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As you begin your wedding planning journey, you probably started researching wedding vendors to help bring your vision to life. You begin to look for the perfect wedding venue, photographer, florist, caterer and entertainment to keep your guests dancing all night. But, as you begin to narrow down and make your selections, you need to make the decision and sign the contract. Fact of the matter is, contracts are essential for both parties. Vendors have contracts to ensure that clients are aware of the exact services and experience they will receive on their wedding day. It is a written agreement between both the vendor and the client that both parties will abide by. Contracts can seem daunting and unexpected as you begin this journey. Some may have many different sections and others may just down right surprise you. Let’s take a closer look at what contracts include and what you need to know before you sign on the dotted line.
The Basics
Contracts are a part of most large business transactions. As you search for your vendors, ensure that you select vendors with contracts. Yes, an under the table arrangement may seem like a great idea, but when it comes down to the day of, you want to clearly know what to expect and the quality that will be delivered. A contract is a written agreement between you and your vendors. The contract will describe the service, terms of payment, and all the details in between. Contracts are binding, and there will be fine lines if you need to break your agreement. Vendors and clients should refer to the contract to ensure there are no misunderstandings throughout the planning process or the day of. The basics of a contract will always include the following:
Your and your partner’s name
The vendor’s name and address
Services will be (or should be) clearly named
Cost of services and terms of payment to include: if there is a deposit, when payments are due and in what increments
Both parties acknowledge their agreement and sign
A good contract will include the vendor’s signature and both clients. Always ask for a copy if one is not given to you and review the contract before you sign.
Take Your Time: The wedding planning process can often feel stressful, especially if you are running on a shorter time frame. But, no matter what the time frame, many couples are just ready to sign on the dotted line to select their vendors quickly. On the contrary, it is so important to ask for a sample contract, or if you’re reading to sign, to take your copy home to review. You will want to read it with your partner and/or a trusted individual such as your wedding planner or coordinator. You will want to read it several times to ensure you have an understanding on what is outlined.
Once you read the contract through a few times, ask your questions. Do not be afraid to ask clarifying questions to the vendor. You will want to ensure that all of your questions are answered and that if there aren’t specific details answered in the contract it is discussed and added. While some vendors aren’t willing to adjust their contracts, for instance max occupancy may be one of those details that cannot be adjusted due to fire codes, there may be other areas that can be adjusted such as rehearsal times or storing decor overnight. Some vendors are willing to make changes, and if you don’t ask you won’t know – so you might as well ask away! At the end of the day, do not feel like you have to sign right away. This is a legally binding document and taking the time to make a clear decision is important.
What to Look For: Most wedding contracts have explicit details with the exact services that you will receive leading up to, or just on the day of. It is important to review all the details so you are fully aware of what is to be expected on the day of your wedding. There are a few key things you will need to locate on your vendor contract.
Payments Terms: Look for this as it will outline what your payments will be and when they will be due. Due dates with any wedding contract are typical, and be sure that the contract outlines when and how the payments can be made. Is there an online portal? Can you pay using credit card or is it cash only? What are the down payments to secure the date? And, if there is a need to cancel, what are the cancellation policies and is refundable or non-refundable. It is typical that most contracts will say the security deposit, or the first payment is non-refundable.
Rental Hours: Whether you have a photographer or are looking to book your venue, there are service or rental hours. You will want to see what time the vendors will arrive, or what time you will be able to get into your venue. Vendors all have specific times, and many outline the exact hours they will be present on your wedding day.
Cancellation Clauses: Of course I always want to think that weddings will go off without something going wrong, but there are things that can and have happened. For instance, think about all the weddings that were cancelled or postponed due to COVID-19. There will alway, or should always, be an “Act of God” or Cancellation Clause in your wedding contract. This covers you and the vendor throughout the wedding planning process. Sometimes, just changing the date can be better than cancelling. You may just have to pay an additional fee to change the date, but it is better than losing a portion of your budget. Always ask the vendor what is the policy and procedure if a date needs to be changed and what is the policy for when an “Act of God” happens. This is something that happens that is out of the control of either party. When situations like this occur, you may be able to get a refund, credits or postpone for a later date.
Included Rentals: Venue and catering contracts will probably be your most extensive. You will need to ask what is included when signing. For example, with the venue, what kind of furniture and how many of each are included? Keep in mind that some venues will offer tables and chairs, while others will not. In addition, catering always ask about china and linen. Some companies will not have inclusive packages, while others will have all sorts of selections. Ensure that you are asking all of the questions so you know what rentals will be waiting for you on the day of.
Damage Clauses: Many vendors will have clauses regarding damages. Look for this clause in your contract and if there are not details on damages or what happens if something is damaged during your wedding, ask.
Insurance: This is always a scary part of the contract. Many clients are shocked that insurance is required by some vendors. Many venues require your vendors, such as your caterer and DJ or entertainment, to have insurance, and your venue will most likely require you to obtain liability insurance for a set amount. Don’t fear, you can call your insurance company and obtain an affordable rate, but if it’s listed in the contract, be sure you hire insured vendors and obtain your insurance, too.
At the end of the day, it’s better to take your time and to ask your questions before signing. Once you’re in a contract with a vendor it is binding. And be sure to do your research. Many couples who are engaged, visit their first wedding show and book quickly. But, stop and do your research and meet with different vendors. You do not have to book right away and it’s best to let your decisions sit for a little bit. You never want to regret a vendor booking. Do your research, take your time, read and read it again, and ask trusted individuals for your support. Once the contract is signed, it’s time to get on with the planning and start putting your wedding day vision together! And just remember, contracts ensure that you have the best wedding day!
Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.
