EventSync Contracts and E-Signatures

Contracts in EventSync formalize the relationship between your venue and event clients. Once a proposal is accepted, a contract sets out the specific terms, obligations, and protections for both parties. EventSync's contract system supports template-based creation, digital e-signature collection, execution tracking, and secure document storage — keeping your entire contract process in one place.

EventSync Contracts vs. Wedding Contracts

CeremonySync has two separate contract systems: one for weddings (managed through the Weddings module) and one for general events (managed through EventSync). While they share similar structure and functionality, they are separate records. This article covers EventSync contracts specifically.

Key differences:

• EventSync contracts are linked to event records (not wedding records)
• EventSync contracts support event-specific custom fields (event type, ticket info, etc.)
• Both systems use the same e-signature infrastructure

Accessing the Contracts Section

Navigate to EventSync in the sidebar, then click Billing in the sub-navigation, then the Contracts sub-tab. You can also access contracts for a specific event from that event's Billing tab.

Contract Templates

Rather than starting from scratch for every contract, use templates to define the standard language, structure, and placeholders for each type of event you host.

Creating a Contract Template

1. In the Contracts section, click Manage Templates.
2. Click New Template.
3. Give the template a name (e.g., "Corporate Event Contract," "Social Event Agreement," "Ticketed Event License Agreement").
4. Use the rich text editor to write the contract body. Use placeholder tokens for information that will be filled in per-event (see token list below).
5. Add any signature blocks needed (client signature, venue authorized signature, witness, notary if required).
6. Save the template.

Template Tokens

Tokens are placeholders that are automatically replaced with event-specific data when a contract is generated from a template:

Client

• {{client_name}} — Primary client's full name
• {{client_email}} — Primary client's email address
• {{client_phone}} — Primary client's phone number

The booking

• {{wedding_date}} — The event's date. Despite the name this is the date of any booking, EventSync events included.
• {{wedding_time}} — The event's time, same caveat.
• {{guest_count}} — Expected head count
• {{services_summary}} — A generated summary of what is included

Money

• {{total_amount}} — Total contract value
• {{deposit_amount}} — Required deposit amount
• {{deposit_due_date}} — Deposit due date

Your venue

• {{venue_name}} — Your venue's name
• {{venue_address}} — Your venue's address
• {{venue_email}} — Your venue's email
• {{venue_phone}} — Your venue's phone number

Dates

• {{contract_date}} — The date the contract was created
• {{today_date}} — The date the contract is rendered

Only the tokens on this list are substituted. Anything else is left in the document exactly as you typed it — so a template containing {{event_name}} or {{event_date}} sends the client a contract with that literal text in it. If a detail you need is not on this list, type it into the contract directly.

The date and time tokens are named wedding_* because contracts predate EventSync. They are not wedding-specific — they resolve from whichever booking the contract is linked to.

Creating a Contract

From a Converted Proposal

There is no one-click conversion from a proposal to a contract. After a client accepts a proposal, create the contract from the event's Contracts tab and choose a template — token values are filled from the linked event. Copy the agreed figures across from the accepted proposal yourself, and check them against it before sending.

From Scratch

Click New Contract in the Contracts section, select an event to link it to, choose a template, and the contract will be generated with tokens filled in from the event data. Review and edit as needed before sending.

Reviewing and Editing a Contract

Before sending for signature, review the generated contract carefully:

• Confirm all token values resolved correctly (client name, dates, amounts)
• Review any clauses that may need event-specific customization
• Verify deposit amounts and due dates match your agreed terms
• Check that signature blocks have the correct signer names and roles

Edit any section by clicking directly in the contract editor. Changes are saved automatically.

Contract Status Workflow

Sending for E-Signature

When the contract is ready, click Send for Signature. You will configure:

• Signers — Confirm who needs to sign and in what order. Typically: Client first, then an authorized venue representative.
• Signature Deadline — How many days the client has to sign before the request expires
• Message to Client — A brief personalized message accompanying the signature request email

Once sent, the client receives an email with a link to review and sign the contract electronically. They can sign on any device — desktop, tablet, or phone — without creating an account.

Client Signing Experience

The client clicks the link in their email and is taken to a secure page displaying the full contract. They can:

• Read the complete document
• Leave comments or questions before signing
• Sign by drawing their signature, typing their name, or uploading a signature image
• Date the signature

After signing, they receive a confirmation email with a PDF copy of the partially signed contract. You receive an email notification that the client has signed and are prompted to countersign.

Countersigning

After the client signs, the contract status changes to Client Signed. An authorized team member at your venue must countersign to fully execute the contract:

1. Open the contract in the Contracts section.
2. Click Countersign.
3. Apply your signature.

Once countersigned, the contract status changes to Executed. Both the client and your venue receive email confirmations with the fully executed PDF attached. The executed contract is automatically added to the event's Documents tab.

Tracking Contract Status

The Contracts section overview table shows all contracts with their current status. Filter to Sent for Signature status to see contracts awaiting client action, and follow up with clients who have not signed within a few days of the deadline.

The EventSync dashboard's Pending Actions panel also flags contracts that are in Sent for Signature status and approaching their deadline.

Voiding and Amendments

Voiding a Contract

If an event is cancelled or the terms change significantly enough to warrant a new contract, you can void the existing contract. Click Void Contract and provide a reason. The contract status changes to Voided and both parties receive notification. Voiding a contract does not automatically cancel the event record or associated invoices — those must be handled separately.

Amendments

For minor changes to an executed contract (e.g., guest count adjustment, time extension), create an amendment rather than a new contract. Click Create Amendment on an executed contract:

1. Write the amendment language describing the change
2. Reference the original contract by its ID and execution date
3. Send the amendment for signature using the same e-signature workflow

Amendments are stored alongside the original contract in the Documents tab, creating a complete contract history.

Exporting and Storing Contracts

All executed contracts are stored securely in CeremonySync and accessible from the event's Documents tab. You can:

• Download PDF — Download the fully executed contract with signatures
• Send Copy — Email a copy to any address
• Print — Print the executed contract

Contracts are retained indefinitely unless manually deleted. For compliance and liability purposes, it is strongly recommended to never delete executed contracts.