Key Elements To Include In Your Wedding Planner Contract

Wedding planner contracts are agreements between the wedding planner and the couple that outline expectations and agreements. The contract should include the couple's and planner's contact information, the time and date of the wedding, the services provided by the planner, the payment plan and schedule, and the signatures of both parties. It should also cover cancellation and refund policies, limitations of liability, termination or replacement procedures, and dispute resolution terms. Creating a comprehensive contract helps to establish clear expectations, prevent misunderstandings, and ensure a smooth planning process and wedding day.

Contact information and signatures

The contact information and signatures section of a wedding planner contract is crucial, as it ensures that all parties involved are properly identified and provides a means of communication during the planning process. This section should include the names, telephone numbers, and email addresses of both the wedding planner and the couple. It is also essential to specify the exact event the contract pertains to, including the date, location, and time of the wedding and any additional events such as an engagement party or shower.

In addition to the basic contact information, this section of the contract should include the signatures of both partners and the wedding planner. While it may be tempting to have only one partner sign the contract, having both partners enter into the agreement can prevent confusion and ensure that both individuals are on the same page regarding the planning process.

The signatures of both parties indicate their understanding and agreement with the terms outlined in the contract. It is important to remember that a contract is not legally binding without signatures. By signing the contract, both the couple and the wedding planner are agreeing to the services provided, the fees to be paid, and the timeline for such services.

To further protect both parties, the contract should also outline the steps to take if either party decides to terminate the agreement early. This includes any cancellation fees or refunds that may apply. The contract should also include a dispute resolution clause, stating the location where legal disputes will be resolved. This protects both the wedding planner and the couple from any misunderstandings or issues that may arise during the planning process.

Services and expectations

Scope of Services

Detail the exact services the wedding planner will provide, being as clear and specific as possible. For example, will they be involved in the entire planning process, or just oversee the wedding day itself? Will they be responsible for finding and managing vendors, confirming the guest list, creating and sticking to a budget, developing a theme, or something else entirely? It is important to outline any tasks that are not included in their services to avoid misunderstandings.

Communication and Consultations

Wedding Day Presence

Will the wedding planner be present at the wedding, or only available remotely? Will they send an assistant? It is important to outline the level of involvement and support the couple can expect on the day.

Timeline and Deadlines

The contract should include a detailed timeline for the planning process, confirming when various aspects of the wedding will be decided and booked. This helps to manage expectations and ensure the planner stays on track.

Refunds and Cancellations

Outline the refund policy clearly, including any applicable deadlines. For example, will the couple receive a full refund if they cancel by a certain date, and what percentage of the fee will they forfeit if they cancel closer to the wedding day?

Payment Schedule

The contract should also detail the payment structure, including the total fee for services, any non-refundable deposits, and the balance due date(s). It should be clear how much the couple is paying, when payments are due, and how they should be made.

Limitations and Liability

While the planner should endeavour to find suitable vendors, it is important to note that they cannot guarantee the performance or quality of these vendors. Additionally, the planner should not be held responsible for any unforeseen circumstances or issues outside their control.

Remember, the services and expectations section is crucial to ensuring everyone is on the same page and helps to create a stress-free planning process for the couple and wedding planner.

Payment and refunds

The payment structure should be outlined in the contract, with details of the package price, hourly rate, retainer, and payment plan. The contract should also specify whether the wedding planner charges a flat fee for a set package or an initial fee plus a percentage of other contracts. Alternatively, they may charge an hourly rate.

The contract should also include details of any non-refundable deposits or retainers. A retainer fee is usually charged, and for wedding planners, this is often around 50% of the total price. This is to compensate the planner for holding the date and for work already completed. The contract should also specify whether payments are refundable or non-refundable.

If the couple cancels the contract, the wedding planner should outline how much notice is required for a full or partial refund. For example, the contract may state that the couple will receive a 50% refund if they cancel between a certain number of days before the wedding. If the couple cancels less than a certain number of days before the wedding, they may not be entitled to a refund.

If the wedding planner cancels the contract, they should either provide a suitable replacement planner, or refund all monies paid by the couple. If a replacement is found, the original planner should forward all monies to the replacement, minus any monies the replacement agrees have been earned by the original planner for services performed.

The contract should also include details of when payments are due, and how many payments there will be. For example, the contract may state that the entire fee should be paid in full at least 30 days before the wedding.

Limitations and liability

The wedding planner contract should include a section that carefully defines the financial responsibility of each party in the event of accidents, damages, or other unforeseen circumstances. This section should establish a cap on the amount of damages that a party is obligated to pay in the event of a breach of contract, negligence, or other specified circumstances.

This clause has become increasingly important due to the COVID-19 pandemic, as it addresses unforeseen events or circumstances that may prevent the wedding from occurring as planned or the planner from fulfilling the contract. Such events may include natural disasters, acts of terrorism, or other emergencies.

The contract should also include a "Force Majeure" or "Act of God" clause, which acknowledges that circumstances may prevent the fulfillment of the contract in ways completely beyond the control of either party. This includes natural disasters, fires, or medical emergencies.

Additionally, the contract should include an "Indemnity" and "Hold Harmless" clause, stipulating that the wedding planner is not legally responsible for the events of the wedding. This clause releases the wedding planner from liability in the event of issues such as a guest eating food they are allergic to or injuring themselves during the event.

Finally, the contract should address expense reimbursement. It is advisable to get reimbursement for smaller expenses in writing, establishing expectations and preventing the wedding planner from incurring unnecessary costs.

Termination and cancellation

A wedding planner contract should include a termination clause and a separate cancellation clause.

The termination clause allows both parties to terminate their obligations if either party is prevented from performing them, either by acts of God (force majeure events) or by acts of third parties (such as strikes, terrorist acts, or government orders). This clause should also specify that the service provider will be compensated for all work done up to the time of the terminating circumstance. Unless otherwise stated, a termination would require the client to be refunded all payments made.

The cancellation clause applies if one party wants to get out of the contract. This party is in breach of contract and liable for damages if the nature of the damages has been specified in the contract. These damages should be defined as "liquidated damages" (an assessment of the financial loss that would be incurred as a result of the cancellation) rather than a "penalty", as penalties may not be legally enforceable. Liquidated damages are typically written as a sliding scale, increasing as the event date draws nearer.

The contract should also specify what happens if the wedding is cancelled, including whether the deposit and previous payments are refundable. If the payment schedule is spread out, the contract may include a clause stating that clients will pay for services rendered until the planner is notified of the cancellation.

Frequently asked questions