It’s not enough to just call and schedule vendors for your wedding day. You need to scrutinize the contracts to ensure they provide fair protection for both parties. Consider reading sample wedding vendor contracts in advance so you know what to expect and how to spot red flags.
In this guide, we explain everything you need to know before signing on the dotted line, including:
Key clauses every wedding contract should include
Red flag contract language to avoid
Smart payment schedules and deposit policies
Cancellation and change protections
Insurance and liability coverage details
Need more help with the process? Contact our expert coordinators, who will review every detail with you.
Key Takeaways:
Read all parts of a contract, including the fine print, before signing.
It’s okay to try to renegotiate terms if you disagree with them.
Partner with a wedding planner who can help you navigate complex contracts.
Plan with Confidence at Modern Moments
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Key Clauses Every Wedding Contract Should Include
Every wedding contract should include several key details. If a vendor offers you one without each of these details, consider looking elsewhere.
Make sure your contract defines what’s included with the service, such as setup and teardown of the venue, or the number of hours staff will work.
The contract should have a specific arrival, setup, and teardown time.
Look for payment information about deposits, installment dates, and when the final payment is due.
The contract must include information that defines exactly what the vendor will provide. Numbers matter here, especially for photographers, caterers, and decor suppliers.
Contracts should include information about what happens if they can’t hold up their end for any reason.
All contracts should be in writing with signatures and dates on all pages. This protects all parties and ensures everything is documented in case of disputes.
Red Flag Contract Language to Avoid
Some contracts just aren’t worth signing. You’ll know the difference based on the language included in them. General red flags in contracts that you should avoid include:
Vague service descriptions, such as “standard floral arrangement” or “reasonable number of photos”
Automatic renewals or hidden upgrades that add fees
Exclusive vendor clauses that limit your ability to hire others
Non-refundable deposits that have no clear cancellation conditions
If you’re unsure about any terms or disagree with certain policies, ask for changes, and don’t be afraid to choose another vendor if they decline.
If you partner with Modern Moments, we’ll help you with this process. We review wedding vendor contracts and draw attention to restrictions, excessive fees, or other red flags.
Smart Payment Schedules and Deposit Policies
Payment terms can vary from vendor to vendor. Fair terms typically provide protection to all parties in the contract. Be wary of vendors requiring 100% payment up front, as this limits what you can do if they fail to live up to their end of the bargain. Look for more reasonable terms, such as:
25% to 30% due at signing as a deposit
A second installment halfway through planning
A final payment due after the event
No matter what payment terms your vendor requires, always document when cash exchanges hands. Keep your receipts or digital payment confirmations until after the event.
We have a list of preferred vendors that we’ve already vetted and recommend to all our clients. They follow transparent payment timelines that align with event milestones in a fair and honest way.
Cancellation and Change Protections
Emergencies and other major events can cause you to reevaluate your set date, and fair cancellation policies support this.
Look for contracts that detail several cancellation protections, including:
A timeline for processing refunds and how much you get back based on how much notice you give
A clause for rescheduling and whether your deposits will transfer to a new date
Force majeure policies that explain how to handle natural disasters and emergencies outside either party’s control
Details about how to modify services, such as guest counts or setup times
Prioritize contracts that provide flexible terms, especially if you plan on destination or outdoor weddings that are more sensitive to changes.
Insurance and Liability Coverage Details
Accidents can happen even when everyone does everything right, resulting in property damage or injury. Insurance and liability coverage provide protection in these situations.
Look for clear terms outlining:
General liability insurance that covers any property damage or injuries
Workers’ compensation coverage for staff or subcontractors in case they get hurt
A certificate of insurance (COI) that proves that vendors carry insurance
At Modern Moments, we take the headache out of verifying insurance and liability coverage. We confirm that every vendor meets insurance requirements long before the event.
Avoid Hidden Fees and Vendor Surprises
Trust our professional event planners and coordinators to handle your wedding, ensuring there are no surprises on your big day.