Event Appearance Contract

Professional template for signings, meet & greets, and promotional events

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EVENT APPEARANCE CONTRACT

Personal Appearance Agreement

1 PARTIES

Full Legal Name: ___________________________________________

Sport/Specialty: ___________________________________________

Team/Organization: ___________________________________________

Contact Email: ___________________________________________

Contact Phone: ___________________________________________

Agent/Representative (if applicable): ___________________________________________

Company/Organization Name: ___________________________________________

Contact Person: ___________________________________________

Title: ___________________________________________

Email: ___________________________________________

Phone: ___________________________________________

Address: ___________________________________________

2 EVENT DETAILS

2.1 Event Information

2.2 Event Format

In-Person Event
Virtual Event (Zoom, livestream, etc.)
Hybrid Event (Both in-person and virtual components)

2.3 Date, Time & Location

3 SCOPE OF APPEARANCE & ACTIVITIES

3.1 Required Activities

Talent agrees to participate in the following activities:

Autograph Signing

Duration: _______ minutes | Est. # of items: _______

Photo Opportunities with Fans/Guests

Duration: _______ minutes | Est. # of photos: _______

Meet & Greet / Q&A Session

Duration: _______ minutes

Speaking Engagement / Presentation

Duration: _______ minutes | Topic: _______________________

Product Demonstration

Product: _______________________________

Social Media Posts During Event

# of posts: _______ | Platforms: _______________________

Other Activities:

3.2 Items NOT Included

The following are NOT included in this agreement unless separately negotiated:

• Signing of personal memorabilia (only event-provided items will be signed)

• Extended one-on-one time beyond standard meet & greet duration

• Additional appearances or events beyond what is specified above

• Endorsement beyond the scope of this single event

4 COMPENSATION & EXPENSES

4.1 Appearance Fee

Total Appearance Fee: $_____________ USD

Full payment upon signing
50% deposit upon signing, 50% upon event completion
Full payment within _____ days after event

4.2 Travel & Accommodation

Round-trip airfare (if applicable)

Class:

Hotel Accommodation

Nights: _____ | Hotel standard: _______________________

Ground Transportation

Type:

Meals & Per Diem

Amount: $_______ per day

Guest/Plus One Expenses

Organizer will cover expenses for _____ guest(s)

4.3 Payment Method

Wire Transfer
Check
ACH/Direct Deposit
PayPal/Venmo

5 MEDIA RIGHTS & PROMOTIONAL USE

5.1 Photography & Video Rights

Organizer may capture photos/video of Talent during the event for:

Social Media Promotion (event recap, highlights)
Website/Blog Content
Press Releases & Media Coverage
Future Event Promotion (requires additional approval: Yes ☐ / No ☐)
Paid Advertising (requires additional fee: $_____________)

Usage Duration:

5.2 Pre-Event Promotional Use

Name & Likeness: Organizer may use Talent's name, photo, and biographical information to promote the event

Talent must approve promotional materials: Yes ☐ / No ☐

6 CANCELLATION & FORCE MAJEURE

6.1 Cancellation by Organizer

If Organizer cancels the event:

  • • More than 30 days before event: Talent receives $_____________or _____% of fee
  • • 15-30 days before event: Talent receives $_____________or _____% of fee
  • • Less than 15 days before event: Talent receives $_____________or _____% of fee

6.2 Cancellation by Talent

Talent may cancel due to:

Injury/Illness (medical documentation required)
Team obligations (game/practice conflicts)
Emergency situations

Cancellation without valid reason may result in liability for Organizer's expenses up to $_____________

6.3 Force Majeure

Neither party shall be liable for failure to perform due to circumstances beyond their control including natural disasters, pandemics, travel restrictions, venue closures, or government orders.

SIGNATURES

TALENT / ATHLETE

EVENT ORGANIZER

Legal Disclaimer: This template is provided for informational purposes only and does not constitute legal advice. Both parties should have this agreement reviewed by legal counsel before signing.