With the bridal show season in full swing, you will order many services and products for your wedding. Make sure that you cover yourself by always working with reputable vendors and make sure that your wedding contracts are in place.
I thought that I would share the details from one of my presentations so that understanding wedding contracts (before you sign them) becomes easier. If a contract looks too confusing though, you may want to contact your legal advisor.
Details about wedding contracts
1. Always get details in writing when making decisions on your wedding vendors, production, and services. Any discounts, rebates, “freebies,” and other changes to contracts should also be done in writing. Make sure to date them as well.
2. Read contracts carefully before signing. If you are uncomfortable, ask questions and do not sign until you your questions answered. Take the contract home and have someone else read it for clarification before you sign it.
3. Make sure that the contract contains pertinent contact information for the vendor. Any time that your contact information changes, make sure that you alert your wedding vendors in writing. Always keep copies of your correspondence with vendors.
4. Pay vendors with check, money order, or credit card when possible. If you pay cash to any vendor always get a receipt immediately. Be cautious if a vendor requires cash or payment in full up front.
Contract terms that you should know before you sign:
Deposit—a partial payment made at the time of purchase with the balance to be paid later.
Retainer—fee charged in advance to retain the professional services of someone.
Applicable fees—setup, delivery, travel or mileage, taxes, corkage, gratuity, parking, permits, clean up, cake cutting, or others. Always ask for clarification if the contract references an unfamiliar fee.
Additional fees—returned checks, late payment, and/or fees for collection (including attorney’s fees, court costs, and possible interest). Situation occur so be aware that your vendors will pass on costs to cover losses if these circumstances occur with you.
Cancellation policies [when (you) purchaser cancels]—all companies should have some type of defined cancellation policy. Keep in mind that the company has turned away potential business by having your contract. They can not “go back” to those people and try to get the business to replace what they were going to do for you. Depending on when the cancellation occurs, products or consumables have been ordered specifically for you.
Pro-rated cancellation payment schedule-a percentage based on the number of days (or months) prior to your wedding event. The closer to the contract date the higher percentage that you will owe.
Cancellation fees-fees above and beyond the amount you owe on the cancelled contract.
Cancellation policies [if company cancels on (you) the client]—all reputable companies should be able to put in writing what they will do for you (as the client) if they would cancel on you.
Compensation-fee that the company would owe you if they cancelled their services to you.
Suitable substitution-the company would find a substitution in the event that they cancelled the contract on you. This is very important in the case of Officiants or entertainment and where you had written expectations of a specific person(s). In the case of wedding products, make sure that the substitution is equal or "better" than what you agreed to purchase.
Liability Insurance—are you required (by reception venue) to provide liability insurance? Are you held liable for property damages, personal injuries, or accidents due to host liquor liability? What happens if gifts are stolen or a natural disaster occurs during your wedding?
Overtime fees—many times it is less expensive to ask for a longer package or more services ahead of time. On “the day of” overtime may be anywhere from 1 ½ to 2 times more expensive. Many companies have a set package and do not allow any overtime.
Rental items policies—tuxedos and other rental items (cake stands, floral, etc) have a return policy. Be clear on date(s) and conditions as to not incur late or other fees.
Final payments—many vendors require final payment a number of days before your actual wedding. Try to make as many final payments as possible prior to your wedding. This will help avoid late payment fees/charges.
1. Always get details in writing when making decisions on your wedding vendors, production, and services. Any discounts, rebates, “freebies,” and other changes to contracts should also be done in writing. Make sure to date them as well.
2. Read contracts carefully before signing. If you are uncomfortable, ask questions and do not sign until you your questions answered. Take the contract home and have someone else read it for clarification before you sign it.
3. Make sure that the contract contains pertinent contact information for the vendor. Any time that your contact information changes, make sure that you alert your wedding vendors in writing. Always keep copies of your correspondence with vendors.
4. Pay vendors with check, money order, or credit card when possible. If you pay cash to any vendor always get a receipt immediately. Be cautious if a vendor requires cash or payment in full up front.
Contract terms that you should know before you sign:
Deposit—a partial payment made at the time of purchase with the balance to be paid later.
Retainer—fee charged in advance to retain the professional services of someone.
Applicable fees—setup, delivery, travel or mileage, taxes, corkage, gratuity, parking, permits, clean up, cake cutting, or others. Always ask for clarification if the contract references an unfamiliar fee.
Additional fees—returned checks, late payment, and/or fees for collection (including attorney’s fees, court costs, and possible interest). Situation occur so be aware that your vendors will pass on costs to cover losses if these circumstances occur with you.
Cancellation policies [when (you) purchaser cancels]—all companies should have some type of defined cancellation policy. Keep in mind that the company has turned away potential business by having your contract. They can not “go back” to those people and try to get the business to replace what they were going to do for you. Depending on when the cancellation occurs, products or consumables have been ordered specifically for you.
Pro-rated cancellation payment schedule-a percentage based on the number of days (or months) prior to your wedding event. The closer to the contract date the higher percentage that you will owe.
Cancellation fees-fees above and beyond the amount you owe on the cancelled contract.
Cancellation policies [if company cancels on (you) the client]—all reputable companies should be able to put in writing what they will do for you (as the client) if they would cancel on you.
Compensation-fee that the company would owe you if they cancelled their services to you.
Suitable substitution-the company would find a substitution in the event that they cancelled the contract on you. This is very important in the case of Officiants or entertainment and where you had written expectations of a specific person(s). In the case of wedding products, make sure that the substitution is equal or "better" than what you agreed to purchase.
Liability Insurance—are you required (by reception venue) to provide liability insurance? Are you held liable for property damages, personal injuries, or accidents due to host liquor liability? What happens if gifts are stolen or a natural disaster occurs during your wedding?
Overtime fees—many times it is less expensive to ask for a longer package or more services ahead of time. On “the day of” overtime may be anywhere from 1 ½ to 2 times more expensive. Many companies have a set package and do not allow any overtime.
Rental items policies—tuxedos and other rental items (cake stands, floral, etc) have a return policy. Be clear on date(s) and conditions as to not incur late or other fees.
Final payments—many vendors require final payment a number of days before your actual wedding. Try to make as many final payments as possible prior to your wedding. This will help avoid late payment fees/charges.
If you have a "term" not explained above, just leave a comment or email me and I will get you the definition. Remember that many states (and countries) have different "rules" so if your plan a destination wedding make sure that you have all of the details.
Happy Planning!
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