Contracts - Important Information to be Aware of

Make Sure You...
Read ALL contracts THOURGHLY! DON’T sign anything unless you have read it and understand the implications of doing so. Some contracts are long and the companies may actually hope you don’t read it!

Keep all your contracts, receipts, quotes and confirmation letters etc. orderly and in a place easy to refer to so they don't get misplaced or lost. Make a master list of contact details of all the people and vendors involved in your wedding. You will need to track, phone & fax numbers, addresses, contact names, e-mail address, etc

You are quite within your rights to alter any contract, delete or cross out any conditions you are not happy with or willing to agree to. Of course the company also has the right not to accept your changes. In which case, if an agreement can’t be made, maybe it’s best you start looking for another vendor. Your wedding is not the event that you want others to be dictating what you can and cannot have! Initial any changes you make to the contract and have the vendor do the same. If the language is unclear, ask the vendor to explain it clearly, or have it rewritten in terms you can understand.

Contracts should state the exact cost for each service provided. The balance, deadline for payment, to whom payment must be made, and method of payment. Cash, check, or credit card.

Get proof of purchase, deposit, and down payment receipts for everything! Keep all these in your folder. TIP: Attach receipts as proof of payment and keep them on hand to avoid problems.

Take note of all fees, charges, and possible penalty charges. The last thing you need are surprises or a vendor refusing to supply their service because you weren't aware of a certain fee.

NEVER assume. If it's not specified in the contract, then the vendor IS NOT obligated to provide it… even if you believe you had every right to expect it.

Accidents, tragedies, time and unforeseen occurrence can befall us all. The clause should state how much you will owe the vendor for a cancellation, regardless of when this should occur. It should also define what constitutes "last minute." If you cancel far enough in advance, you might not be charged at all.

NO SHOWS What penalties will your vendors face if they fail to appear? Regardless of any assurances that this won’t happen that they may give you, insist this is in the contract. If they won’t, get another vendor, they are obviously not a true professional!

HAVE A BACK UP. In the eventuality a vendor does fail to provide a service, do you have back up options? At a minimum keep the contact details of other vendors you have researched on hand for a worst case scenario. This will help give you enough time to find someone else to do the job.

ACTS OF GOD: What happens if a blizzard, hurricane, or some other "act of God" occurs? Be sure your contract covers these possibilities.


Reception/Catering Contracts

Make sure that  the terms of the package purchased by you clearly state: Set-up costs
Delivery charges
Parking
Coat check facilities
Quality of silverware and chinaware
Detailed, agreed upon menu
Maximum seating
Number of tables and chairs
Number of serving staff, waiters and bartenders
How the food will be served
Wedding cake


Beverages, including champagne, wine or punch offered for the toasts
Entertainment & dance facilities
Overtime charges if any
Tents or marquee charges and set-up details
After event janitorial services depending on venue
Deadline for the final guest count
Included gratuities
Insurance coverage
See our "Questions to Ask Caterers " page for more detailed information

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