplier Said—Hope for A Better Partnership Solution
To avoid accidentally being considered a general partner—with all the liability implied in that relationship—take the word “partnership” out of your agreements.
5. Get Professional Help
Have an attorney look at the contract. “Yes, it’s expensive to hire an attorney to write your contract, but it’s way more costly not to have an attorney look at it.”
Final Words of Wisdom
Young’s final bit of wisdom:
“How it starts is how it goes. If there’s any trouble at the beginning, it’s going to fester and grow and get way worse, and that’s how you lose your business and end up having to hire someone like me. Please don’t have to hire me.”
This article appears in the September 2025 and September/October 2025 issues. You can subscribe to the magazine here.
