Ensure Your Wedding Venue Contract Includes These Essentials

A wedding venue is often the most expensive item in a wedding budget, so it's important to ensure that the wedding venue contract is comprehensive and leaves no room for surprises. The contract should include the date, time, and duration of the event, as well as the number of attendees and the payment structure and cancellation policy. It should also outline the services and inclusions provided by the venue, such as tables, chairs, and linens, and any additional costs or limitations. The contract should specify the total cost, deposit amount, and payment schedule, as well as the venue's insurance and liquor license details. Other important considerations include setup and cleanup responsibilities, noise and curfew policies, and any vendor restrictions. Finally, the contract should include a force majeure clause, addressing unforeseen circumstances that may prevent the wedding from taking place.

Date, time, and exclusivity

The date, time, and exclusivity of your wedding venue are crucial components of your contract. Here are some detailed instructions and considerations to ensure you have comprehensive coverage of these aspects:

Date and Time:

• Clearly outline the exact date(s) and rental hours you are paying for. If your wedding spans multiple days, include the full date range, official rental start and end times, and the hours you are legally allowed to access the property within that timeframe.
• Consider any setup and cleanup times required by your vendors and include these in the contract. Ensure these times are communicated to all relevant parties to keep everyone on the same page and avoid conflicts.
• If you have a specific timeline for your wedding day, ensure that the venue can accommodate your desired start and end times. Some venues may have noise restrictions or curfew policies that impact your event's timeline, so clarify these in advance.
• If you plan to arrive early to get ready, ensure this is specified in the contract. Confirm the earliest time you and your vendors can access the venue to begin setup and preparations.

Exclusivity:

• Confirm whether you will have exclusive use of the venue during your rental period. This is important to know, especially if there are other events or weddings happening on the same day.
• Understand the venue's policies on guest capacity and minimums. Ensure the contract specifies the maximum number of guests allowed and if there are any minimum guest requirements or food and beverage spending minimums.
• If your guest count exceeds the venue's capacity, you may need to explore alternative options or additional spaces within the venue to accommodate everyone comfortably and safely.

Remember to review the contract thoroughly and clarify any uncertainties with the venue. It's essential to have all the details in writing to prevent misunderstandings and ensure a smooth and stress-free wedding planning experience.

Payment schedule and cancellation policy

When it comes to your wedding venue, it's important to remember that it will likely be the biggest item in your wedding budget. So, before signing the contract, it's crucial to review and understand the payment schedule and cancellation policy to ensure a smooth and stress-free planning process. Here are some detailed instructions and considerations to keep in mind:

Payment Schedule:

• Deposit Amount and Due Date: The contract should specify the deposit amount and its due date. This upfront fee secures your booking and is typically a portion of the total cost. Make sure to mark this date on your calendar to avoid any booking lapses.
• Payment Structure and Due Dates: Understand the payment structure outlined in the contract. Look for the total cost, payment schedule, and any applicable taxes or fees. Know the due dates for all payments and the payment methods accepted.
• Additional Fees: Be aware of any additional fees, such as setup and cleanup charges, overtime fees, or miscellaneous costs like coat check or valet parking. Ask for a complete list of possible fees to avoid surprises later on.
• Itemized Breakdown: Request an itemized breakdown of all costs to have a clear picture of every expense, from venue rental to decorations. This transparency will help you identify areas where you might want to cut back if needed.

Cancellation Policy:

• Refund Procedures: Understand the venue's refund procedures clearly. Some venues may offer a full or partial refund depending on how far in advance you cancel. Read the fine print and ask questions to ensure you know exactly how much you can get back if you need to cancel.
• Cancellation Duration: The contract should specify the duration you can cancel without penalty. This information is crucial, especially if you are planning far in advance and want to protect yourself from unforeseen circumstances.
• Force Majeure Clause: Review this clause, which addresses unforeseeable circumstances that may prevent the wedding from taking place as planned, such as natural disasters or government mandates. Understand the venue's policies and procedures for rescheduling or cancelling under these exceptional conditions.
• Postponement Policies: In addition to cancellation policies, ask about postponement policies. Find out if the venue offers flexibility in rescheduling and if there are any associated costs. This is especially relevant given the recent years of pandemic-related disruptions.
• Termination: Understand the difference between cancellation and termination. Termination results from issues within the relationship between the vendor and the couple, such as dissatisfaction with services provided. Know the process and financial implications if you need to terminate the contract before the wedding.

Remember, it's essential to read the contract thoroughly and ask questions if anything is unclear. Don't be afraid to request changes or additions to the contract to ensure it aligns with your expectations and plans.

