Statement of Work Template for Event Management (UK 2025)

When You Need This Contract

Event management SOWs must define every aspect of the event planning and delivery process, from initial concept through supplier procurement, logistics planning, event delivery, and post-event evaluation. The SOW should specify the event objectives and success criteria, detailed run-of-show timeline, supplier management responsibilities, risk management and contingency plans, and the budget management framework. The time-critical, non-repeatable nature of live events makes comprehensive planning essential.

Key Clauses

• Event concept, objectives, and measurable success criteria
• Detailed run-of-show timeline with setup, event, and breakdown schedules
• Supplier procurement, management, and coordination responsibilities
• Risk assessment and contingency plans for key scenarios
• Budget management framework with approval thresholds

What to Watch Out For

• Not developing contingency plans for key risk scenarios such as supplier failure, weather disruption, or attendance shortfalls
• Failing to specify clear approval thresholds for budget decisions, leading to either overspend or delayed decision-making

Sample Clauses

• Sample run-of-show clause: 'The Event Manager shall produce a detailed run-of-show document specifying: all activities with start times, durations, and responsible persons; technical requirements for each segment; catering service times; guest arrival and registration management; and breakdown schedule. The run-of-show shall be finalised [14] days before the event and approved by the Client.'
• Sample contingency clause: 'The Event Manager shall prepare contingency plans for the following scenarios: key supplier cancellation, adverse weather for outdoor elements, attendance exceeding capacity by [20]%, power or technology failure, and medical emergency. Each contingency plan shall specify trigger criteria, alternative arrangements, cost implications, and decision-making authority.'