Vendor Contracts 101: What to Look For Before You Sign
Protect your wedding investment by understanding the fine print.
You’ve found the perfect photographer. The caterer’s food is delicious. The florist totally gets your style. You’re ready to lock them in for your wedding—but before you sign that contract and send a deposit, take a step back.
Wedding vendor contracts are legally binding agreements that protect both you and your vendors. But if you don’t read the fine print—or worse, if the contract is vague—you could be opening the door to confusion, miscommunication, and added stress down the line.
Here’s everything you need to know before signing on the dotted line, including red flags, must-haves, and how to advocate for yourself.
Why Vendor Contracts Matter
A well-written contract:
Outlines what’s included in the service
Protects your money in case of emergencies or cancellations
Clarifies responsibilities on both sides
Helps avoid misunderstandings
Provides legal protection if something goes wrong
Verbal agreements, emails, or text confirmations are not enough. Every vendor should provide a professional, detailed contract—especially if they are being paid.
What to Look for in Every Vendor Contract
1. Names, Dates, and Contact Information
Make sure the contract includes:
Full names of both parties (you and the vendor or business)
Correct wedding date(s) and timeframes
Location(s) of service
Contact details for both parties
2. Detailed Description of Services
This section should clearly outline what you are paying for, including:
What is being delivered or provided
Quantity, duration, and scope of services (e.g., 8 hours of photography, 3-tier wedding cake, 150 floral centerpieces)
Who will be present (especially important for photographers, DJs, and planners)
If you discussed something during a meeting or consultation, make sure it’s in writing.
3. Pricing and Payment Schedule
Understand:
Total cost
Deposit amount and due date
When remaining payments are due
Accepted payment methods
Late fees, if applicable
Avoid contracts with vague pricing or unclear totals. Transparency is key.
4. Cancellation and Refund Policy
Life happens. Make sure the contract addresses:
What happens if you cancel
What happens if they cancel
How refunds or retainers are handled
Rescheduling policies (especially important in cases of illness, emergencies, or pandemics)
Look for fairness. Some non-refundable deposits are standard, but large penalties or no rescheduling flexibility may be a red flag.
5. Force Majeure or “Acts of God” Clauses
This clause protects both parties in the event of circumstances beyond control—such as extreme weather, natural disasters, or global events. Ensure this section is clear about how such situations are handled.
6. Change or Substitution Policies
Ask:
What happens if your assigned professional (e.g., photographer, DJ) can’t make it?
Can substitutions be made with your approval?
What is the process for making changes to the original agreement?
You don’t want to be surprised by a replacement without notice.
7. Timeline and Delivery Terms
For services like photography or videography, confirm:
Estimated delivery timeline for final products
How products will be delivered (digital gallery, USB, albums, etc.)
Editing rights and limitations
For caterers, florists, and rentals, ensure delivery and setup times are clearly stated.
8. Liability and Insurance
Your vendor should carry liability insurance. This protects you in the event of damages, accidents, or injuries during the event. If your venue requires vendors to be insured, request a copy of their certificate of insurance (COI).
9. Meals, Breaks, and Accommodations (if needed)
Some vendors, especially those working long hours, may require a hot meal or scheduled break. If accommodations are necessary (e.g., for destination weddings), confirm who is responsible for arranging and covering them.
10. Copyright, Usage, and Promotion
For photographers, videographers, or designers, check who owns the rights to the content. Can you print and share photos freely? Can they use your images for promotional purposes?
Clarify terms up front so there are no surprises later.
Red Flags to Watch Out For
Vague or verbal-only agreements
Missing cancellation/rescheduling terms
No business name or contact info
High-pressure tactics to book immediately
No clear deliverables or scope of service
If something feels off, ask questions. A trustworthy professional will welcome your due diligence.
How a Wedding Planner Can Help
Navigating contracts can be intimidating—especially if this is your first time planning a wedding. A wedding planner or coordinator can:
Review contracts with you
Identify missing or unclear terms
Communicate with vendors on your behalf
Ensure all agreements align with your overall timeline and expectations
At Hansen Weddings and Events, I help couples feel confident about every decision—including the ones hiding in the fine print. Vendor contracts don’t have to be scary—just smart.
Final Thought
Before you sign anything, remember this: your wedding is a major investment—of time, money, and emotion. Taking the time to carefully review and understand every vendor contract ensures that your big day runs smoothly and stress-free.
Peace of mind is worth every minute spent reading the fine print.