Creating A Wedding Contract: A Guide For Couples

A wedding contract is a legally binding agreement between a wedding services professional and the couple. It is a crucial document that outlines the services provided, payment terms, event details and the responsibilities of both parties. It is important to have a wedding contract in place to protect both the couple and the vendor in the event that something goes wrong, such as sudden cancellations or unforeseen circumstances.

A wedding contract should include the full names of both parties, the date, time and location of the wedding, the scope of services, payment terms, cancellation policies, liability and responsibilities, timeline and schedule, vendor meals and accommodations, weather contingency plans, and a dispute resolution process. It is also important to understand the contract yourself and to put it in plain English so that your clients feel comfortable and confident in signing it.

Outline the services provided

Outline of Services Provided

This contract is entered into by [Bride Name] and [Groom Name] (hereafter referred to as "the Couple") and [Name of Wedding Planner/Company] (hereafter referred to as "the Planner") on [Date of Contract Signing]. The Couple hereby engages the services of the Planner to perform the following duties with regards to the wedding event:

• Unlimited consultations via email, telephone, and face-to-face meetings.
• Assistance with budgeting and breakdown of costs.
• Discussion and development of the wedding theme and style.
• Sourcing and management of all suppliers and service providers.
• Management and coordination with ceremony and reception location personnel.
• Site visits to the ceremony and reception locations prior to the wedding day.
• Creation and provision of a detailed timeline to suppliers, service providers, and the bridal party.
• Confirmation and follow-up with all suppliers and service providers 1-2 weeks prior to the wedding day.
• Day-of coordination and supervision until [specified time].

The Planner will make every effort to find top suppliers and service providers, but does not guarantee their performance and/or product. The Planner is not responsible for any supplier or service provider performance and/or product.

The Couple agrees to grant the Planner permission to access the wedding venue(s) on the wedding day and during the planning process as needed. The Couple is responsible for ensuring the Planner has the necessary permissions and access details to do so.

Additional Notes on Services

• The Planner will incur extra costs for travel expenses if a meeting is more than [specified distance] from their home/office.
• The Planner will not sign any contracts on behalf of the Couple and is not responsible for negotiating rates or making payments to other vendors.
• The Couple is responsible for all travel expenses incurred by the Planner. Any expenses over [specified amount] will be pre-approved by the Couple.
• The Couple will include a deposit of [specified amount] with this signed contract.
• The Couple will make additional payments of [specified amounts] on [specified dates].
• The Couple will be responsible for payment for any material charges incurred if the wedding is canceled or if there is a breach of this agreement.

Detail payment terms

The payment terms section of your wedding contract should be clear and structured. It should outline a full payment schedule, including the total fee for services, deposit amounts, payment methods, and due dates. Here are some key points to include:

• Total Fee for Services: Specify the total amount that the couple needs to pay for the services provided.
• Deposit Amounts and Timing: Determine the deposit amount that is due upon signing the contract. State whether the deposit is refundable or non-refundable.
• Payment Schedule: Outline the payment schedule with specific dates and the amount due for each instalment.
• Late Payment Fees: Include any additional fees or penalties for late payments.
• Cancellation and Refund Policy: Clearly state the terms and conditions for cancellation by either party. Specify the amount of refund, if any, based on the timing of the cancellation.
• Payment Methods: Inform the couple of the accepted payment methods, such as bank transfer, credit card, or cheque.
• Additional Costs: List any potential extra costs that may arise, such as travel expenses for vendors or last-minute additions to the services.
• Payment Responsibility: Indicate who is responsible for making the payments. This is usually the couple, but in some cases, it could be their parents or someone else.
• Final Payment Date: Specify the date by which the final payment must be made. This is typically a set number of days before the wedding, such as 30 or 60 days in advance.
• Consequences of Missed Payments: Explain what will happen if a payment is missed, such as cancellation of the contract or additional late fees.
• Invoicing and Receipts: Include a section that outlines how and when invoices will be sent and how receipts will be provided upon payment.
• Payment to Vendors: If you are hiring vendors, outline the process for paying them. Specify if you will be making the payments directly to the vendors or if the couple needs to reimburse you for those costs.

Remember to review the payment terms with your client to ensure they understand their financial obligations and the consequences of any missed payments or cancellations. It is also essential to seek legal advice to ensure your contract is legally binding and protects your interests.

Include a cancellation policy

A wedding contract is a living document that should be edited and updated as you learn from each wedding. It's important to understand your own contract and, if possible, put as much of it into plain English so that your clients feel comfortable and confident in signing it.