Setup and teardown

Access and Timing:

• Specify the earliest time your vendors and setup team can access the venue. Confirm if there are any restrictions or special requests regarding staging areas and parking.
• Determine the setup time required for different elements, such as tables, chairs, centrepieces, and any other décor. Allow sufficient time for setup, as it will likely take longer than teardown.
• Define the teardown process, including the time required and the individuals responsible for packing and removing items. Aim for this process to occur while you and your partner are elsewhere, enjoying the post-wedding celebrations.

Responsibilities and Requirements:

• Clearly outline the responsibilities of the venue staff and your external vendors or day-of coordinator. If you are handling setup and teardown yourself, ensure you have a reliable team of helpers.
• Detail the specific setup requirements, such as the placement of tables, chairs, linens, centrepieces, and any other decorations. A sample table setup can help you estimate the time needed.
• Consider the technical requirements, such as lighting and sound equipment. Confirm whether the venue provides these or if you need to bring your own.
• If you are bringing external vendors, outline their setup and teardown requirements, including any technical or insurance needs.

Fees and Additional Costs:

• Understand the fees associated with setup and teardown. Some venues may charge extra for specific setup requests or for exceeding the allotted timeframes.
• If your vendors or external setup team require access to the venue outside of the agreed-upon hours, there may be additional charges.
• Discuss and document any potential cleanup fees, such as those incurred for leaving items behind or not meeting the venue's cleanup standards.

Post-Event Cleanup:

• Specify the time by which the teardown and cleanup must be completed and all vendors and guests must vacate the premises.
• Outline any venue-specific cleanup requirements, such as waste disposal or restoring the space to its original condition.
• Determine who will be responsible for returning or collecting rented items, such as tables, chairs, or décor, and ensure they are appropriately labelled and packed.

By incorporating these detailed instructions and considerations into your wedding venue contract, you can ensure a seamless setup and teardown process, allowing you to focus on enjoying your special day.

Vendor requirements

• Insurance – Check if your vendors need insurance and, if so, what type and level of cover they need.
• Vendor restrictions – Some venues have specific policies regarding external vendors, so review the contract to see if there are limitations on selecting caterers, florists, photographers, or other vendors. If there are restrictions, ensure the venue's preferred vendors meet your expectations, or negotiate for exceptions if necessary.
• Technical requirements – Are there any technical requirements that vendors need to adhere to? For example, are there power requirements, or noise or decibel limits for entertainment?
• Setup and teardown – What are the setup and teardown requirements for vendors? When can they arrive to set up, and when do they need to be out by?
• Additional fees – Are there any additional fees that vendors may be charged? For example, are there charges for setup and teardown, or overtime fees if the wedding overruns?
• Indemnity – The contract may include an indemnity clause, which outlines what happens in the event of an accident or incident on the property.

Insurance and liability

Wedding insurance is a contractual, financial agreement that protects you against monetary losses in the event that your wedding day is unexpectedly cancelled or otherwise affected by something out of your control.

It is important to check whether your wedding venue has its own insurance policy in place. Include the details in your wedding venue contract, including what is covered and the limit of liability. Wedding liability insurance is required by many venues and it is a must if the venue doesn't have its own insurance, especially if you are serving alcohol. This will protect you if a guest is injured, the venue is damaged, or there is an alcohol-related incident.

If you are personally obtaining a wedding insurance policy, it is smart to confirm that the venue also has its own insurance policy. Wedding insurance can cover the cost arising from an unavoidable cancellation, such as damage or inaccessibility to the ceremony site. It can also cover extreme weather conditions and acts of God that prevent the couple, wedding party members, or the majority of guests from reaching the venue. It is important to note that in most states, an extreme weather policy must be purchased at least 14 days before the event.

A wedding insurance policy usually covers the cancellation or postponement of the wedding due to essential wedding people failing to show up, including deposits paid to vendors who don't fulfill their contractual obligations. It may also cover sudden illness, injury, or death for the couple or immediate family members. This doesn't include pre-existing medical conditions.

Wedding liability insurance protects you against financial liability arising from your wedding. It is required by many venues and can protect you if a guest is injured, the venue is damaged, or there is an alcohol-related incident. Rehearsal dinners are not always covered but can sometimes be added to a wedding venue insurance policy.

Wedding cancellation insurance protects your financial investment in your wedding and covers cancellation or postponement, lost deposits, and more. If circumstances beyond your control force the cancellation of the wedding, this coverage could reimburse you up to the total cost of your wedding.

Additional Tips

• The cost of wedding insurance varies but for a basic policy, the cost usually runs anywhere from $75 to $550, depending on the provider, the event location, and the amount of coverage you want.
• It is recommended to get wedding insurance as soon as possible, especially once you start outlining deposits.
• Ask your wedding vendors for recommendations and check your existing insurance policies first.
• If you have parents or other loved ones helping you pay for the wedding, it is a good idea for everyone to purchase their own wedding insurance plan.

Frequently asked questions