Keep reading for some tips on understanding wedding vendor contracts.
Wedding vendors and couples need to know what to expect from each other to ensure the wedding goes smoothly. Having these expectations in writing is imperative for a stress-free wedding day. Contracts can give you confidence that everything is under control even if something goes wrong, but knowing what a vendor contract does is important. You must outline a few things in each contract to ensure both parties are on the same page. Keep reading for some tips on understanding wedding vendor contracts.
Why You Need a Contract with Your Wedding Vendors
As a general rule of thumb, you should have a contract with any business entity providing you with a service. Contracts protect you and the service provider you’re working with. They also protect the service or product you are purchasing. Your contracts with your wedding vendor ensure you will receive the service you’re paying for, and if you don’t, you know what will happen as a result.
If a vendor tries to confirm any services without a contract or a down payment, you should ask for one. If they don’t have one available, this could be a red flag, and you should not give them any money until you have a contract in place.
What to Include in Vendor Contracts
Formal and informal contracts should include the date and time of the wedding. This ensures everything is clear and the vendor will be available for your wedding. Costs should be broken down so you know what you are purchasing, meaning your vendor cannot add random charges later. There should be a clause for any expenses outside of the contract.
There is often a payment plan outline, so you must include the dates by which each payment must be made to the vendor. Then, you both need to sign the contract. If changes occur after signing the initial contract, you both update the contract and sign it. This protects both the vendor and the client. Make sure each party gets a signed copy of the contract.
Payments And Fees
You want to ensure your contract explicitly states pricing. For some vendors, you won’t get the exact amount due until your final headcounts are in and you know how many guests will attend or how many centerpieces you need. That is fine, but make sure you have a locked-in price per person for catering charges.
You also want to ensure the contract states any extra fees. Is there a travel fee, for example? Will you be expected to cover parking? If this is a destination wedding, is the vendor expecting you to cover travel expenses and lodging? For catering and venues, ensure you know the local taxes and service fees. You should also ask if gratuities are included. Some caterers charge an administrative fee not distributed to servers/bartenders as a gratuity. Are you expected to provide a gratuity on top of that?
Lastly, make sure you ask what forms of payment the vendor accepts. It is not uncommon to be charged an extra service or convenience fee if you wish to pay by credit card. If you’re looking at large deposits, that extra fee adds up quickly! Make sure you get receipts from your vendor after paying each deposit in the event there are any discrepancies.
Cancellations
You don’t want to think about the worst, but you must regarding wedding plans. If something happens with the wedding and you have to cancel the vendors, you must have a cancellation and refund policy in place to protect yourself. On the other hand, you also need a policy in case the vendor cancels on you. This policy needs to state exactly how much money will be returned to you if you cancel and how much the vendor will pay you back if they cancel. In most cases, you will have made a deposit. The clause needs to state how much of this deposit you get back depending on how close the date is to your actual wedding date.
HISTORIC OAKLAND MANOR: THE PERFECT WEDDING VENUE
Nestled in a peaceful wooded area in the heart of downtown Columbia, Historic Oakland Manor stands proudly in natural splendor. Elegant Oakland is the perfect setting for ceremonies, wedding receptions, bridal showers, holiday parties, family celebrations, business meetings, or retreats. Schedule a tour today with our expert venue coordinators! Please call (410-730-4801), email ([email protected]), or visit our chat on our homepage to book a tour appointment.
