Part 3: Contracts 101 – Understanding What You’re Signing
Estimated Read Time: 6-8 minutes
This topic will likely be one of the more “boring” and harder to get through topics but it’s by far the most important to fully understand. Why? The wedding industry standard is to be paid in full for a service before the wedding day. This leads to scams and unfortunately, many couples missing out on vendors that were booked that didn’t show up costing anywhere from $100-$5000+ depending on the vendor. Having a thorough contract in place can protect your money if things go awry.
In the whirlwind of wedding planning, it can be easy to get caught up in the excitement of booking vendors, designing invitations, and choosing décor. However, another critical step in securing your dream wedding is understanding the contracts you’re signing with your vendors. A wedding contract is not just a formality—it's a legal document that protects both you and your vendor. Understanding what you’re agreeing to and ensuring that your contract covers all essential details is key to avoiding miscommunication, disappointment, or even financial loss.
Before we start please note that Roanoke Wedding Planner is not and has never been a legal advisor and we do not intend to act as one. The following information is not legal advice and is to be used for informational purposes only.
In Part 3, we’ll break down the key sections of a typical wedding contract, explain the importance of certain clauses like "force majeure," and offer real-world examples of how wedding planners have helped couples navigate contract issues. By the end of this guide, you’ll feel more confident in reviewing contracts and know how to safeguard your wedding day.
Key Sections of a Wedding Vendor Contract
Every wedding vendor contract may look slightly different, but there are certain elements that you should always expect to find. Let’s break down a sample contract and highlight the sections you need to pay close attention to.
1. Names and Contact Information
This section includes the full legal names of the couple and the vendor, along with their respective contact information. It’s crucial that this information is accurate and up to date, as it will serve as the point of reference if there are any issues or disputes later.
2. Service Description
The service description is where your vendor outlines exactly what they will provide for your wedding. This should be as detailed as possible to avoid any ambiguity. For example, if you’re hiring a photographer, the service description should include:
The number of hours they will be photographing.
How many edited photos you will receive.
Whether they will bring a second shooter or assistant.
The type of deliverables (digital gallery, USB, album, etc.).
The more detailed the service description, the less room there is for misunderstandings down the road.
3. Payment Schedule
Most vendor contracts will include a detailed payment schedule. This outlines how much you owe and when each payment is due. Typically, vendors will require a deposit upfront to secure your booking, followed by one or two additional payments leading up to the wedding day.
Key details to look for in this section:
Deposit Amount: The initial deposit is often non-refundable, so make sure you’re comfortable with the amount before signing the contract.
Due Dates: Mark the payment due dates on your calendar to avoid late fees or cancellation of services.
Refund Policy: Clarify under what conditions you would be eligible for a refund, if any.
4. Cancellation Policy
This section outlines the terms for cancellation—both from your side and the vendor’s side. It’s important to understand what happens if you or the vendor needs to cancel the contract due to unforeseen circumstances.
Questions to ask:
What is the vendor’s policy on cancellations?
Are there any penalties or fees for canceling the contract?
Is the deposit refundable if you cancel?
Some vendors may allow a partial refund if you cancel within a certain time frame, but many deposits are non-refundable due to the vendor reserving your date and potentially turning away other clients.
5. Force Majeure Clause
One of the most critical parts of any wedding contract is the force majeure clause, which is designed to protect both parties in the event of unforeseen circumstances beyond their control. A force majeure event could include natural disasters (such as hurricanes or floods), pandemics, or government restrictions that prevent the wedding from taking place.
This clause allows either party to cancel or reschedule the contract without penalty if a force majeure event occurs. For example, if severe weather makes it impossible for the venue to host the wedding, a well-drafted force majeure clause would allow you to cancel or reschedule without losing your deposit or being liable for additional fees.
Why this matters: The COVID-19 pandemic is a perfect example of why force majeure clauses are so essential. Many couples who had to cancel or postpone their weddings due to lockdowns were able to do so without financial penalties because their contracts included a robust force majeure clause.
6. Rescheduling Policy
While cancellations are sometimes unavoidable, many couples prefer to reschedule their weddings rather than cancel outright. Check your vendor’s rescheduling policy to see if they allow date changes and whether there are any associated fees. Some will have you pay a smaller retainer fee due to blocking off a new date that wasn’t initially agreed upon
Some vendors may offer flexibility when it comes to rescheduling, especially if the new date is within a reasonable time frame. Others may charge a rescheduling fee, particularly if your new date falls in a peak season or on a weekend.
7. Liability and Insurance
This section protects both you and the vendor from liability in the event of injury, damage, or other mishaps on the day of the wedding. Many venues require vendors to carry liability insurance, so make sure to ask your vendor if they are covered. This is particularly important for vendors who will be on-site, like photographers, videographers, DJs, and florists who will be brining in equipment and adding things to the environment.
8. Dispute Resolution
Contracts sometimes include a clause that outlines how disputes will be handled. This could include methods like mediation or arbitration to resolve disagreements without going to court. Understanding this clause will give you peace of mind, knowing that there’s a clear process in place if any issues arise. Should the dispute need to go to court, there should be some information on which locality the court proceedings are to be held in. Generally this is the county where the business is located in.
Real-World Examples of Contract Issues and Resolutions
Contract issues can arise, even with the most reputable vendors. Below are two real-world examples of how wedding planners helped couples resolve contract disputes and avoid unnecessary stress.
Example for a wedding 10/12/24: Scheduling Dispute with a Makeup Artist
A couple had booked a MUA for their outdoor wedding and paid a 50% deposit upfront. However, 3 weeks before the wedding, the MUA went silent and no longer was responding to messages. The couple was still trying to schedule her trial to make sure the look was a good fit. They were worried about the additional stress of finding another MUA and the loss of the deposit. Thankfully, their Roanoke Wedding Planner stepped in, reviewed the contract (which there wasn’t much to go off of, it wasn’t a legitimate contract), and sent a message with specific wording to prompt the MUA to respond and refund the deposit that was paid. We also helped the couple find a new MUA with 2 weeks to spare, and they were able to secure their deposit back, saving them a couple hundred dollars.
Pro Tip: Downloadable Contract Checklist
To make the contract review process easier, we’ve created a downloadable Contract Checklist that you can take to vendor meetings. This checklist includes all the key points to look for in a contract, such as:
Service descriptions
Payment schedules
Cancellation policies
Force majeure clauses
Rescheduling options
Liability and insurance coverage
This checklist aids in the vetting process to make sure that you won’t overlook any critical details. It should also help you ask the right questions during vendor contract discussions.
Final Thoughts: Why Understanding Contracts is Critical
Your wedding vendor contracts are more than just paperwork—they are legal agreements that outline the services you’ll receive and protect you if anything goes wrong. Understanding the key sections of a contract and how different clauses work can save you from headaches and financial loss. While reviewing contracts may not be the most exciting part of wedding planning, it’s one of the most important. Take the time to read every contract carefully, ask questions, and don’t hesitate to consult with your wedding planner or a legal professional if you have any concerns.
By being proactive and informed, you can ensure that all your vendors are held to the highest standards, and that your wedding day will unfold just as you imagined.
