The Complete Wedding Contract Review Guide

Save Thousands by Knowing What to Look For Before You Sign

Introduction

Dear Soon-to-be-Weds,

Congratulations on your engagement! As you plan your special day, you'll be signing multiple vendor contracts that can have significant financial implications. After seeing countless couples lose thousands to contract oversights (like Sarah and Michael's $3,200 mistake), we've created this comprehensive guide to help you navigate wedding contracts with confidence.

Use this checklist to review every contract before signing, and you'll avoid the costly wedding planning mistakes that so many couples make.

The Essential Wedding Contract Review Checklist

1. Basic Contract Information

Before diving into the details, verify these fundamental elements:

  • Full legal names of all parties (you and the vendor)
  • Correct wedding date, time, and location
  • Contract validity period (when does it expire if not signed?)
  • Vendor contact information (including emergency contacts)
  • Your contact information is accurate

2. Services and Deliverables

Clarity here prevents disappointment later:

  • Detailed description of ALL services included
  • Specific start and end times for services
  • Number of staff/assistants provided
  • Exact deliverables (e.g., number of photos, menu items, etc.)
  • Substitution policies if promised items become unavailable
  • Timeline for delivery of final products

3. Payment Terms (Where Most Costly Mistakes Happen)

This is where hidden fees and contract loopholes often hide:

  • Total cost clearly stated
  • Detailed payment schedule with specific dates
  • Deposit amount and whether it's refundable
  • Method of payment accepted
  • Late payment penalties
  • Additional fees or surcharges that might apply
  • Gratuity policies (included or expected?)
  • Overtime rates if event runs long

4. Cancellation and Postponement Policies ⚠️

The section that cost Sarah and Michael $3,200:

  • Circumstances under which you can cancel
  • Deadlines for cancellation with refund
  • Partial refund schedules (if applicable)
  • Postponement/rescheduling fees and rules
  • Notice required for date changes
  • Seasonal price differences for rescheduled dates
  • Documentation required for emergency cancellations

5. Force Majeure Clauses

These protect you in case of unforeseeable circumstances:

  • What events qualify as "acts of God" or force majeure
  • Who makes the determination that an event qualifies
  • Refund policies during force majeure events
  • Rescheduling options during force majeure events
  • Timeframe for making alternative arrangements

6. Vendor Responsibilities and Limitations

Know exactly what you're getting:

  • Arrival and setup time
  • Breakdown and departure time
  • Backup plans for vendor illness or emergency
  • Equipment provided by vendor
  • Equipment you need to provide
  • Insurance coverage the vendor carries
  • Liability limitations or waivers

7. Your Responsibilities as Clients

Understand what's expected from you:

  • Deadlines for providing information to vendors
  • Required access or setup times at venue
  • Meals or breaks required for vendors
  • Permits or permissions you need to secure
  • Guest count confirmation deadlines

8. Change Order Procedures

When plans change (and they often do):

  • Process for requesting changes
  • Deadlines for change requests
  • Fees associated with changes
  • Required format for change requests (written vs. verbal)
  • Timeline for vendor response to change requests

9. Dispute Resolution

If something goes wrong:

  • Steps for filing a complaint
  • Mediation or arbitration clauses
  • Jurisdiction for legal disputes
  • Limitations on damages or compensation
  • Timeline for resolving disputes

10. Intellectual Property Rights (Especially Important for Photographers/Videographers)

Understand who owns the memories:

  • Who owns the rights to photos/videos
  • Usage rights for the vendor's promotional purposes
  • Usage rights for your personal use
  • Restrictions on social media sharing
  • Additional fees for full copyright release

Red Flags in Wedding Contracts

Watch out for these warning signs:

  • Vague language about deliverables ("photography coverage" without specifying hours)
  • Missing or incomplete cancellation policies
  • No mention of backup plans or contingencies
  • Excessive fees for minor changes
  • No clear timeline for final deliveries
  • Unreasonable limitations on liability
  • Verbal promises not included in writing
  • Pressure to sign without time to review

Contract Negotiation Tips

Most wedding vendors are willing to adjust terms:

  • Request modifications politely. Most vendors will accommodate reasonable requests.
  • Get all promises in writing. If discussed verbally, ask for it to be added to the contract.
  • Propose alternative language rather than just objecting to terms.
  • Prioritize your concerns. Focus on negotiating the most important items.
  • Consider legal review for high-value contracts (venues, full-service planners).

Real-World Examples: Contract Clauses to Watch For

Problematic Clause Examples:

❌ Vague Cancellation Terms

"A non-refundable deposit is required to secure your date."

Problem: Doesn't specify what happens in different cancellation scenarios.

❌ Hidden Rescheduling Fees

"Date changes may result in additional fees."

Problem: No specific fee amounts or conditions listed.

❌ Unreasonable Substitution Rights

"Vendor reserves the right to substitute products of equal value."

Problem: "Equal value" is subjective and gives vendor complete discretion.

Better Clause Examples:

✅ Clear Cancellation Terms

"Cancellations made 6+ months before the event date will receive a refund of all payments minus the 25% non-refundable deposit. Cancellations made 3-6 months before will receive a 50% refund of all payments minus the deposit. Cancellations within 3 months of the event forfeit all payments."

✅ Transparent Rescheduling Policy

"Date changes requested more than 6 months before the event will incur a $250 administrative fee. Date changes requested within 6 months of the event will incur a $500 fee plus any difference in seasonal pricing. All date changes are subject to availability."

✅ Fair Substitution Rights

"In the event specific flowers become unavailable, Florist will contact Client with comparable substitution options for approval before making any changes."

Conclusion: Your Contract Action Plan

  • Read every word of every contract before signing
  • Mark critical dates in your calendar for payment deadlines and change request cutoffs
  • Create a contract summary document with key points from each vendor
  • Ask questions about anything unclear or concerning
  • Consider wedding insurance to protect against major contractual issues
  • Keep digital and physical copies of all signed contracts
  • Review this guide before signing any new vendor agreements

Ready to Master Your Wedding Contracts?

© 2025 Wedding Contract Review Guide. The Faded Lens All rights reserved.

Last updated: July 1, 2025