Supplier agreements for event organisers, straight from your WhatsApp bookings.

How event supplier deals come together

Event planning moves quickly and happens on mobile. Numbers change, menus are swapped, delivery windows move. The final booking is often scattered across dozens of messages in a group chat that also contains logistics for three other suppliers.

Problems tend to show up late: a supplier arrives after the agreed set-up time, a final headcount change is disputed, or a cancellation a fortnight before the event raises the question of what deposit is refundable.

Terms that matter most for event suppliers

1. Date, venue, arrival and set-up times, and when the supplier must clear the venue.
2. What is being supplied — menu, equipment list, staffing levels.
3. Price basis (per head, per item or fixed) and the final date for confirming numbers.
4. Deposit amount, when the balance is due and how it is paid.
5. Cancellation terms on both sides, including how close to the date each charge applies.
6. Who is responsible for insurance, venue access and equipment damage, where these were discussed.

How OfClause handles a supplier chat

Export or copy the WhatsApp chat with the supplier and paste it into OfClause. If one group chat covers several suppliers or several events, OfClause separates the deals and asks you to choose which one to record.

Each term is shown with its status and source message. A price the supplier revised is shown as replaced, so the older figure cannot be selected by mistake. If a key detail was settled in a voice note or a call, OfClause cannot read it and blocks the draft until you confirm that term yourself.

Once you confirm the terms, OfClause produces a plain supplier agreement record, which the supplier can sign from their phone through a guest link — no account needed.

Agreements with clients, too

The same approach works on the other side of the booking: if a client agreed your event management fee and inclusions by message, you can turn that conversation into a client agreement. For large events with significant financial exposure, have the terms reviewed by a solicitor.

Frequently asked questions

Our group chat covers lots of suppliers. Will that confuse OfClause?

OfClause separates different deals in a conversation and asks you to choose one. You can also paste only the messages for the supplier you want to record.

The supplier confirmed by voice note. What happens?

Voice notes cannot be read. Drafting is blocked for any term that depends on one until you confirm it yourself.

Can suppliers sign on their phone?

Yes. They open the guest link in their phone browser and sign there.