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