• Outline the process for cancellation by either party, including timelines and any associated fees.
• Specify any payments that are non-refundable, such as deposits or retainers.
• Detail the procedure if the client wants to cancel.
• Outline what happens in the case of unforeseen circumstances, such as natural disasters, pandemics, or other events beyond your control. This is known as a force majeure clause.
• State whether deposits will be returned, and whether this will be in full or in part.
• Include a separate section for termination, which is different from cancellation as it results from something that happens within the relationship between the vendor and the couple.
• Consult an attorney to ensure that the wording in your contract is clear and protects your business.

Specify the wedding schedule

A wedding schedule is an important part of a wedding contract. It is also a useful document to give to your guests, bridal party, and vendors to keep everyone on the same page. Here is a sample wedding schedule to help you get started:

Day Before the Wedding

9:00 a.m. – Wedding planner arrives and rental load-in begins. This includes tables, chairs, service ware, etc.

10:30 a.m. – Floral and additional decor load-in. Any action related to day-of stationery (e.g. escort card wall) should also begin.

11:00 a.m. – Hair and makeup team arrives and sets up.

11:30 a.m. – Hair and makeup begin.

12:30 p.m. – Lunch break.

1:00 p.m. – Photographer arrives. They will also need to eat during the main guest dinner, so ensure this is accounted for.

1:00 p.m. to 2:00 p.m. – Stationery and detail photos. The photographer captures the getting-ready moments with the bridal party.

1:30 p.m. – Personal flowers are delivered. These include boutonnieres, bridesmaid bouquets, and corsages.

2:15 p.m. – Wedding party and VIPs get dressed.

2:30 p.m. – Couple gets dressed.

2:50 p.m. – Travel to the venue, if necessary.

3:10 p.m. – First look and couple portraits.

3:30 p.m. – Caterer load-in.

3:40 p.m. – Immediate family and officiant arrive.

3:50 p.m. – Wedding party portraits.

4:10 p.m. – Immediate family portraits.

4:30 p.m. – Prep for the ceremony. Guests will start arriving soon, so the couple and wedding party should have a quiet moment before the main event.

4:30 p.m. – Ceremony prelude music begins. A gift and guest book table can be set up for guests to visit as they arrive.

Wedding Ceremony

5:10 p.m. – Ceremony starts.

5:40 p.m. – Cocktail hour commences while the couple escapes for post-ceremony photos.

6:00 p.m. – Sound check for the band.

6:10 p.m. – Reception room detail photos. The photographers capture images of the reception space before guests enter.

6:30 p.m. to 6:40 p.m. – Quiet moment alone for the couple to relax and enjoy being married.

6:40 p.m. – Guests are invited in for dinner.

6:45 p.m. to 7:15 p.m. – Pre-dinner reception programming, including introductions, the first dance, and welcome toasts.

7:20 p.m. – Dinner is served.

7:30 p.m. – Vendor meals. It is important to feed your vendors!

7:35 p.m. to 7:45 p.m. – More toasts, this time from the best man and maid of honor.

8:30 p.m. – Parent dances.

9:30 p.m. to 9:45 p.m. – Cake cutting, bouquet toss, and garter toss. The newlyweds can also say a few words to thank their guests.

9:45 p.m. – Open dance floor.

11:00 p.m. – Grand exit to conclude the reception.

11:15 p.m. to 12:15 a.m. – Vendor load-out. It is important that guests do not linger to allow for clean-up.

Remember, this is just a sample timeline and can be adjusted to fit your specific needs and cultural or religious traditions. Be sure to communicate the schedule to your vendors, bridal party, and guests (if desired) well in advance of the wedding day.

Add a liability and responsibilities section

Liability and Responsibilities

This section limits the amount and type of liability each party assumes in the contract. It should include clauses that protect the vendor from damages caused by accidents or unforeseen events at the wedding. For example, it could include allergen concerns for caterers, hair and nail stylists, and even florists.

It should also outline the process for resolving any disagreements that arise from the contract. It might include steps for mediation or arbitration before resorting to legal action. Having a clear path towards resolving issues outside of a courtroom is the best option for all parties.

The liability and responsibilities section should also detail any weather contingency plans, especially for outdoor weddings. This will indicate a backup plan for where the wedding should be held in case of inclement weather, including any additional costs for tenting or alternative arrangements.

Finally, this section should include a "force majeure" clause, which addresses large-scale unforeseen events or circumstances (such as natural disasters or emergencies) that may impact the ability to fulfil the contract.

Frequently asked questions