Wedding Contract 411

The old adage, ‘get it in writing’ does not apply more in wedding planning, than when you book a vendor. Every agreement that is made and every product purchased must be put in writing, otherwise it does not exist. Some vendors will insist that they never have had to do a contract, but you should insist that you will be the exception. If the vendor resists creating a contract or signing one that you create with their input, then they simply are not the vendor for you. If you have a friend/family member providing a service insist that even a simple contract/agreement be put in writing so that there are no hurt feelings on the wedding day.

The following are the basic items that have to be included in every contract/agreement in my experience:

• Who, What, When, and Where: Who the contract is for, what services are being provided in detail, when the event is (month, day, year, time) and when the services should be provided, and where the services will be provided. {Note: when you are booking the vendor, your wedding timeline may not yet be established. It is important that when it is (no later than a month before) you follow-up with the vendor so that delivery, arrival, and break down times may be established. Ask for an addendum to be made to your contract after changes have been made}.
• Contact Information: Your mailing and email addresses and telephone numbers should be included so that you are easily accessible. Likewise, the name and number (land and cellular phone) of the vendor contact prior to and on the wedding day should be provided.
• Fees: The total fee for services, schedule for payment, penalty for late payments, and types of payment accepted should be provided. Note: In my opinion only venues, vendors providing food, and florists should require and receive payment prior to the day of the event. Otherwise, you have no assurance that the vendor will show up to provide their service. If you have a strong feeling that you can trust a vendor with paying them ahead of time, go right ahead, but have them send you something in writing indicating that your account is paid in full or outlining which payments have been made. {On a separate note, it is a good idea to make all payments with check or credit card or if in cash, ask for a receipt}.
• Replacement/Substitution: Who will provide the service if your vendor is sick or cannot attend. A clause should be included indicating this information.
• Event Postponement or Cancellation: The agreement should state that the event may be postponed due to acts of God (e.g. weather) or for other reasons with the stated penalty and policies regarding rescheduling the vendor's services. You may not think this will ever be needed, but I have seen many a wedding cancelled or postponed for any number of reasons.
• Exit Clause/Refund Policy: The agreement needs to include a clause that indicates that you at any time can cancel the agreement for any reason (including event cancellation) with the stated penalty. It is also acceptible to have a time period for which the cancellation may occur.
• Initials: If there are any items crossed out or added in anyway, your initials and those of the vendor should be written next to the text.
• Signature: You would be surprised how many contracts I have reviewed of clients of mine that did not have a signature...it is a must and the contract is not official until there are two provided. In our high tech age, many contracts are signed by the client and then faxed/emailed to the vendor and the vendor does not send them back or vice versa. Make sure that copies of your contracts have both parties signatures, preferably original ones.

Always request for addendums and/or contract modifications to be made and for an updated contract to be sent to you with the vendor's initials or signature. Emails are also acceptible forms of communication that can outline changes and/or additions to contracts.

Receipts are a type of agreement and should include the product and services purchased (including item number), description of the product, event date, delivery date/date product will be picked up, and the price of the product.

These tips should help you successfully execute and modify any contract with a vendor.