Understanding Wedding Vendor Contracts

Before You Sign on the Dotted Line

Weddings are often portrayed as fairy tale affairs, but their preparation involves way too much trivia, minutiae, details and complex paperwork to be a fantasy. As you plan, you’ll need to know what you are doing before you sign anything. The legal contracts you must sign with your different wedding day merchants will clearly state the terms and conditions of the work to be done, hopefully keeping misunderstandings (and conflicts) to a minimum. Here’s what you need to know before you reach for the pen in your euphoria.

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Wedding Vendor Contracts

Many wedding merchants supply formal legal contracts that have been drawn up by their lawyers and there is no standard in the industry. The agreements will be as varied as the types of merchants offering their services to you. Often these contracts contain paragraphs of legalese. Take time to read a contract carefully to unravel the meaning; reading every line (and between them, too) to fully understand every nuance. If you are unsure about anything, ask the vendor to explain it to you and make notes on the conversation to clarify your understanding. Then you can request appropriate changes to the document before you sign. If you still have questions about a contract, ask your own lawyer for help. Some small merchants may only offer a handwritten agreement, a simple proposal or letter of intent as your contract. You really don’t need a complicated contract as long as the terms are meticulously defined, clearly stated and agreed to by both parties.

The Contract Basics

Begin with the basics when reading the contract. First, double check the day and date of the event against a calendar to be sure you have the correct information. Keep a copy for your files with both signatures, because the document can be challenged should there be a dispute. The contract must also state the merchant’s fees and include a breakdown of the costs, fees, taxes and service charges so you do not end up with a bill greater than you expected (and budgeted). Some contracts have a price-escalation clause, which allows for unforeseen expense. If you can’t get the clause deleted, ensure there is a cap on the total cost. 15 percent over the set base price is fair. The contract should also be a legal record of the terms of payment. Most wedding vendors require at least a 50 percent deposit to secure the date. The terms of the balance vary, but be prepared to pay the balance several weeks prior to the wedding date.

Making Changes to Vendor Contracts

Don’t hesitate to make necessary changes, even after the contract is signed. If you make changes to the specifics of the contract verbally, follow up with a letter for the merchant to sign and return a copy with the changes to be kept with the original contract.

Cancellations or Refunds

Every contract or letter of agreement should outline the refund policy if the company fails to fulfill its end of the contract or if you must cancel. Most companies do not offer a refund on cancellations past a certain date. It is unlikely you’ll get a full refund of your deposit back, but you may not have to pay the entire bill. Just get it in writing in case of an unforeseen emergency or cancellation.

Good to Know Before You Go

Before you begin your planning and interviews with your wedding providers, here are some tips to consider by category:

Florist and Decor

Your florist’s contract should state exactly the number of bouquets, boutonnieres, centerpieces, corsages and any other decoration for the ceremony and reception. List charges for accessories, aisle runner, ribbons, vases and rental items required. You should also list any particular flowers you want and name second choices in case your first choice isn't available. With floral arrangements, it is important to clearly state what you want as well as what you don’t like or want, but don't limit your designer's creativity. They will want (and some will even require in the contract) some artistic license.

Rental Items

Contracts for rental items such as tables and chairs should state the time and date of delivery and retrieval. If you don’t arrange for same-day or next-morning pickup, you may be charged a storage fee by the reception site. Have someone immediately count all of the rental items because something could be left on the truck, and it's impossible to do anything about missing items after business hours. TIP: This is when a wedding planner can really save you!

Caterer

You must specify the kind of food (lunch or dinner, buffet or seated), the number of courses and size of the portions, what beverages will be served and how (stations, butlered), the size and style of dishes and glassware, and whether the wedding cake is included in the price. Also discuss the number of serving staff and ask about overtime charges, taxes, and whether gratuities are included. Make sure you discuss clearing and insure there is sufficient staff for the number of guests you are serving. Most caterers require you to confirm and finalize all details and quantities one week prior to the event. Make sure your caterer carries liability insurance as many small vendors do not. You should discuss this with the venue and determine if you need to obtain wedding event insurance or perhaps take out a rider to your existing insurance policy.

Music and Entertainment

Whether you have a band or a DJ, your contract should record the time of arrival, departure, breaks, meals and set-up times. Also include the name of the person who has authority to allow the music go into overtime. Many couples have been surprised with a bill for an extra hour or more of music at the request of over-served wedding guests. You should specify certain songs, length of music sets and whether taped music will be played during breaks and what that would be. It is imperative to include in the contract the names of the musicians you want so that there are no substitutions. You don’t want to discover at the reception that the wedding singer is not the one you liked on the demo tape.

Photography and Video

Contracts should state how long the photographer or videographer will spend covering the event; what they will wear; your preference of film, and your choice of formal portraits, candid shots, or a combination. It should also detail what is included in the total price, including which albums you will get, how many prints, cost of materials, hotel stays, any extras, and when you will receive the finished product. You should also ask how many photographers will cover the event and make sure you have seen the exact work of the photographer covering your own event. Make sure to give the photographer of must-have shots and people who must be included. This is one of the most problematic areas post-wedding when expectations do not meet desired results. Be sure to get referrals from a trusted friend or wedding planner as you interview candidates. Any person buying digital equipment can try to pass themselves off as an experienced wedding photographer. Do your homework on this one. There are no “do-overs” when it comes to your wedding memories.

BIG TIP: Know what you are signing before you sign it and get any changes in writing. A verbal agreement will not be binding in the case of a dispute. Always pay with a credit card when possible to have some avenue to pursue in case of a dispute with the vendor. Always use recommended vendors and research carefully.

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